NEAS and TEQSA Communique (11th December 2014)

Reducing Red Tape for Higher Education ELICOS providers

To reduce the burden of compliance for ELICOS providers, TEQSA and NEAS have identified those areas where common evidence may be required for both TEQSA registration and accreditation processes and the NEAS Quality Endorsement process.

Where evidence asked for is common to both processes, providers are able to submit documentation prepared for either organisation, noting that additional evidence may be required by TEQSA to address requirements of the ESOS Act and The National Code.

TEQSA welcomes the opportunity to work with quality assurance stakeholders, such as NEAS, and recognises the role that NEAS can play with ELICOS providers as a quality assurance organisation.

TEQSA has regulatory responsibility for English Language Intensive Courses for Overseas Students (ELICOS) delivered by a registered higher education provider or by a provider seeking to provide ELICOS under an entry arrangement with at least one registered higher education provider.

A full list of the documents that can be used for both TEQSA and NEAS purposes (as well as the mapping between them) has been identified on the following pages.

This list identifies common evidence that providers can submit for both TEQSA registration and accreditation processes and the NEAS Quality Endorsement process.

It is not an exhaustive list of the documentation that is required by either organisation. Providers should confirm additional evidence requirements with their TEQSA Case Manager or NEAS Quality Assessor, as appropriate, before submission of their application.

You can download this information in PDF format by clicking this link.

NEAS – TEQSA Common-Evidence for ELICOS Compliance

Please note that numerically labelled items in black (TEQSA) with corresponding evidence as collected and collated by NEAS in Blue UNDERNEATH. Evidence required could include:

  1. TEQSA Requirement
    • Pre arrival information to students
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Course Cover Sheet requests author of course & owner of intellectual property (A1)
 
  • Curriculum documentation
  1. TEQSA Requirement
    • Pre arrival information to students
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Pre-Enrolment documents (E4.3)
  • Pre-Enrolment documents (E4.3)
  • Student feedback from surveys & focus groups
  1. TEQSA Requirement
    • Course design details – rationale, structure (contact hours, vacation weeks etc.), teacher-to-student ratios articulation arrangements, admission requirements, fees, sample written agreement, syllabus
NEAS Requirement: All of the above with the exception of fees.
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Course Application (A1, A3, A5)
  • Course descriptions in Promotional Materials (A1, A3, A5 and E1.1, E1.3)
  • Written Agreement including Letter of Offer (E2.1)
  • Timetables
  • Course descriptions in Promotional Materials (A1, A3, A5 and E1.1, E1.3)
  • Timetables
  • Documentation in student files e.g. Letters of Offer, Offers Letter from pathway institution
  1.  TEQSA Requirement
    • Detailed curriculum and subject outlines, including assessment tasks and grading matrices
NEAS Requirements
Initial Application for Quality Endorsement Ongoing Monitoring via:Annual Returns Ongoing Monitoring via:Site Visits
  • Course Application (A1, A3, A5)
  • Validation of assessment tasks (A6.1)
  • End-of-course documents
  • Course descriptions in Promotional Materials (A1, A3, A5 and E1.1, E1.3)
  • Course descriptions in Student Manual
  • Course & assessment information in Teachers’ Manual
  • Syllabus (A1.6)
  • Lesson Plans & Teaching Records (A2.3)
  • Timetables
  • Progress Reports
  • Documentation in student files e.g. assessment tasks, Progress Reports
  1. TEQSA Requirement
    • Policies and procedures for teaching the course and course management, including attendance and record keeping
NEAS Requirement: NEAS requests documentary evidence
Initial Application for Quality Endorsement Ongoing Monitoring via:Annual Returns Ongoing Monitoring via:Site Visits
  • Academic Manager’s CV and qualifications (D2.4)
  • Academic Manager’s position description (D2.5)
  • Course Application (A1, A3, A5) e.g. modes & methods of delivery, syllabus·       Dissemination of information to teaching staff (D3.2)
  • Course information in Teachers’ Manual
  • Schedule of when Academic Manager is on-site
  • Details of person responsible for academic management when the Academic Manager is not on-site
  • Details of Academic Manager’s teaching load (if any)
  • Name of person responsible for counselling students on academic matters
  • Student feedback from surveys & focus groups
  • Teacher feedback from surveys & focus groups
  • Non-teaching staff feedback from surveys & focus groups
  1. TEQSA Requirement
    • Policies and procedures for assessment of learner outcomes
NEAS Requirement: NEAS requests documentary evidence
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Course Application (A1, A3, A5)
  • Feedback to students on progress (A5.2)
  • End-of-course documents
  • Syllabus (A1.6)
  • Lesson Plans & Teaching Records (A2.3)
  • Timetables
  • Progress Reports
  • Documentation in student files e.g. assessment tasks, Progress Reports
  • Student feedback from surveys & focus groups
  • Teacher feedback from surveys & focus groups
  1. TEQSA REQUIREMENT
    • Policies and procedures for ongoing course evaluation and review and benchmarking
NEAS Requirement: NEAS requests documentary evidence
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Documents relating to analysis of student achievement, teaching records, stakeholder feedback, results of external testing and/or further study, external benchmarking (A6)
 
  • Minutes from staff meetings
  • Communications to teachers re changes to curriculum
  • Amendments to syllabus documents
  • Teacher feedback from surveys & focus groups
  1. TEQSA Requirement
    • Details of academic and support staff – CV’s, staff policies on recruitment, ongoing professional development
NEAS Requirement: NEAS requests documentary evidence
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • List of all teachers including qualifications (A1, A3, A5)
  • Staff recruitment e.g. verification of qualifications, allocation to programs, covering absent staff (A2.2, A2.2)
  • Staff induction (D3.3)
  • Mentoring and support of newly qualified staff (D4.1)
  • Planning & provision of PD (D4.3, D4.4)
  • List of all current teachers including qualifications, date of commencement, years TESOL experience
  • Teachers’ Manual
  • PD offered in the last 12 months
  • PD scheduled for the next 6 months
  • Documentation in teachers’ files e.g. verified copies of qualification, contracts, position descriptions, induction/mentoring information, performance appraisal, PD attended
  • PD schedules
  • PD attendance lists
  • PD slides, notes etc
  1. TEQSA Requirement
    • Student academic support and student intervention strategies
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Regular feedback to students on progress/achievement (A5.2)
  • Counselling to students on academic matters and future educational opportunities (A5.4, D2.5)
  • Information provided in the Teachers’ Manual
  • Information provided in the Students’ Manual
  • Pre-Enrolment documents (E4.3)
  • Written Agreement e.g. conditions of enrolment
  • Documentation in student files e.g. academic counselling notes, intervention strategies, agreements with students.
  • Student feedback from surveys & focus groupsTeacher feedback from surveys & focus groups
  1. TEQSA Requirement
    • Policies and procedures for students under the age of 18 years
NEAS Requirement: NEAS requests documentary evidence
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Care, accommodation and supervision of students under 18 (B2.4)
  • Number of current students under 18
  • Information provided in the Teachers’ Manual
  • Information provided in the Students’ Manual
  • Schedule of when key staff are on-site
  • Description of arrangements in place for accommodation and support of under 18s
  • Documentation in student files e.g. counselling notes, accommodation information, guardianship details
  • Documentation in teacher’s files e.g. Working with Children checks
  • Student feedback from surveys & focus groups
  • Whole staff feedback from surveys & focus groups
  1. TEQSA Requirement
    • Delivery site details- lease, occupancy certificate, facilities, infrastructure to support the course
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Lease (2.1)
  • Occupancy Certificate (2.2)
  • Fire Safety Certificate (2.3)
  • Floor Plans(2.4)
  • List and dimensions of classrooms(2.5)
  • Current student numbers·       Number of classrooms currently used
  • Number of shifts currently offered
  • Details of any changes to premises within 12 months
  • List of facilities offered
  • Tour of premises

 

  1. TEQSA REQUIREMENT
    • Sample written agreements, refund policy, certificates of completion/partial completion
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Written Agreement including Letter of Offer and Refund Policy (E2.1)
  • Course Application (A1, A3, A5)
  • Written Agreement including Letter of Offer and Refund Policy (E2.1)
  • End-of-course documents
  • Documents on students’ files

 

  1. TEQSA REQUIREMENT
    • Marketing materials
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • Promotional materials (E1.1)
  • Procedure for maintaining consistency of above (E1.2)
  • Promotional materials
  • Marketing staff feedback from surveys & focus groups
  1. TEQSA REQUIREMENT
    • Educational resources and library holdings
NEAS Requirement
Initial Application for Quality Endorsement Ongoing Monitoring via: Annual Returns Ongoing Monitoring via: Site Visits
  • List of resources, including independent learning (C4.1, 4.2, 4.3)
  • The acquisition, development & use of educational resources (C5.1, C5.4, C4.5)
  • List of teaching resources obtained in the last 12 months
  • Resources available, including on-line materials & library
  • Teachers’ feedback from surveys & focus groups
  • Students’ feedback from surveys & focus groups
  • Purchase orders
  • Minutes of staff meetings re resources