Agenda (Part I) Papers/UCOL Council Papers, Part I... · 2019. 6. 25. · Agenda (Part I) Council Meeting. 26 June 2019 . Agenda (Part I) Venue: UCOL Whanganui Campus, Room: E-2-15

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

Page 1 of 14


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)



General Business Enable the institution to carry on without prejudice or disadvantage




Council Matters Standing Matters





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.

Page 2 of 14


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

Page 3 of 14


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.

Page 4 of 14


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:

Page 5 of 14


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



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





Supplementary Matters Identify and describe appropriate ground generally under Section 9 of the Official Information Act except

Section 9(2)(g); (i) and (j)



General Business Enable the institution to carry on without prejudice or disadvantage




Council Matters Standing Matters





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.

Page 6 of 14


Paper 67/19


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.

Page 7 of 14


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

Page 8 of 14


Paper 68/19


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

Page 9 of 14

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.

Page 10 of 14


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

Page 11 of 14


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

Page 12 of 14

Universal College of Learning Te Pae Mātauranga ki te Ao

Paper 69/19


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.

Page 13 of 14

Universal College of Learning Te Pae Mātauranga ki te Ao

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

Page 14 of 14

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

Documents

Agenda (Part I) Papers/UCOL Council Papers, Part I... · 2019. 6. 25. · Agenda (Part I) Council Meeting. 26 June 2019 . Agenda (Part I) Venue: UCOL Whanganui Campus, Room: E-2-15