Emergency Grade Applications

Where a significant situation occurs which prevents students from attending an examination or impairs their performance in an examination, the Emergency Grade application process is available. This allows schools to make bulk applications for a single event. More details about the process and possible scenarios can be found on the Frequently Asked Questions page.

All other situations should be processed through the usual derived grade process.

Eligibility for all derived grades

Candidates are only eligible for consideration for a derived grade in standards for which:

  • a valid entry exists at the date of the examination and
  • the school holds standard-specific evidence.

Information on the requirements for reporting derived grades can be found on the Information for Principal’s Nominees page of the NZQA website and in the Assessment Matters Circular (A2015/025).

Situations which may result in Emergency Grades

Emergency Grades are available following an exceptional event beyond the control of students which impairs their performance. This would include situations such as a natural event, technical failure or public medical emergency, and the:

1. examinations could be held but:

  • there has been significant disruption to prior teaching and learning, preparation and performance
  • some students are prevented from attending the examination session by the situation (e.g. by flooding, blocked roads or by order of the Medical Officer of Health), to the satisfaction of the school.

2. examinations were not held (e.g. the school was closed), or an examination session was disrupted by an incident beyond the students' control.

Emergency situations can lead to Emergency Grades for a single student, or a group of students. A bulk grade process is used for groups of students. More details about the bulk grade process and possible scenarios can be found on the Emergency Grades - Frequently Asked Questions page.

Submitting Emergency Grades

1. If submitting Emergency Grades for all your students by your Student Management System

  • Notify the data team by sending an email to emergencygrade@nzqa.govt.nz
  • CC into the email your School Relationship Manager
  • Ensure the email has a subject line that identifies the school and the provider code
  • Ensure that the final data file is submitted to NZQA by 1 December 2016.

2. If submitting a .csv file extracted from your Student Management System as only a portion of your students are eligible or your SMS system does not have the capacity to submit Emergency Grades

  • The .csv file must contain three fields – NSN, standard number, recommended grade
  • Submit the .csv file to the data team by sending an email to emergencygrade@nzqa.govt.nz
  • CC into the email your School Relationship Manager
  • Ensure the email has a subject line that identifies the school and the provider code
  • Ensure that the final .csv file is submitted to NZQA by 9 December 2016.

3. For a small number of students (less than 10)

Send an email to emergencygrade@nzqa.govt.nz and CC a copy to your School Relationship Manager

  • This email must clearly list each of the students entered for that subject, their NSN, the standard numbers and the derived grade
  • Ensure the email has a subject line that identifies the school and the provider code, OR
  • Submit a normal derived grade through your NZQA high security site – list the reason as "Emergency Grade event of … (brief description of the event)". A Derived Grade Application Form does not have to be completed.

4. A result must be reported for every external entry

All candidates with an entry in an externally assessed standards should have a result reported. The possible results are:

  • N – Not Achieved
  • A – Achieved
  • M – Merit
  • E – Excellence
  • Y – Absent
  • V – Void (Standard Not Attempted).

If a candidate received a result of Not Achieved from the standard-specific evidence held by the school, this grade should be reported to NZQA as part of the Emergency Grades process as it is a valid assessment outcome.

If the school has no or insufficient standard-specific evidence for the candidate because they did not attempt or complete the standard(s), then a Standard Not Attempted (V) result should be provided or an Absent (Y) result where appropriate.

Not Achieved (N), Absent (Y) or Standard Not Attempted (V) grades will not be reported on the students Record of Achievement (ROA).

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