Operations Update 2 May 2018

Tēnā koutou.
Welcome to the start of Term 2, as we say goodbye to a phenomenal summer and hello to winter. For me, it marks the start of the winter sports season and about five months of basketball induced hibernation while we are in a constant state of ferrying children between practices or games.

Term 2 also marks a busy time for us here as we get set to deliver the 2018 Chair Residential programme and plan for the delivery of professional development workshops at the 2018 NZSTA Conference in Rotorua. As always, the programme looks great with some great keynote speakers, topical workshops and the chance to interact with other trustees (registrations now open https://www.nzstaconference.co.nz).

As always, please don’t hesitate to get in touch with any feedback.

Nāku noa na
General Manager, Operations


In this update:

Education conversation

ASC opening hours

Collective bargaining

School Caretakers’, Cleaners’ and Canteen Staff Collective Agreement 2017-19 Incremental Scale

Variation for Cleaner/Canteen Staff and cleaner/canteen staff supervisors agreed

Employees on Individual Employment Agreements

Employment resources update

Teacher aide pay equity claim 

Workshops for NZSTA consultant endorsement

Day relievers and their relationship with your school

Responsibility of schools to keep records

Kāhui Ako Performance Review/ Appraisal.


Education conversation

The government is currently consulting with New Zealanders about what they want to see education look like now and in the future. This aligns and will help guide the government’s programme of work in the education sector. If you haven’t already, join the conversation and complete the survey via this link

The survey consists of four questions (along with the usual demographic type questions) which you can answer in as little as 5 minutes; or you can take as long as you like.

The survey close on 31 May so make sure you have your say.

Advisory and Support Centre opening hours 

In late 2016, we expanded our Advisory and Support Centre (ASC) opening hours to go through to 8pm from Monday to Thursday during term time.

Over the past six months we have undertaken a review of ASC telephone data, particularly the number of calls received between 5pm and 8pm Monday to Thursday. We have known for some time that during this period the number of calls received into the ASC have been minimal. The challenge we have is balancing the number of advisers available to take calls during the busiest part of the day, versus having advisers available at the latter part of the day. We aim to provide the best possible service we can but by staffing the ‘late’ shift, we have reduced staff numbers available during the day and not enough during peak times.

The data we have show’s very few calls are received between 5pm and 8pm if any at all, with the average being three calls during a two and a half hour window. This compares to around 20 calls an hour during peak times.

Based on this, we are trialing a change in the hours the ASC is available. During Term 2 we are adjusting our Monday to Thursday hours to 8am to 6pm. This is the only change. Fridays remain the same – 8am to 5pm. During the holidays the service remains Monday to Friday 8am to 5pm. During Term 2, we will carry out a full review in order to make a decision about whether the trial should be made permanent. If you have feedback on this, please contact Robyn Davis, Manager ASC.

Collective bargaining

Bargaining is currently underway for the Primary Principals’ Collective Agreement (the PPCA) and is about to start for the Primary Teachers’ Collective Agreement (the PTCA). The bargaining teams are planned to meet for two days each week, alternating between each agreement. On the 1st and 2nd of May we have PPCA bargaining, on the 7th and 8th of May we have PTCA bargaining (and so on until agreement is reached).

We are at the table and are taking an active part in bargaining. As and when there is information to consult with, we will contact you via email to seek your views. At any time, you can contact us with any suggestions or thoughts.


School Caretakers', Cleaners' and Canteen Staff Collective Agreement 2017-19 Incremental Scale

A reminder that the new scales negotiated in 2017 for employees covered under the School Caretakers’, Cleaners and Canteen Staff Collective Agreement (the SCCCCA) come into effect from 8 May. The intention was to recognise and incorporate progression into an incremental scale.   Previous “service pay” “in charge” and “qualifications” allowances will no longer apply after 8 May.  The SCCCCA remains a minimum rates document which means employers can pay their employees above the printed rate, at their discretion.


Variation for Cleaner/Canteen staff and Cleaner/Canteen staff supervisors agreed

We recently sent a survey seeking your views on a variation to the Cleaners’ and Canteen Staff pay scales from the SCCCCA. This variation was required due to changes in the minimum wage which resulted in the first 5 steps of the cleaners/canteen scale falling under the minimum wage. We appreciated your feedback which provided valuable insight into board’s perspectives on this issue which informed NZSTA’s position.

We are pleased to announce that the Ministry of Education, E tū and NZSTA have been able to agree a variation. The scale below replaces the previous scale, in the collective.

2.2.1 School Cleaners’ and Canteen Staff Scale

Step Hourly rate
from 8 May 2018*
(service and qualification allowances discontinue)
1 $16.50
2 $16.58
3 $16.67
4 $16.75 (ITO2)
5 $16.83
6 $16.92 (Incremental Maximum/ITO3)
  Range of rates
RoR max $17.25

* Service, and qualifications allowances are incorporated in the scales.

4.1 Cleaner and Canteen Staff Supervisors (who regularly supervise a minimum of 3 other employees)

Step Hourly rate effective 8 May 2018*
1 $16.86
2 $16.96
3 $17.06
4 $17.17
5 $17.27
  Range of rates
6 $17.90 (range of rates max)


Employment resource updates

We remind you to always download our guides and templates from our website when required. This ensures you are always using our latest version. Some recently updated documents include:


Teacher aide pay equity claim

During term 1, The Ministry of Education, NZEI and NZSTA completed the second stage of gathering information for consideration of a pay equity claim on behalf of teacher aides.

The interview teams visited 89 schools, interviewing teacher aides, their supervisors and employers. 

We would like to extend our thanks to all the staff and schools that took part in the national representative sample.
The interviews have allowed the pay equity team to gain a more in depth understanding of the wide and diverse scope of work of teacher aides, to ensure consideration of the claim follows a robust, evidence-based process.
Next stage

Over the coming weeks, summaries of the work undertaken will be confirmed by the teacher aides and their principals.

Once this phase is complete, generic draft job descriptions will be circulated to all school principals for feedback.
For further information please contact our Advisory and Support Centre.


September workshops for NZSTA consultant endorsement now open

NZSTA maintains a list of consultants who are available to assist boards with principal appointment and appraisal so we can recommend consultants who demonstrate excellent practice and provide effective assistance to boards. These endorsed consultants:

  • Demonstrate considerable experience and knowledge
  • Have attended NZSTA endorsement workshops
  • Have agreed to a common approach to effective process and procedures
  • Have undergone a thorough endorsement process: interview, reference checks, documentation evaluation
  • Are regularly evaluated to maintain their endorsed status

Boards interested in contracting an endorsed consultant for their principal appointment or performance review/appraisal process, can contact our Advisory and Support Centre for information about suitable consultants who work in your regions.

Education consultants/school leaders/ school governance experts interested in becoming endorsed should first read about the endorsement process on our website before submitting an Expression of Interest. Once we receive an EOI, we will be in touch with next steps.


Day relievers and their relationship with your school

Please remember that if you have a day reliever working at your school, you are considered their employer while they are at your school. This includes day relievers that you might engage through an agency.
Day relievers may sometimes ask you as their employing school to help with an administrative task for Novopay (for example, change the address loaded on the payroll system, or have a payslip re-sent to them). As their employer, you have an obligation to help in the same way that you would any other teacher at your school. They aren’t able to contact Novopay directly so must go through one of their employing schools.
If the day reliever meets the service requirement for an increment to the next step on the salary scale on a day that they were at your school, you may also be asked to attest that the reliever performed satisfactorily. Please note that it’s a different measure than for a permanent or fixed term teacher. You don’t have to have assessed them against the professional standards; you only have to confirm whether or not the reliever’s performance was satisfactory.


Responsibility of schools to keep records

As an employer, you have an obligation to keep good employment and payroll details. More information including links to the relevant legislation can be found here.

Please note that you should also retain records of your employees’ performance reviews even if they no longer work at your school.  You may need to refer to these in future years if they become due for a retrospective salary increment (as a result of a salary assessment, for example).

Employees on Individual Employment Agreements

When a collective agreement is signed, a new Individual Employment Agreement (IEA) that mirrors the new terms and conditions is published on the Ministry of Education website.

The employees who are union members and on the collective agreement will automatically change to the new terms and conditions.

The employees who are not union members will remain on their existing terms and conditions until they sign a new IEA. Once they have signed a new IEA, they will be covered by the new terms and conditions from the date that they sign it, not from the date that it was published on the Ministry of Education website.

It is in your best interests to have all of your employees covered by the correct employment provisions. New IEAs will reflect current legislation, where old IEAs are more likely to have provisions that are now unlawful.

When a new IEA is available, it is good practice to give employees covered by the old IEA the opportunity to sign the new one if they choose to. If they do sign a new IEA, an authorised user will need to send a NOVO22t or NOVO22nt to Novopay to update their records.

An employee on an old IEA can sign a new IEA at any time – they don’t have to wait for the next round of negotiations. To find out what terms and conditions your employees are covered by, please refer to your Staffing Usage and Expenditure (SUE) report. The ‘collective agreement’ column shows if they are covered by a collective agreement or an IEA, and what year the IEA was published on the Ministry of Education website. If you have employees who are on an IEA older than the ones currently on the website, they are covered by older terms and conditions. We recommend that you check personnel records to ensure that is accurate (sometimes a newer IEA has been signed but Novopay hasn’t been advised), and check with the employees on older terms and conditions that this is their choice. Sometimes employees aren’t aware that a new IEA is available, so they may not have made an informed decision to remain on the older agreement.

We understand that some schools have increased the salary loading paid to employees who are not teachers or principals to match the new rate, but have not sent a NOVO22 form to Novopay. Increasing the rate alone does not change the IEA that they are loaded under in the pay system. If any employee has signed a new IEA, Novopay must be advised on a NOVO22.

Kāhui Ako Performance Review/Appraisal 

Boards need to ensure there are effective performance review/appraisal systems in place for any employees who hold roles in the Kāhui Ako.

For boards employing across school teachers: 
The employing board remains the employer of any teacher/s appointed to this role and is responsible for ensuring the appraisal of these teachers, as with all staff in the school.

However, the principal or another senior leader will likely be delegated the responsibility to implement the appraisals as per the board’s personnel policy and delegations. The teacher will be appraised in relation to aspects of both the across school role and their substantive, usual role in the home school in one integrated appraisal process.

Boards may need to review their personnel policy/appraisal process/procedures to ensure they are effective and suitable for these new roles. Boards should receive reporting from their principal regarding employment matters, including appraisal processes. 

For boards employing a Kāhui Ako Leader: 
The employing board remains the employer. If the leader is the principal, the board will be responsible for ensuring and implementing the appraisal of the principal as per usual.

The leader will be appraised against aspects of both the Kāhui Ako leadership role and their substantive, usual role as principal in the home school. This is in one integrated process and performance agreement. However, the evidence and feedback required for the review/appraisal of the Kāhui Ako leadership component of the role will come from not only the employing home school, but from the wider Kāhui Ako.

Boards who employ a Leader must have a Leadership Role Performance Review/Appraisal Policy to ensure the process and roles are clear for all.

Where can boards find more information:
NZSTA and the Education Council have information for boards on principal/leader performance review/appraisal including

Boards can contact the Advisory and Support Centre on (0800 782 435 Option #2) for support.

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