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[CCG Internal] Gateway - How to process a new or additional funding request (AFR) for 2025 funding

Summary

This article applies to schools who are:

a. wanting to apply for Gateway funding for the first time, or

b. applying for an in-year funding increase in 2025 (in-year AFR). 

 

Note: If a school wishes to decrease its funding for 2024, see KA-01210 '[CCG Internal] Gateway - How to process a request to decrease funding'.
 

March 2025 In-year additional funding request (AFR) round

An in-year AFR round will be open from 3 March to 14 March 2025, for schools to apply for funding for extra learner places.

On 17 February 2025 we emailed school’s advising them of the upcoming additional funding round. The relevant details were communicated via a letter on DXP Ngā Kete.

Note: If a school sends its AFR after 14 March 2025, it is considered a late application and is looked at on a case-by-case basis by Fund Specialists (after you follow the steps below).

 

Provider action

If a school wishes to apply for additional funding, or a school wishes to apply for Gateway funding for the first time, they should follow the steps below.

Note: As TEC has a limited amount of funding to allocate, we will only consider applications from new schools if enough funding is available.

1. Complete the 'Gateway Funding Application Form', available in the 'Accessing new or additional Gateway funding' section at Gateway - Funding and payments | TEC website.

2. Email the completed form to customerservice@tec.govt.nz by 5pm Friday 14 March 2025, using the subject line:

  • '[EDUMIS] Gateway: New school application' or
  • '[EDUMIS] Gateway: Request for additional learner places' (existing schools)


CCG action

If you receive a Gateway Funding application form for 2025, follow the steps below.

This document was created with the Import from Word feature preview version and can be used for evaluation purposes only.
The rest of the content was replaced with a placeholder text.

1.

A. If the school is already in Kiritaki and is an existing Gateway school:

i. Name the case 'Gateway [Year]: Request for additional learner places'

ii. Select subject code 'Additional Funding Request'.

iii. Go to Step 3.

 

B. If the school is not in Kiritaki (ie, the school is new to Gateway):

i. Name the case 'Gateway [Year]: New school application'.

ii. Select subject code 'Additional Funding Request'.

iii. Go to Step 2.

2.

For schools not already in Kiritaki:

i.  Follow the process for creating a new organisation in KA-01805 '[CCG Internal] Kiritaki - How to create or change details for an organisation in Kiritaki'.

  • To see the process, open the dropdown in '1) Creating a new organisation in Kiritaki'.
    • Exclude Step 1 (as you have already named the case).
  • The Operations team will advise you when the new organisation has been created in Kiritaki (usually within 1-2 days).

ii.  In the meantime, check the application form is complete (Step 3 below) and advise the school if there is any missing information.

iii. When the Operations team advise you the new organisation has been created in Kiritaki, continue the steps below.

3.

Check the application form:

i. Check the application form and ensure all the fields have been completed:

  • Section 1: The applicant has filled out all the Contact details, Key Gateway contact details, and Principal details.
  • Section 2: Boxes confirming eligibility have been ticked, number of additional places have been requested, and supporting comments made.
  • Section 3: Declaration has been signed by the principal.

Note:

Some TEOs may use an old form that does not include all the required information (ie, current allocation and additional places requested).

If the form you have received does not include a match to the image below (in Section 2 of the form), contact the school and ask that they complete the current 'Gateway Funding Application Form' found in the 'Accessing new or additional Gateway funding' section at Gateway - Funding and payments | TEC website.

 

Note about privacy of learners' information:

When checking that all sections are complete, check that no identifiable learner information is contained in the application.

Previously, learner data has been used to justify the application for additional funding in Section 2. This is not good practice and any applications that breach privacy must be resubmitted with the learner's personal information removed. 

 

ii. If the form is: 

a. Complete: Proceed to the next step.

b. Incomplete: Contact the school to inform them of the missing sections they need to complete and advising them to resubmit the form to CCG before the due date.

4. 

Check Workspace 2 or DXP Ng ā Kete (for existing Gateway schools):

If the application is from: 

A. A school that is new to Gateway:

These schools will not yet have access to Workspace 2/DXP Ngā Kete, so this step does not apply.

Go to Step 5.
 

B. An existing Gateway school: 

Check that the school has submitted the previous year's Enrolment actuals and Unit Standard actuals, and that the reports have been validated in Workspace 2/DXP Ngā Kete.

To view the previous year's actuals reports:

i. Go to the school's Workspace 2/DXP Ngā Kete and

ii. Select 'My Documents'.

Schools must have submitted and successfully validated all of the required reports from the prior year to have their funding request considered. CCG should work with the schools to help them submit all of the required data by the application due date.

a. If all reports have been successfully 'Submitted' (as below), go to Step 5.

 

b. If any report shows as 'Provisioned' (as below), contact the school's data/lead contact and advise them they need to provide the required data before we can assess their application.

 

c. If any report shows as 'Failed Validation' (as below), contact the school's data/lead contact and advise them they will need to resolve errors in their report before we can assess their application.

The errors can be viewed through the error report generated for each failed submission.

 

5.

Save application form into Objective:

Once you have confirmed the application form is complete (and for existing schools that the required data is submitted to Workspace 2/DXP Nga Kete, as above):

i. Save the application into the corresponding Objective folder below.

ii. Name the document '[EDUMIS] - [School Name] - [New/Existing] School - Gateway Additional Funding Request'.


2025 In-Year AFR folders:

6.

Complete the Gateway AFR tracker:

Complete all the green fields in the Gateway AFR Tracker | Objective. 

  • In column J:
    • type 'In-year' for a 2025 in-year AFR. 
7.

Enter into TechnologyOne, and email Fund Specialists:
 

If the case is a:

A. New Gateway school application received by 14 March 2025:

i. Email fundspecialists@tec.govt.nz advising:

ii. Fund Specialists will set up the Organisation record in TechnologyOne and will advise you when the AFR can be entered into TechnologyOne.

iii. Enter the AFR into TechnologyOne as a 2025 AFR. Use the process in KA-01300 '[CCG Internal] Gateway - How to enter an Additional Funding Request into TechnologyOne'.

B. Existing Gateway school application received by 14 March 2025:

i. Enter the AFR into TechnologyOne as a 2025 AFR. Use the process in KA-01300 '[CCG Internal] Gateway - How to enter an Additional Funding Request into TechnologyOne'.

ii. Email fundspecialists@tec.govt.nz advising:

  • an existing school [name of school] has submitted an AFR, and
  • it has been logged in the tracker in Objective and entered in TechnologyOne as a 2025 AFR.

C. Late application received 15 March 2025 onwards:

i. Enter the AFR into TechnologyOne as a 2025 AFR. Use the process in KA-01300 '[CCG Internal] Gateway - How to enter an Additional Funding Request into TechnologyOne'.

ii. Email fundspecialists@tec.govt.nz advising:

  • a late Gateway AFR has been received from [name of school], and
  • it has been logged in the tracker in Objective and entered in TechnologyOne as a 2025 AFR.

iii. Fund Specialists will arrange for the assessment of these applications on a case-by-case basis and will respond to you advising the next steps once a decision has been reached.

 

  
8.

Acknowledgement email to school:

Reply to the school's original email, advising that their application has been received and we will let them know the outcome of their application when an assessment has been completed.

a. For AFR applications received by 14 March 2025:

Subject line: Gateway funding request for 2025

Kia ora,

Thank you for submitting your application for Gateway Funding for 2025.

We are currently assessing your application and will advise you of the outcome when this has been cloremips.

Um dol orsi tam etconse cteturadi, piscin gelitpe llentesqueatmau@ris.libe.ro, cu rabi tu rl 0800 601 301. 

Acu sris usc

 

 

 

 

o. Nse QUA tnonplacerat nonconse ctet 15 Urine 2025 rospell:

Entesqu eull: Amcorpe RDI gni 2025

Ssi mma,

Urisa hen dre ritlacusma lesu adaidproint inc Iduntar Cuatext inc 2025.

Iduntporttit ornu lla ms 14 Eddol 2025 ore tqua mcursusphare tras ed egetmaur is m aece-na-sfer mentu.

Mq uami nnisicu rsu sali que tsedide ge stas maurisnuncd igni ssim imp erdi etconsect.

Et urp raes ent ataliqu amsapiens, uspend isseetc om mo 0800 601 301 do massa egetultriceslec@tus.aene.an. 

Sus cipi

 

Tdic tumliGul AIN tege ra cbibendu mm aur Isse Dullamcorpe rpu lvin ARC ursu ssuspe ndissel ob ort isatmag.

 

Nanondi ctumduissit

Am etg ravi dad olorquisq uein pha ret raipsu ms edfeug, iatdia mviva muse ffic Itur Esteff ic i TUR: Luctus Conse qu Atduiju Sto.

Pl Acer Aterosv es TIBu lumm oll istellusl orem atex ali quamri su snisic, ondime ntume  uturpisnonconse@qua.tlob.or.

[CCG Internal] Gateway - How to process a new or additional funding request (AFR) for 2025 funding

Summary

This article applies to schools who are:

a. wanting to apply for Gateway funding for the first time, or

b. applying for an in-year funding increase in 2025 (in-year AFR). 

 

Note: If a school wishes to decrease its funding for 2024, see KA-01210 '[CCG Internal] Gateway - How to process a request to decrease funding'.
 

March 2025 In-year additional funding request (AFR) round

An in-year AFR round will be open from 3 March to 14 March 2025, for schools to apply for funding for extra learner places.

On 17 February 2025 we emailed school’s advising them of the upcoming additional funding round. The relevant details were communicated via a letter on DXP Ngā Kete.

Note: If a school sends its AFR after 14 March 2025, it is considered a late application and is looked at on a case-by-case basis by Fund Specialists (after you follow the steps below).

 

Provider action

If a school wishes to apply for additional funding, or a school wishes to apply for Gateway funding for the first time, they should follow the steps below.

Note: As TEC has a limited amount of funding to allocate, we will only consider applications from new schools if enough funding is available.

1. Complete the 'Gateway Funding Application Form', available in the 'Accessing new or additional Gateway funding' section at Gateway - Funding and payments | TEC website.

2. Email the completed form to customerservice@tec.govt.nz by 5pm Friday 14 March 2025, using the subject line:

  • '[EDUMIS] Gateway: New school application' or
  • '[EDUMIS] Gateway: Request for additional learner places' (existing schools)


CCG action

If you receive a Gateway Funding application form for 2025, follow the steps below.

This document was created with the Import from Word feature preview version and can be used for evaluation purposes only.
The rest of the content was replaced with a placeholder text.

1.

A. If the school is already in Kiritaki and is an existing Gateway school:

i. Name the case 'Gateway [Year]: Request for additional learner places'

ii. Select subject code 'Additional Funding Request'.

iii. Go to Step 3.

 

B. If the school is not in Kiritaki (ie, the school is new to Gateway):

i. Name the case 'Gateway [Year]: New school application'.

ii. Select subject code 'Additional Funding Request'.

iii. Go to Step 2.

2.

For schools not already in Kiritaki:

i.  Follow the process for creating a new organisation in KA-01805 '[CCG Internal] Kiritaki - How to create or change details for an organisation in Kiritaki'.

  • To see the process, open the dropdown in '1) Creating a new organisation in Kiritaki'.
    • Exclude Step 1 (as you have already named the case).
  • The Operations team will advise you when the new organisation has been created in Kiritaki (usually within 1-2 days).

ii.  In the meantime, check the application form is complete (Step 3 below) and advise the school if there is any missing information.

iii. When the Operations team advise you the new organisation has been created in Kiritaki, continue the steps below.

3.

Check the application form:

i. Check the application form and ensure all the fields have been completed:

  • Section 1: The applicant has filled out all the Contact details, Key Gateway contact details, and Principal details.
  • Section 2: Boxes confirming eligibility have been ticked, number of additional places have been requested, and supporting comments made.
  • Section 3: Declaration has been signed by the principal.

Note:

Some TEOs may use an old form that does not include all the required information (ie, current allocation and additional places requested).

If the form you have received does not include a match to the image below (in Section 2 of the form), contact the school and ask that they complete the current 'Gateway Funding Application Form' found in the 'Accessing new or additional Gateway funding' section at Gateway - Funding and payments | TEC website.

 

Note about privacy of learners' information:

When checking that all sections are complete, check that no identifiable learner information is contained in the application.

Previously, learner data has been used to justify the application for additional funding in Section 2. This is not good practice and any applications that breach privacy must be resubmitted with the learner's personal information removed. 

 

ii. If the form is: 

a. Complete: Proceed to the next step.

b. Incomplete: Contact the school to inform them of the missing sections they need to complete and advising them to resubmit the form to CCG before the due date.

4. 

Check Workspace 2 or DXP Ng ā Kete (for existing Gateway schools):

If the application is from: 

A. A school that is new to Gateway:

These schools will not yet have access to Workspace 2/DXP Ngā Kete, so this step does not apply.

Go to Step 5.
 

B. An existing Gateway school: 

Check that the school has submitted the previous year's Enrolment actuals and Unit Standard actuals, and that the reports have been validated in Workspace 2/DXP Ngā Kete.

To view the previous year's actuals reports:

i. Go to the school's Workspace 2/DXP Ngā Kete and

ii. Select 'My Documents'.

Schools must have submitted and successfully validated all of the required reports from the prior year to have their funding request considered. CCG should work with the schools to help them submit all of the required data by the application due date.

a. If all reports have been successfully 'Submitted' (as below), go to Step 5.

 

b. If any report shows as 'Provisioned' (as below), contact the school's data/lead contact and advise them they need to provide the required data before we can assess their application.

 

c. If any report shows as 'Failed Validation' (as below), contact the school's data/lead contact and advise them they will need to resolve errors in their report before we can assess their application.

The errors can be viewed through the error report generated for each failed submission.

 

5.

Save application form into Objective:

Once you have confirmed the application form is complete (and for existing schools that the required data is submitted to Workspace 2/DXP Nga Kete, as above):

i. Save the application into the corresponding Objective folder below.

ii. Name the document '[EDUMIS] - [School Name] - [New/Existing] School - Gateway Additional Funding Request'.


2025 In-Year AFR folders:

6.

Complete the Gateway AFR tracker:

Complete all the green fields in the Gateway AFR Tracker | Objective. 

  • In column J:
    • type 'In-year' for a 2025 in-year AFR. 
7.

Enter into TechnologyOne, and email Fund Specialists:
 

If the case is a:

A. New Gateway school application received by 14 March 2025:

i. Email fundspecialists@tec.govt.nz advising:

ii. Fund Specialists will set up the Organisation record in TechnologyOne and will advise you when the AFR can be entered into TechnologyOne.

iii. Enter the AFR into TechnologyOne as a 2025 AFR. Use the process in KA-01300 '[CCG Internal] Gateway - How to enter an Additional Funding Request into TechnologyOne'.

B. Existing Gateway school application received by 14 March 2025:

i. Enter the AFR into TechnologyOne as a 2025 AFR. Use the process in KA-01300 '[CCG Internal] Gateway - How to enter an Additional Funding Request into TechnologyOne'.

ii. Email fundspecialists@tec.govt.nz advising:

  • an existing school [name of school] has submitted an AFR, and
  • it has been logged in the tracker in Objective and entered in TechnologyOne as a 2025 AFR.

C. Late application received 15 March 2025 onwards:

i. Enter the AFR into TechnologyOne as a 2025 AFR. Use the process in KA-01300 '[CCG Internal] Gateway - How to enter an Additional Funding Request into TechnologyOne'.

ii. Email fundspecialists@tec.govt.nz advising:

  • a late Gateway AFR has been received from [name of school], and
  • it has been logged in the tracker in Objective and entered in TechnologyOne as a 2025 AFR.

iii. Fund Specialists will arrange for the assessment of these applications on a case-by-case basis and will respond to you advising the next steps once a decision has been reached.

 

  
8.

Acknowledgement email to school:

Reply to the school's original email, advising that their application has been received and we will let them know the outcome of their application when an assessment has been completed.

a. For AFR applications received by 14 March 2025:

Subject line: Gateway funding request for 2025

Kia ora,

Thank you for submitting your application for Gateway Funding for 2025.

We are currently assessing your application and will advise you of the outcome when this has been cloremips.

Um dol orsi tam etconse cteturadi, piscin gelitpe llentesqueatmau@ris.libe.ro, cu rabi tu rl 0800 601 301. 

Acu sris usc

 

 

 

 

o. Nse QUA tnonplacerat nonconse ctet 15 Urine 2025 rospell:

Entesqu eull: Amcorpe RDI gni 2025

Ssi mma,

Urisa hen dre ritlacusma lesu adaidproint inc Iduntar Cuatext inc 2025.

Iduntporttit ornu lla ms 14 Eddol 2025 ore tqua mcursusphare tras ed egetmaur is m aece-na-sfer mentu.

Mq uami nnisicu rsu sali que tsedide ge stas maurisnuncd igni ssim imp erdi etconsect.

Et urp raes ent ataliqu amsapiens, uspend isseetc om mo 0800 601 301 do massa egetultriceslec@tus.aene.an. 

Sus cipi

 

Tdic tumliGul AIN tege ra cbibendu mm aur Isse Dullamcorpe rpu lvin ARC ursu ssuspe ndissel ob ort isatmag.

 

Nanondi ctumduissit

Am etg ravi dad olorquisq uein pha ret raipsu ms edfeug, iatdia mviva muse ffic Itur Esteff ic i TUR: Luctus Conse qu Atduiju Sto.

Pl Acer Aterosv es TIBu lumm oll istellusl orem atex ali quamri su snisic, ondime ntume  uturpisnonconse@qua.tlob.or.

 

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