Briefing school staff

The Principal’s Nominee should brief school staff to ensure the smooth running of examinations. The following information should assist staff in preparing for exams.

The Principal's Nominee, Exam Centre Manager (ECM), supervisors and office staff should all know what to tell students who arrive without an admission slip.

Teaching staff

Ensure that teaching staff:

  • are aware of rooms or areas where and when exams are being held and arrange furniture as appropriate
  • remove from or securely cover material in exam rooms, such as books, posters, loose refill paper or student work
  • have confirmed daily where exams are being held and who is on duty
  • assist with keeping exam areas quiet during interval, lesson changeovers and after school
  • understand that contact with the ECM is through the Principal's Nominee and not directly by staff members 
  • know that exam papers will only be released by the ECM to the Principal's Nominee and after the ECM has checked that the papers are unused. Papers are available online no later than two working days after the examination day. Any exams with third-party copyright material are available from the school’s secure login
  • know that it is a breach of NZQA exam rules to enter or attempt to enter any room when an exam is being prepared for or is in progress. Any such breach is investigated by NZQA
  • provide the Exam Centre Manager with any subject specific resources as detailed in their assessment specifications
  • assist supervisors by clearing calculator memories before exam sessions
  • are familiar with school alarms and access if visiting the school when exams are taking place.

Office staff and technical support

Ensure that office staff are:

  • introduced to the Exam Centre Manager
  • provided with a copy of the examination timetable and exam room locations
  • aware of where to tell candidates who arrive late or get lost to report to
  • reminded that there may be candidates from other schools sitting exams at the school. Ask the office staff to direct these candidates to the information area or correct exam room
  • aware that they must sign for but not open any mail, courier bags or boxes addressed to the Exam Centre Manager.  A protocol for promptly getting this material to the Exam Centre Manager should be arranged
  • able to tell students what to do if they arrive without an admission slip.

Property Manager, caretaker and grounds staff

Ensure that the Property Manager, caretaker and grounds staff are:

  • briefed about requirements and movements for the examination period, including furniture, rooms and alarms
  • informed of when and where the examinations are to be held and that noisy activity, including any renovations or lawn mowing, should stop during examination time in the vicinity of the examination rooms
  • check any building or grounds renovations planned for the school or planned for the vicinity of the exam.

Technical support

Ensure that staff providing resources or technical support are:

  • briefed about specific requirements for the exam period, including when and where the exams are to be held
  • timetabled to provide technical support during relevant exam sessions, especially for recording/burning CDs and when computers are being used
  • aware that when they are timetabled to be onsite and are readily contactable.

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