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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Agenda (Part I)
Council Meeting26 June 2019
Agenda (Part I) Venue: UCOL Whanganui Campus, Room: E-2-15
10.15am Procedural Note:
1. Council has the ability to make its ‘own’ procedures and has
adopted Model Standing Orders for Meetings ofPublic Bodies (MP
9204:1993) with Sections 2.24.8, 2.24.9 and 2.24.10 replaced by its
own procedure.
2. The Council Chair presides throughout the meeting and at law
has the right to cast both a deliberative voteand a casting
vote.
3. Council has agreed to shift meeting facilitation to a
Committee Chair if the matter is the province of thatCommittee.
4. Voting shall be decided by majority of Council members
present (who are eligible to vote).
Paper Business Page
1. Apologies
2. Disclosures of Interest (Part I) Decision
3. 66/19 Confirmation of Minutes (Part I) of 29 May 2019
Approval 3
4. Matters Arising Information
5. Chairperson’s Report Information
6. 67/19 Finance Report Information 7
7. 68/19 Academic Report Information 9
8. 69/19 Safety and Wellbeing Report Information 13
9. Items for Next Agenda (Part I)
10. General Business
11. Part II: Supplementary Matters
Next Meeting: Wednesday, 31 July 2019, Manawatū Campus
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Agenda (Part I)
SCHEDULE 2A, SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION
AND MEETINGS ACT 1987
1. The Council Chair recommends that the public be excluded from
the following parts of proceedings, namely, agenda items[12] to
[26].
The general subject of each matter to be considered while the
public is excluded, the reason for passing this resolution in
relation to each matter, and the specific grounds under Section
48(1) of the Local Government Official Information and Meetings
Act, and the interests protected under Section 9 of the Official
Information Act 1982, for the passing of this resolution are as
follows:
General subject of each matter to be Considered Reason for
passing this Resolution in relation to each matter
Ground(s) under Section 48(1) for the passing of this
Resolution
Standing Matters Confirmation of Part II Minutes – 29 May 2019
Matters Arising - Part II Action List of 29 May 2019- Council
Reporting and Key Events Calendar
Result in disclosure of matters that Council had decided it had
good
reasons for withholding
For those reasons identified by the Council in its meeting
on
28 November 2018
Information Papers - Finance Report- Approval to Surrender Lease
– 3-5 Taupo Quay,
Whanganui- Security Review of Campuses- Communications Plan –
RoVE- International Report- Drug and Alcohol and Health and Safety
Policies- Chairperson’s Report- Chief Executive’s Report
Enable the institution to carry on without prejudice or
disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
Supplementary Matters Identify and describe appropriate ground
generally under Section 9 of the Official Information Act
except
Section 9(2)(g); (i) and (j)
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
General Business Enable the institution to carry on without
prejudice or disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
Council Matters Standing Matters
Enable the institution to carry on without prejudice or
disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
This Resolution is made in reliance on Section 48(1)(a) of the
Local Government Official Information and Meetings Act 1987 and the
particular interest(s) protected by Section 6 or Section 7 of that
Act or Section 6 or Section 9 of the Official Information Act 1982,
as the case may require, which would be prejudiced by the holding
of the relevant part of the proceedings of the meeting in public
(give particulars).
The Council Chair moves that the following members of the public
remain for Part II being staff of the institution who are not
Council members, namely: Dr Lynn, Brian Trott (Papers 73/19, 74/19
and 75/19), Peter Handcock (Paper 75/19), Christine Beech (Paper
76/19), Dr Arthur Chin (Paper 77/19), Sylvie Hickton (Paper 78/19)
and Paula Birchall (Minute Secretary).
Note: Section 48(4) of the Local Government Official Information
and Meetings Act 1987 provides that every resolution to exclude the
public shall be out at a time when the meeting is open to the
public and the text of that resolution (or copies thereof) shall:
(a) Be available to any member of the public who is present; and(b)
Shall form part of the minutes of the local authority.
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 66/19
Council Meeting29 May 2019
PART I MINUTES
The meeting was held at the Horowhenua Cultural and Community
Centre, Levin Room: Education Suite
The meeting started at 10.40am
Present: Ben Vanderkolk (Chairperson), Leanne Southey
(Councillor), Verne Atmore (Councillor), Annette Main (Councillor),
Lyal French-Wright (Councillor), Lynette Bradnam (Councillor),
Leonie Hapeta (Councillor).
In Attendance: Dr Amanda Lynn (Chief Executive), Brian Trott
(Chief Financial Officer), Teina Mataira (Pouarahi Māori and
Pacific Peoples Education) and Paula Birchall (Minute
Secretary).
The Chair welcomed Lyal French-Wright.
The Chair thanked Councillor Leanne Southey for chairing the
previous meeting in the Wairarapa and acknowledged the celebration
which took place for Councillor Pamela Jefferies.
ITEM 1: Apologies There were no apologies.
ITEM 2: Disclosures of interest in relation to Part I There were
no disclosures of interest.
ITEM 3: 52/19 - Confirmation of Minutes (Part I) of 1 May
2019
1/1 IT WAS MOVED (V. Atmore) AND SECONDED (L. French-Wright)
THAT THE PART I MINUTES DATED 1 MAY 2019 BE ACCEPTED AS A TRUE AND
ACCURATE RECORD.
CARRIED
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 66/19
ITEM 4: Matters Arising There were no matters arising.
ITEM 5: Chairperson’s Report Nil to report.
ITEM 6: 53/19 - Finance Report
1/2 IT WAS MOVED (V. Atmore) AND SECONDED (A. Main) THAT THE
FINANCE REPORT BE RECEIVED.
CARRIED
ITEM 7: 54/19 - Academic Report
1/3 IT WAS MOVED (L. Hapeta) AND SECONDED (L. Southey) THAT THE
ACADEMIC REPORT BE RECEIVED; AND NOTE THE APRIL ACADEMIC BOARD
MINUTES.
CARRIED
ITEM 8: 55/19 - Safety and Wellbeing Report
1/4 IT WAS MOVED (B. Vanderkolk) AND SECONDED (L. Southey) THAT
THE SAFETY AND WELLBEING REPORT BE RECEIVED.
CARRIED
ITEM 9: Items for Next Part I Agenda There were no items noted
for the next agenda.
ITEM 10: General Business There were no items of General
Business.
The Chair noted there were no members of the public or media
present.
ITEM 11: Supplementary Matters for Part II There were no
supplementary matters for Part II.
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 66/19
Moving into Part II: 1/5 IT WAS MOVED (B. Vanderkolk) AND
SECONDED (L. French-Wright) THAT THE MEETING MOVE INTO PART II
AS PER THE ATTACHED SCHEDULE OUTLINING THE REASON FOR EACH AGENDA
ITEM.
CARRIED
Signed:
Date:
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 66/19
SCHEDULE 2A, SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION
AND MEETINGS ACT 1987
1. The Council Chair recommends that the public be excluded from
the following parts of proceedings, namely,agenda items [12] to
[26].
The general subject of each matter to be considered while the
public is excluded, the reason for passing this resolution in
relation to each matter, and the specific grounds under Section
48(1) of the Local Government Official Information and Meetings
Act, and the interests protected under Section 9 of the Official
Information Act 1982, for the passing of this resolution are as
follows:
General subject of each matter to be Considered Reason for
passing this Resolution in relation to each matter
Ground(s) under Section 48(1) for the passing of this
Resolution
Standing Matters Confirmation of Part II Minutes – 1 May 2019
Matters Arising - Part II Action List of 1 May 2019- Council
Reporting and Key Events Calendar
Result in disclosure of matters that Council had decided it had
good
reasons for withholding
For those reasons identified by the Council in its meeting
on
28 November 2018
Inwards Correspondence Letter from UCOL to UIL Shareholder
Enable the institution to carry on without prejudice or
disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and
Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the
Official
Information Act 1982
Information Papers - Finance Report- Bi-Monthly Safety and
Wellbeing Report- Contractor Management (H&S Compliance)-
Council Honours and Alumni Awards- MPTT Outcomes 2018-
Chairperson’s Report- Chief Executive’s Report
Enable the institution to carry on without prejudice or
disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
Supplementary Matters Identify and describe appropriate ground
generally under Section 9 of the Official Information Act
except
Section 9(2)(g); (i) and (j)
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
General Business Enable the institution to carry on without
prejudice or disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
Council Matters Standing Matters
Enable the institution to carry on without prejudice or
disadvantage
commercial activities
Section 48(1)(a)(ii) of the Local Government Official
Information and Meetings Act 1987 and Section 9(2)
(g); (i) and (j) of the Official Information Act 1982
This Resolution is made in reliance on Section 48(1)(a) of the
Local Government Official Information and Meetings Act 1987 and the
particular interest(s) protected by Section 6 or Section 7 of that
Act or Section 6 or Section 9 of the Official Information Act 1982,
as the case may require, which would be prejudiced by the holding
of the relevant part of the proceedings of the meeting in public
(give particulars).
The Council Chair moves that the following members of the public
remain for Part II being staff of the institution who are not
Council members, namely: Dr Lynn, B. Trott (Paper 60/19), Teina
Mataira (Paper 64/19), Minute Secretary (P. Birchall).
Note: Section 48(4) of the Local Government Official Information
and Meetings Act 1987 provides that every resolution to exclude the
public shall be out at a time when the meeting is open to the
public and the text of that resolution (or copies thereof) shall:
(a) Be available to any member of the public who is present; and(b)
Shall form part of the minutes of the local authority.
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 67/19
Council Meeting26 June 2019
Part I
Paper 67/19: Finance Report
1. PurposeTo present Council with the summarised results for the
period ended 31 May 2019.
2. Summarised Finance ReportThe 2019 financial year to date sees
revenue and expenses that are adverse to budgetleading to a net
surplus of $20,055,000 which is ahead of budget by $603,000.
May 2019 2019 Year to Date Actual
2019 Year to Date Budget
Variance
Note $000 $000 $000
Revenue 1 $40,030 $39,812 $218
Expenditure 2 $19,975 $20,360 $385
Net Surplus 3 $20,055 $19,452 $603
Capital Expenditure 4 $1,297 $2,612 $1,315
Working Capital 5 251% 251% 0%
Cash In/Cash Out 123% 101% 22%
Current Monetary Assets (000's) 6 $13,884 $7,820 $6,064
Debt/ Equity Ratio 3.8% 4.1% (0.3%)
Notes: 1. Revenue is ahead of budget due to the timing of
enrolments.2. Expenditure is favourable to budget with a positive
variance.3. Net Surplus is ahead of budget due to positive revenue
and expense variances.4. CAPEX is behind budget.5. Working capital
is close to budget.6. Cash is better than budget due to the opening
cash position and operating
cash flows being more than budget.
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 67/19
3. RecommendationIt is recommended that Council:1. Receives the
Finance Report for the period ended 31 May 2019.
Brian Trott on behalf of Dr Lynn Chief Executive
Date: 20 June 2019
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 68/19
Council Meeting26 June 2019
Part I
Paper 68/19: Academic Report
1. PurposeThis report will focus on educational delivery and
outcomes in consideration of UCOLskey strategic story and the
ongoing Continuous Quality Improvement initiatives thatsupport the
strategic story.
2. Executive SummaryActivities of the Education and Applied
Research (EAR) and Quality Directorates andteams for May 2019
included; involvement in the Sort it Careers Expo, DegreeMonitor
visits, annual portfolio analysis, teaching staff preparation and
support forNZQA Consistency Reviews and finalisation of the new
programme list fordevelopment in 2019 for a 2020 start. May also
saw the completion of the BlendedDelivery Pilot Project Report
(from the Semester 2, 2018 pilot of blended deliveryusing
synchronous engagement software), implementation of the Tōku Reo
(MyVoice Survey Semester 1) with students and continued promotion
and progress withAssessment of Prior Learning (APL) with businesses
and individuals, includingparticipation by UCOL staff.
4. BackgroundUCOL had significant involvement in the Sort it
Careers Expo this year with our standbeing 18m x 3m, the biggest we
have had to date. This year we were positioned inthe centre of the
Arena with a variety of stands including interactive activities
toshowcase UCOL and the vibrancy of the student experience.
Throughout the dayschools, career advisors, new migrants and
parents engaged with the UCOL stand. Anumber of faculty staff were
available to discuss study options with potentialstudents and make
a great first impression.
The Education and Applied Research Directorate are continuing to
work with thePeople and Safety team around workforce planning. This
work involves planning theprocesses around recruitment decisions
and providing clarity on roles and expectedlevel of responsibility
for specific areas of work, from the Executive Director, down
toteaching staff. Task lists are being developed for each team
member in theDirectorate and job descriptions will be reviewed to
ensure these are accurate. TheProgramme Leaders have been surveyed
to enhance our understanding of theProgramme Leader role, including
organisational barriers they face in order to
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Universal College of Learning Te Pāe Mātauranga ki Te Ao Paper
68/19
undertake their role. These results are being analysed and
actions are planned with how we will proceed.
In May there were two Degree Monitor visits; Bachelor of
Creative Media and Bachelor of Applied Management. Both Monitors
provided positive verbal feedback and we are expecting their
written reports in the next 4 - 6 weeks. We are continuing the
implementation of a new annual procedure that analyses our current
portfolio of programmes and determines programmes that may need to
be discontinued if they are deemed not sustainable or marginally
sustainable. An analysis of programmes has been completed in terms
of course completions, Equivalent Full Time Students (EFTS) counts
from 2017 and 2018, financial contribution, year to date enrolments
and staff to student ratio. Once the final list of programmes that
are potentially not sustainable is confirmed, these will be
reviewed by Academic Board and a recommendation made to the Chief
Executive. The Executive Director, Education and Applied Research
and Executive Dean, Health and Science, along with the Business
Development team, have been engaging with the Rotterdam University
around progressing a relationship with respect to nursing
internships, collaborative research projects and student and
teacher exchange. There have also been discussions around elder
care, which could be a great arrangement that would fit with our
emerging Centre of Vocational Excellence. We have sent the
University of Rotterdam a Memorandum of Understanding with the
intention to further contract. We are expecting them to visit in
October this year and start sending their students from November.
The goal of this initiative is to develop opportunities to learn
best practice in projects, research, teaching methods and curricula
development. We have received an update from the Tertiary Education
Commission (TEC) in regard to six staff members not being
identified as ‘New and Emerging Researchers’ in the Performance
Based Research Fund process. The TEC have informed us that the data
file uploaded by UCOL did not identify these 6 staff members as
‘New and Emerging Researchers’. The TEC are unable to make changes
to the data submitted at this stage in the Quality Evaluation. The
TEC were sympathetic with our situation and acknowledged that this
is disappointing for staff. It has been noted that applying for the
‘New and Emerging Researcher’ status does not always change the
Quality Category but rather, the rate at which those who were rated
would be funded. The TEC went on to say they “hope UCOL continues
to celebrate the significant achievements of your first time
participation and excellent results achieved by your researchers”
and also acknowledged that “the cause of the error is unclear and
we accept that the error was not deliberate.” This matter is now
closed.
The Academic Board meeting for June was deferred due to a light
agenda, therefore the May minutes will be ratified on 9 July.
Therefore, these minutes will be reported on at the July Council
meeting.
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 68/19
From May to November 2019 UCOL will participate in 18 further
Consistency Review events, with NZQA having completed 7 already to
the end of May. Advisers from the Quality Directorate’s Curriculum
and Academic Services team work with Head of Schools and Programme
Leaders to ensure graduate and employer feedback on the quality of
the graduate achievement is captured, and the self-assessment
report is completed to a high standard. Support is then provided to
prepare Programme Leaders to make an institutional presentation to
the review workshop hosted by NZQA.
UCOL continues to receive very good feedback on the thoroughness
of understanding of what is required and in collating and
presenting stakeholder feedback. TANZ eCampus participate
independently in each review for graduates who have achieved their
credit with eCampus (even though they are enrolled through the TANZ
ITP). TANZ eCampus have reported that upon being surveyed graduates
seldom respond to provide their employer contact details, resulting
in very low employer evidence of how well the graduate has met the
graduate outcomes for employment purposes.
This is contributing to initial review findings of
‘Insufficient’ (being insufficient evidence that the graduate
outcomes have been met). It has been noted that the motivation for
studying independently online can be very different to studying on
campus, and that the relationship with the provider institution is
not nearly as strong, all leading to less importance being placed
by students on evaluation and feedback. Some have responded about
intrusion and privacy. This has not been as frequent for students
studying on campus. Business cases for new programme development
are being considered in June for programmes planned for 2020, these
come from the agreed schedule for 2019. This includes a Bachelor of
Teaching (Early Childhood Education) Level 7.
In 2018 a Blended Delivery Pilot project supported the teaching
team in the New Zealand Certificate in Study and Career Preparation
Level 4 (60 credits) to prepare for and then use blended
delivery/technology to support student learning and to teach the
programme across all three campuses as one cohort. The pilot was a
precursor to UCOL’s Blended Delivery Project of 4 years, starting
in 2019. The latter is currently pending the outcome of the Reform
of Vocational Education, and in the interim a high level scoping of
status of the use of technology in learning and teaching at UCOL is
occurring in June. The report from the pilot was completed in May,
has been circulated to the Senior Leadership Team and is being
formally presented to the June Teaching and Learning meeting. The
outcome of the report holds no surprises, with the observed
academic staff and student behaviour and feedback being well
understood in the context of increasing staff use of technology to
support learning.
The Graduate Destination Survey report, and Tōku Reo (My Voice)
survey for Semester 1 will be reported to the July Council meeting.
The participation in both has been consistent with previous years.
Several very strong and significantly sized Assessment of Prior
Learning (APL) applications are progressing well, including an
early involvement by a member of the Defence Force. Availability
due to deployment
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
Paper 68/19
is anticipated to have an impact on timing of APL processes for
Defence Force personnel.
The first of the 2019 ITP Academic Manager’s Forum meetings was
held on the 16th and 17th of May in Wellington. Presentations by
and discussions with NZQA, and the TEC were again valuable in;
swiftly having questions answered, raising compliance issues and
contributing to resolutions for quality assurance processes. The
Chief Executive of the Industry Training Federation, Josh Williams
and BCITO representative Adrienne Dawson were invited to speak on
what the Industry Training Organisation sector saw of the potential
of the Review of the Vocational Education sector. The networking
opportunities and being able to make quick progress on work streams
with other ITPs is always helpful. The consistent attention by
institutions to a high quality experience for students remained the
centre of attention, along with being able to manage a still
increasing compliance regime. The uncertainty for several ITPs
(subject to leadership changes, financial assistance and unsettling
results of External Evaluation Reviews) was noticeable
nonetheless.
The TANZ Academic Managers’ Forum met on the 15th of May and are
making good progress with the 2019 work schedule.
5. Current IssueNil to report.
6. OptionsNil to report.
7. RecommendationIt is recommended that Council:1. Receives the
Academic Report.
Dr Jerry Shearman and Gianetta Lapsley On behalf of Dr Lynn
Chief Executive
Date: 20 June 2019
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Universal College of Learning Te Pae Mātauranga ki te Ao
Paper 69/19
Council Meeting26 June 2019
Part I
Paper 69/19: Safety and Wellbeing Monthly Report
1. PurposeThis report is provided to assist Council in the
discharge of their responsibilitiesenabling them to exercise their
due diligence under the Health and Safety at WorkAct 2015.
2. Executive SummaryBelow is the monthly update for Risk
Management, Wellbeing Programme andNotifiable, Illnesses, Incidents
and Events.
3. Background3.1 Risk ManagementUCOL has engaged consultants to
conduct a security review of all campuses. Thereport has been
received and UCOL is currently working through
therecommendations.
3.2 Wellbeing InitiativesDuring the month of May, the following
initiatives have been implemented:• The Wellbeing Focus Group met
in May to decide on the addition of ‘Feel-Good’
events for the 2019 Wellbeing Calendar. A number of events were
added, withmore to come once confirmation is received from external
agencies that maywant to be involved.
• Planning has begun for two events in June that will be
delivered on all campuses.These events will encourage health and
wellbeing through healthy eating andhealth promotion.
3.3 Notifiable Injuries, Illnesses, Incidents and Events There
have been no notifiable events over this month.
4. Current IssuesNil to report.
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Paper 69/19
5. OptionsNil to report.
6. RecommendationIt is recommended that Council:1. Receives the
Safety and Wellbeing Monthly Report for the period ended 31
May 2019.
Sylvie Hickton on behalf of Dr Lynn Chief Executive
Date: 20 June 2019
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Council Agenda (Part I) - 26 June 2019Schedule 2a - Part I
Agenda, 26 June 2019Paper 66 19 - Draft Minutes Council Meeting,
Part I, 29 May 2019Paper 67 19 - Finance Report (pe 31 May 2019),
Part I, 26 June 2019Paper 67/19: Finance Report
Paper 68 19 - Academic Report, Part I, 26 June 2019Paper 68/19:
Academic Report
Paper 69 19 - Safety and Wellbeing Report, Part I, 26 June
2019Paper 69/19: Safety and Wellbeing Monthly Report