S2009/012 - 24 April 2009
Memorandum of Agreement and Rebates for National Qualifications
Memorandum
of
Agreement |
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As accredited organisations, schools are required to submit timely and accurate data to the New Zealand Qualifications Authority (NZQA).
This year, the deadline for final entries for qualifications is 1 September. (See SecQual S2009/005 )
Payment of fees to NZQA is due by 18 September. (See SecQual S2009/005 )
NZQA requires schools to submit accurate external entry data by 1 September to ensure that:
- the calculation of fees is accurate and that students are charged appropriately by the school
- each student receives personalised examination papers
- schools receive all the materials needed for portfolio submission for Graphics, Technology and Visual Arts
- examination entry slips for students reflect all standards for which a student is entered
- appropriate examination papers are provided and adequate supervision is arranged
- students are aware of their full examination timetable
- full and complete results are recorded
- markers are assigned and scripts do not have to be reallocated
- marking is not delayed
- examination papers are less likely to be misplaced in the sorting process
- marked scripts are returned on time to the correct students
- result notices are sent to correct candidate addresses
- adequate resources are provided and not wasted.
Late or inaccurate entries have the most impact on students. It can lead to such things as overcharging of fees, delayed results, lost papers, inaccurate or confusing examination entry slips, required resources not being provided, incomplete results or extra stress. It also places extra workload on schools to make corrections or make last minute arrangements.
These data entry requirements and processes are discussed each year with the Principal's Nominee for each school and NZQA has provided a Key Indicators page on the school login pages which should be checked monthly to ensure that entries for all externally assessed standards are accurate and that all results are reported, including Not Achieved.
School Data Files
Schools must check and supply correct entry data in the following areas:
- Addresses for candidates must have a street address or PO Box, suburb, CITY and must include the new postcode
- Candidate names must be formal (i.e. as on birth certificate, driver licence, passport or 18+ card, or as changed by deed poll) and must be spelt correctly (check for correct use of upper/lower case)
- Candidate name changes must be advised to the NZQA Data Team and changed in the school's entry file. Multiple NSNs can be generated for a candidate when they make changes to their name, and these result in a duplication of entries. Proof of name changes may be required
- "Other provider code" must be correct otherwise candidates' results are withheld
- Candidates' year levels must be correct or inaccuracies may occur in school profiles
- Financial assistance applications must be completed online by 18 September 2009
- Internally assessed results must have been verified through school quality assurance processes prior to reporting to NZQA (due date 1 November 2009)
- Entries for all externally assessed standards must be correct and made by 1 September 2009
- Entries for candidates dual-enrolled with The Correspondence School must include 498 as the "other provider code" against the appropriate entries
- The correct contexts for external standards must be entered for Scholarship Visual Arts, levels 2 and 3 Technology where required, and level 3 History. Processes for the verification and marking of externally assessed portfolios for Visual Arts, Graphics and Technology require schools to follow additional procedures
Failure to complete these correctly will impact negatively on the payment of the Administration Rebate.
For Visual Arts, schools must ensure that:
- every candidate has been entered for the correct standard(s)
- provisional results for candidates have been entered prior to the commencement of levels 1 and 2 verification
- all materials for verification or marking are correctly labelled
- all submission for levels 1 and 2 are dispatched in either a blue (level 1) or red (level 2) bag
- all materials for verification and marking reach the assessment venue on the due date
- final results after levels 1 and 2 verification are entered by schools by the due date
- Scholarship workbooks are no more than eight A3 pages and presented as per the Scholarship assessment specifications.
For Graphics and Technology, schools must ensure that:
- every candidate has been entered for the correct standard(s)
- all materials are labelled correctly
- all materials sent for marking (including administrative documentation) are ready for courier collection by the due date
- only work relevant to the standards is submitted.
For Information Management, assessment will be undertaken during normal hours, and schools must ensure that:
- the stipulated processes for the completion of the Common Assessment Tasks (CATs) are followed
- all materials are assembled correctly and sent on or before Friday, 13 November 2009.
For assessment in the medium of te reo Maori, schools must ensure that:
- NZQA is advised by 27 July of any examination papers for which they are likely to require a translated version and the examinations for which their candidates are likely to submit written answers, wholly or partially, in te reo Maori
- this information is included and updated on the school software system during the year
- all entries for assessment through the medium of te reo Maori are confirmed by 14 August 2009. (See Assessment Matters A2009/005).
Accurate and Timely Entry and Result Information
NZQA will monitor:
- the number of additional entries for externally assessed standards after 1 September
- the number of withdrawals from internally assessed standards made after 18 September 2009
- compliance with reporting Not Achieved.
If changes exceed the level set out in the agreement, the total administration rebate relating to data quality may not be paid to schools.
Examination Centre Management
Withdrawal from externally assessed standards is not possible after 1 September, but it is sensible to keep your Examination Centre Manager informed in writing of candidates who will not be attending an examination. This is particularly important for the school, as withdrawals or 'planned absences' may affect the follow up of unexpected absentees at the start of the exam.
Examination Centre Managers appreciate the support that they receive from schools, and especially from Principals' Nominees. This helps to reduce the stress on students during the examination period. In particular, each exam centre must:
- have staff available and on duty to keep the areas around the examination rooms quiet
- clear timetabled classes from examination rooms and inform non-examination candidates of room changes
- explain to candidates the behaviour expected in an examination room
- provide all appropriate equipment and resources to enable the examinations to operate smoothly
- check teacher availability for conducting the aural sections of any language examination
- provide "relief breaks" for the Examination Centre Manager when they are the sole supervisor
- ensure that no staff, other than the Principal's Nominee, enter an examination room without the express prior permission of the Examination Centre Manager on each occasion
- ensure that any examination room has subject materials on the walls covered up or removed.
Each Principal's Nominee should remain in close contact with their School Relationship Manager in all matters related to data quality and exchange and external assessment processes.
Acting on behalf of a non-accredited school
If you are an accredited school and intend to make entries or report results on behalf of a non-accredited school then you must have established a Memorandum of Understanding between the schools at the start of the year. The accredited school is thus responsible for all aspects of National Qualifications Framework results and NZQA examination entries including overseeing internal moderation procedures in the non-accredited school and following up on external moderation.
Enquiries
Circulars are available from the Qualifications authority website (www.nzqa.govt.nz/publications/circulars).
A PDF copy of this Circular is available for download.
Please refer any enquiries relating to this circular to:
School Relationship Manager
Secondary Assessment & Liaison
Telephone:04 463 3000
Fax: 04 463 3113
Email: firstname.lastname@nzqa.govt.nz |
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