Learning Experiences Outside the Classroom

1. Learning Experiences Outside the Classroom A new system for tendering, contracting and monitoring

2. Introductions • From the Ministry: • Robert Whitaker, robert.whitaker@minedu.govt.nz, 04 463 7518 • Shona McCutcheon, shona.mccutcheon@minedu.govt.nz, 04 463 8572

3. Agenda • 10.30 Arrival • 11.00 Introductions • 11.15 Overview of new system • 12.30 Break • 1.30 Transition process • 2.30 Burning questions • 3.00 Finish

4. An overview The new system

5. Why are we changing things? • The Ministry has developed the new system to: • address imbalances in funding allocations across regions • ensure that LEOTC provision supports Ministry priorities • deliver a stable and innovative range of programmes in support of the national curriculum • ensure that LEOTC programmes meet the needs of as many schools and students as possible • encourage collaboration and partnership to deliver sustainable and effective programmes.

6. The basic system

7. Annual LEOTC evaluation • Conducted annually between January and March • A publicly available report published in April • Analyses patterns of provision and use of LEOTC • Investigates how well LEOTC provision is addressing Government priorities • Report forms the evidence base for that year’s tender round.

8. Tendering and selection • Intend to implement a two stage process: • Stage One: Expression of Interest (EOI), focused on curriculum and programme offer. Used to shortlist proposals, teacher and subject specialist involvement in selection • Stage Two: closed Request for Proposal (RFP), similar to existing RFP, only shortlisted providers apply, evaluated by independent panel • Feedback to successful and unsuccessful providers after both stages • Panel recommends contract length.

9. Contracting • Similar process to existing one, template contracts are developed by the Ministry, providers contribute to the drafting of their contracts followed by a formal negotiation period. • Expect that contract format will allow for programmes describes in separate schedules.

10. Reporting and monitoring • Move from quality assurance to quality improvement based system • Visit reporting changed to provide data set for annual evaluation • Trialing approach in 2012.

11. Questions?

12. Example annual cycle

13. Getting to the new system The transition process

14. Overview for 2012 • Contract variations • Pilot evaluation project • Next tender round • Trial of new data reporting • Trial of annual improvement objectives • Trial of targeted monitoring visits

15. Current contracts • Seeking to extend existing contracts to support the transition to the new system • Contracts for providers in Central North and Central South extended to 2014 • Other contracts extended to 2013 • Contract variations will be ready soon, intend to have this sorted by the end of January.

16. Next tender round • Next tender round to begin in June 2012 • Focused on North, South and national services • Anyone can apply • EOI will set out high, medium and low priority areas for the Ministry based on evaluation pilot report.

17. Pilot evaluation • Conducted between January and March • Uses current reporting data plus any additional data providers can share • Asking for data only to be shared before Christmas, rest of milestone due at the current contracted date • Focus on services in the North, South and national services. Yet to determine if specific Ministry priority areas will be considered.

18. Trial reporting school visits • Providers asked to report on a visit by visit level: • School name, location and institution number • Date of visit • Number of students from each year • Data to be reported after each term: • Term 1: 20 April • Term 2: 25 July • Term 3: 12 October • Term 4: 21 December • Data compiled and analysed in the evaluation report to provide a picture of school participation, travel patterns etc. • Simple template to be provided.

19. Trial improvement objectives • Providers to set four-six objectives in 2012 • two that focus on improving the service to support the Ministry’s key priorities: Māori, Pasifika, e-learning or tertiary-transitions. • two that focus on meeting identified local/regional needs • one that will contribute information directly to the 2013 evaluation report: science or Māori achievement. • Reported against at the end of 2012 • Should integrate with your current planning processes • Examples from the R&D project to be published soon • Simple template to record objectives on.

20. Other Reporting • Financial reporting – now annual at the end of the financial year, part of data reporting template • Evaluation questions – two targeted questions to support the 2013 evaluation, one on science education, one on Māori achievement. • Other reporting - end of calendar year reporting of personnel changes and reference group information.

21. Trial targeted monitoring visits • Monitoring activity will become more targeted • Factors including providers improvement objectives and length of contract to be used to determine targeting • Physical visits, tele/video conferences and other options possible for monitoring activity • Providers to be advised in January as to what level monitoring they will receive.

22. Transition process for 2012 Questions and Comments

23. Margaret Tollard SUPPORTING LEOTC EDUCATORS AND MANAGERS

24. Final comments, questions and suggestions BURNING QUESTIONS

25. Contact us • Shona McCutcheon, shona.mccutcheon@minedu.govt.nz, 04 463 8572