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Examination Timetable Clashes
A clash occurs when a candidate enters for examinations that are timetabled for the same examination session.
The Examination Timetable has been developed with reference to previous entry data to minimise potential clashes and is published in December the previous year. Candidates, subject teachers, form teachers and deans should be aware of the examination timetable and where a timetable clash occurs the candidate should be informed of the impact of the clash.
Role of the Principal’s Nominee
Candidates who have examination clashes are listed on the Key Indicators page of the school's Provider Login. The Principal’s Nominee should check to identify examination timetable clashes after each data file submission and advise any candidates of timetable clashes. The examination clash management timeline and sequestering guidelines may assist in the management of clashes.
The Principal’s Nominee must:
- discuss the clash with the candidate to see if the clash can be removed or minimised
- provide each candidate with a letter outlining their timetable clash, how it is to be resolved and their respective responsibilities
- provide the Examination Centre Manager with a list of the candidates with the NZQA-approved arrangements so they can confirm their planning
- check that late entries do not create clashes
- confirm arrangements to accommodate those that impact on Examination Centre resourcing by 1 October
- after 1 October contact their School Relationship Manager.
Principles for Managing Examination Timetable Clashes
- It is assumed that every clash has been examined and checked against the Examination Timetable by the candidate and staff at the school and that all understand the implications of the clash on the candidate’s examination timetable.
- NZQA will discuss options for completing clashed examinations. Candidates should sit:
- Scholarship at the published time
- examinations with a listening or speaking component at the published time
- the higher level paper at the published time.
- In agreed circumstances, NZQA may allow to an early start or a late finish to an examination. Examinations will not be scheduled to start before 7.00 am or to conclude after 5.30 pm, including those with Special Assessment Conditions. NZQA is the final arbiter of all arrangements for Examination Timetable Clashes.
Resolving Examination Clashes
Schools are responsible for resolving any two-way examination clashes in line with the above principles. It is advisable to discuss any clashes with your Examination Centre Manager, and if there are issues you refer these to your School Relationship Manager. A two-way clash letter (DOCX, 65KB) template is available for confirming arrangements with candidates below, or through the Key Indicators page.
All three-way examination clash arrangements must be approved by NZQA, through your School Relationship Manager. NZQA may require extra supervision arrangements for a candidate or the candidate may need to sit an examination outside of the timetabled session. In managing examination clashes, the security of the examination booklets is paramount for maintaining the credibility of external assessment.
NZQA is mindful of its obligations as an employer and will ensure that the Examination Centre Manager and supervisors are not requested to start an examination too early, nor continue an examination too late, for the convenience of the candidate.
Examples of how clashes could be resolved:
If the candidate is entered for a total of three standards (multiple subjects) within an examination session: The candidate will be required to sit all examinations within that single examination session. A break may be requested between the “changeover” of standards for different subjects.
If the candidate is entered for more than three standards in an exam session: The candidate will sit the higher level examination at the scheduled time and be sequestered (closely supervised) throughout the time between the morning and afternoon sessions. They must stay in the examination room for the entire examination session.
If there is a listening or speaking component for an examination, (e.g. Languages or Music): that examination should be sat with the rest of the candidates in its timetabled session and the other examination completed in the other session. Note: if this examination makes up part of a three standard entry for an examination session the candidate will be required to sit all examinations within that single examination session (as above).
Arrangements to accommodate clashes that impact on Examination Centre resourcing must be resolved by 1 October so that the Examination Centre Manager can complete their planning as required by NZQA.
To assist schools, the two-way clash letter template is also available from the Key Indicator page of the school’s Provider Login. For any three-way clashes, contact your School Relationship Manager to discuss management of the clashes. Your School Relationship Manager will develop and supply you with a copy of a letter for the candidate.
Each candidate must sign a copy of their letter and return it to the Principal’s Nominee before 1 October. A signed copy of any three-way clash letters must also be sent to your School Relationship Manager by this date. The Principal’s Nominee is not to provide a letter to any candidate or approve any resolution of a three-way clash without the prior approval of NZQA.
A list of the candidates with the NZQA-approved arrangements made for managing clashes must be developed and discussed with the Examination Centre Manager so they may confirm their planning. Copies of each letter must also be provided to the Examination Centre Manager by the Principal’s Nominee.
Candidates must understand that failure to follow all procedures for a timetable clash, such as those related to supervision over lunchtime, remaining in the examination room for the duration of any morning examination until taken to lunchtime supervision and use of the toilet under the direct supervision of a member of the school staff will be regarded as a breach of the Assessment (including Examination) Rules for schools. An investigation will occur and the possible outcome may be loss of results.
Candidates from other schools with examination clashes
When making arrangements for candidates from other schools to sit examinations at your exam centre check for any exam clashes. If there are clashes, contact your School Relationship Manager urgently as this could have implications for you and your staff.
Scholarship exams and Overnight Sequestering
Where Scholarship candidates have three-way clashes involving Scholarship and NCEA Level 3 (where they are entered in all standards) in a single day (eg two Scholarship and one Level 3 or one Scholarship and two Level 3 exams), overnight sequestering might be considered as an option with the approval of both NZQA and the candidate’s school's Principal. Because this is a high-stakes competitive examination with the possibility of significant monetary awards for high-achieving candidates across a number of Scholarship examinations, a three-way clash between Scholarship and NCEA examinations should neither present a barrier to a candidate’s access to these awards nor confer an advantage over other candidates. NZQA requires the completion of the Scholarship examinations on the correct examination day. Should overnight sequestering be approved, the Level 3 NCEA examination must be completed the following morning.
The school’s Principal will be responsible for the secure overnight sequestering of any candidate with the approval of NZQA. Any costs relating to overnight sequestering will be the responsibility of the candidate.
Note: There is no overnight sequestering of candidates for NCEA only, at any level, because of logistical constraints and equity considerations. Overnight sequestering may only be approved for clashes between Scholarship and Level 3 subjects.
When a candidate has elected to sit an examination at a time different from that published and NZQA has agreed, any actual and reasonable costs associated with extra supervision, including sequestering, may be charged.
A candidate may request to sit an examination early or later in the day, for example to be able to participate as a national representative in a sporting or cultural event. The candidate must have been selected by a national body and provide NZQA with appropriate written confirmation of that selection. In all such instances contact your School Relationship Manager in writing. If NZQA agrees to such an arrangement, any actual and reasonable costs associated with extra supervision, including sequestering, may be charged.
Self-interest requests will be declined. This includes requests to sit an examination early in the day so that a cheaper airfare to an overseas destination may be purchased.