Scenarios to assist decision-making for derived grade applications
The following scenarios will assist schools to make applications which should be approved.
School does not support application
Do not apply. The school should not make an application if they do not support it.
Application relates to a Scholarship examination.
Do not apply. Scholarship is not eligible for a Derived Grade because it is a competitive performance-based award and in fairness to all other candidates, actual results must be compared.
Application after results are issued
Do not apply. No applications are accepted after the results are available.
Ongoing conditions
Do not apply. Any illness or chronic condition or trauma that has been affecting the candidate for longer than the 4 weeks prior to the beginning of the NZQA external examinations period is regarded as ongoing.
Candidate becomes ill during the examination
Investigate. Refer to Examination Centre Manager (ECM). Apply if the application meets the criteria.
Candidate suffers from a temporary illness, trauma or other serious event which impairs the candidate's ability to perform in the examination
Apply. Health professional's evidence must be within a day or two of each examination for which an application has been made. Supporting information meets criteria.
Candidate suffers an injury or undergoes an operation in the weeks leading up to examinations
Investigate. Monitor effects on student leading up to the examination if student is still affected. Supporting medical documentation is required for the examination period. Apply if the application meets the criteria
Candidate suffers from a temporary illness, trauma or other serious event which impairs the candidate's ability to perform in the examination.
See above.
Medical evidence does not cover the examination period
Do not apply. Health professional's evidence from consultation(s) does not match examination dates. Consultation dates must be within a day or two of each examination for which an application has been made. Clinical examination must have been made on each occasion or the report covers each of the applicable examination sessions.
Medical professional indicates "minimal" on Section B
Do not apply.
Appointment with medical specialist or scheduled surgery
Investigate. If notified prior to examination period, check if appointment can reasonably be moved. Then Apply if the application meets the criteria.
Candidate says illness stopped them studying
Investigate. If the applicant applies for a derived grade because they could not study for their examinations there needs to be supporting evidence from a registered health professional that they were very sick and could not study. The illness must be of a significant nature, e.g. pneumonia, vomiting and diarrhoea, not just "I had a cold and could not study". Then Apply if the application meets the criteria.
Death of a relative or close friend
Note: the school needs to hold evidence of bereavement which is appropriate to the application such as a copy of a published death notice, information from a funeral director or independent counsellor, or pastoral evidence from within the school.
Investigate. If, because of emotional stress associated with the death of a relative or close friend, the applicant applies for a derived grade for examinations that take place over more than a week of the examination season there needs to be supporting evidence of clinical care and/or monitoring from a registered health professional. Then Apply if the application meets the criteria.
Investigate. The sudden death of a student at the school which affects a group of students. Contact NZQA for advice.
Investigate. If the candidate applies for a derived grade because they will be out of town attending the funeral. Wherever possible, candidates should be encouraged to attend their examination sessions at the local secondary school. Liaise with the PN at the school to make a late request for papers if appropriate and there is an examination session being held there. Then Apply if the application meets the criteria.
Apply. If the funeral itself, or travel to attend the funeral, is on a candidate's examination day, evidence is required.
Candidate arrived at the wrong time for the examination session
Do not apply. The timetable has been available all year.
Candidate arrived late for the examination (after 30 minutes and cannot enter the examination room)
Do not apply. The timetable has been available all year. Any transport problem caused by individual car problems is not covered by the Derived Grade process.
Investigate. Transport delay, for example a bus breakdown, car accident or motorway blockage. Check the evidence available from police and other agencies. This may involve a number of candidates. Contact NZQA for advice.
Candidate misses examination because the school made an error in the entry
Do not apply. There has been adequate time for the school/candidate to inform NZQA of entry requirements throughout the year.
Anxiety and stress problems
Do not apply. This is the nature of examinations; they cause stress and anxiety. Stress and anxiety problems cannot be approved, even with medical evidence, unless they arise from a significant non-examination related traumatic event at the time of the examination.
Investigate. Existing post-traumatic stress exacerbated by further events at the time of the examinations. Health professional's evidence must be provided. Then Apply if the application meets the criteria.
Candidate suffers from anorexia nervosa or some other chronic eating disorder and could not study.
Do not apply. Any illness or chronic condition or trauma that has been affecting the candidate for longer than the past 4 weeks is regarded as ongoing. However, if there is a sudden change in a managed chronic condition/illness, then they may be eligible.
Investigate. The candidate has a crisis or requires hospitalisation during the examinations. Do not apply if the crisis is related to examination stress. (See anxiety and stress problems.)
Then Apply if the application meets the criteria.
Candidate loses equipment/admission slip etc and becomes stressed before the examination
Do not apply. This is within the candidate's and school's control. Schools should have strategies to provide candidates with replacement admission strips to reduce possible stress. (See anxiety and stress problems.)
There is prolonged disturbance (e.g., fire evacuation) during the examination.
Do not apply. NZQA will investigate the Exam Centre Manager's report on the incident.
Candidate applies for a Derived Grade for a standard where the grade held by the school is Not Achieved.
Apply. The candidate is the applicant and specifies the standards being applied for. The school is obliged to report the grade based on standard- specific evidence for each standard listed in a candidate's application.
A candidate is concerned about the quality of the technology used to record or play information during the examination session.
Investigate. Discuss with ECM. Contact SRM for advice.
School states that the translated examination paper did not arrive
Apply. Only if there was a confirmed request for a translated paper (see Key Indicator Checklist). Contact SRM for advice.
Candidate is required to work or look after children so cannot study
Do not apply. This is a family-related matter that should be planned for in advance.
Candidate breaks up with girlfriend or boyfriend
Do not apply. This is viewed as a day-to-day family related matter.
Religious festivals coincide with examinations or examination preparation
Do not apply. This is a family-related matter that should be planned for in advance.
Candidate states examination was difficult and did not get special assessment conditions
Do not apply. For example, if a colour blind candidate says they cannot see the colour in examination paper resource to answer a question. An application for special assessment conditions should have been made.
Candidate claims school did not teach them or tell them some vital information
Do not apply. Any candidate could suggest that a school or teacher had disadvantaged him or her in some way. Acceptance would be unfair to other candidates.
Candidate loses some or all data or material related to an examination portfolio and becomes stressed before the submission of the examination portfolio
- Visual Arts Level 1 & 2: Do not apply. School procedures are applied and standard-specific evidence held by the school will be used to award the final grade. See information on the NZQA Visual Arts webpage for Level 1 & 2 verification. Contact SRM for advice.
- Visual Arts Level 3: See information on the Derived grade for illness and misadventure process for Level 3 on the NZQA Visual Arts webpage. Use that process; do not apply online. Contact SRM for advice.
- Education for Sustainability, Graphics and Technology external portfolios: Investigate. Candidates and schools need to take responsibility for the safeguarding of all material that may be submitted as a part of an examination portfolio, including backup of electronic material. Contact SRM for advice.
Candidate did not supply portfolio material to the ECM at the start of the Scholarship Music examination
Do not apply. Scholarship is ineligible for a Derived Grade. The teacher and student should have been aware of the assessment specifications regarding the examination requirements.
Candidate attends court (jury service, witness or accused) and misses an examination
Investigate. Courts understand the need for candidates to sit examinations. If the appointment is unable to be negotiated, then apply.
Candidate is selected for national representation
Investigate. For this application to be approved, send your SRM a copy of documented proof from the national body that the candidate is representing a nationally selected event or team, and dates involved in travel and competition. Discuss with SRM. Then Apply if the application meets the criteria.