To provide guidance on the processes required to:
cancel a programme of study or course
postpone a programme of study or course
close a programme of study (including microcredential), or short course
communicate decisions to ākonga, prospective ākonga, internal departments, and other stakeholders.
Read in conjunction with Te Kawa Maiorooro / Educational Regulatory Framework Part 2.32 Cancellation or Postponement of a Programme or Course (page 17-18)
Fair Trading Act 1986 and all subsequent amendments
1. As far as is practically possible, Otago Polytechnic avoids cancelling, postponing or closing or making other significant changes to an advertised programme of study or course less than two (2) weeks before it starts or five (5) working days for short courses.
2. To meet the requirements of the Fair Trading Act 1986, the website, application forms, and enrolment letters i.e. for conditional and unconditional offer of place and Programme Guides must clearly state “Any programme of study/course/short courses may be cancelled, postponed or closed e.g. where there are insufficient numbers”.
3. Cancellation or Postponement of a Programme of Study or Course
3.1. Otago Polytechnic may cancel or postpone a programme of study or course in accordance with Section 2.32 of Te Kawa Maiorooro.
3.2 The Head of College or delegate is responsible for cancelling or postponing a course and for following the procedures outlined in Appendix B.
3.3. The Executive Director on advice from the appropriate Deputy Executive Director is responsible for cancelling or postponing a programme of study and ensuring approved procedures are followed, including the evaluation and review process outlined in Clause 4.and the procedures outlined in Appendix A.
3.4. The Head of College or delegate is responsible for ensuring that quality assurance compliance is met for a programme of study that is cancelled e.g. moderation, consistency, Annual Programme Evaluative Reviews (APERs) and monitoring.
4. Closure of a Programme of Study
4.1. Any decision to close a programme of study will be made by the Executive Director following advice from the appropriate Deputy Executive Director and endorsement by Te Kāhui Manukura (TKM).
4.2. The Head of College is responsible for:
evaluating and reviewing the programme of study according to Otago Polytechnic criteria and reporting to the appropriate Executive Director the consequences of closure.
conferring with the Director: People and Culture or equivalent to discuss consequences for affected kaimahi.
4.3. Following the Executive Director’s decision to close the programme of study the Head of College is responsible for
following the procedures as outlined in Appendix A
notifying ākonga the programme of study is going to close
ensuring ākonga can complete the programme of study and that appropriate transition/teach out arrangements are in place OR
negotiating with ākonga (if applicable) to complete the programme of study with another provider at no additional cost.
ensuring that quality assurance compliance is met e.g. moderation, consistency, Annual Programme Evaluative Reviews (APERs) and monitoring.
4.4. Academic Excellence will advise the New Zealand Qualifications Authority (NZQA) and the Tertiary Education Commission (TEC) of the closure of the Otago Polytechnic programme of study following completion of all transition and /or teach out arrangements.
Appendix A. CANCELLATION, POSTPONEMENT OR CLOSURE OF A PROGRAMME OF STUDY (click to download)
Appendix B. CANCELLATION OR POSTPONEMENT OF A COURSE OR SHORT COURSE (click to download)
