Working with the Exam Centre Manager

The development of a strong working relationship between the Principal’s Nominee and Exam Centre Manager forms the basis of smooth running of exams. By the start of term 4 the Principal’s Nominee should meet with the Exam Centre Manager to:

Entries

• check that entries on the Exam Centre Manager's planner match school expectations

• identify any
  
  • late entry candidates
  • known absentees

and provide the Exam Centre Manager with written details of these, (see Late Requests EmaiLink for Schools.)

• confirm entries of students with special assessment conditions

• identify any twins or triplets

• agree resolution of any exam clashes

• confirm individual student commitment to attend Scholarship exams and especially those scheduled on Saturdays

• confirm entries of candidates from other schools sitting externals at your school’s exam centre

Students

• confirm arrangements for students with special assessment conditions

• develop protocols for supporting the Exam Centre Manager with managing student behaviour inside the exam room (Exam Centre Manager/supervisor responsibility) and outside the exam room (school responsibility)

• agree the process for managing students who arrive without an admission slip

• identify candidates with minor health problems that may affect how they perform or behave in an exam. Such candidates may need to be seated in a particular place in an exam room

Resources

• determine which rooms/areas will be best for each exam session

• provide a list of which exam assistants (reader/writers) will work alongside which candidates with special assessment conditions and confirm that they have been trained. Arrange training where this has not already happened

• confirm whether the school has any candidates for Scholarship exams in Drama, Languages (including Samoan), Music, Te Reo Māori or Te Reo Rangatira and the special resourcing arrangements for these.  Refer to Appendices To Instructions For Supervisors (PDF, 638KB) for details

• ensure that the materials required by the Exam Centre Manager and expectations for students are known and well communicated to all parties

• confirm whether the school has any level 1 Languages exam candidates. If so the school must advise the ECM whether a teacher will conduct the listening section of each exam or the CD provided will be used (NB: Te Aho o Te Kura Pounamu (formerly The Correspondence School) candidates may choose to listen to the teacher reading to other candidates rather than the CD provided for language examinations at level 1). Where a teacher is delivering the listening section, the Principal Nominee must confirm they have been briefed about exam protocols. Refer to Appendices To Instructions For Supervisors (PDF, 638KB) for details

• confirm that there will be suitable equipment available for the examinations. This may include CD players, cameras, televisions, DVD players and computers. Refer to Appendices To Instructions For Supervisors (PDF, 638KB) for details

• confirm that the school has had all equipment to be used for examinations cleaned and/or serviced to ensure optimum levels of performance

• provide a locked room in which exam papers can be stored between morning and afternoon sessions or for the entirety of the exams. NZQA expects that only exam staff and the Principal's Nominee have keys to access to this room

• ensure arrangements are in place with the property manager for Saturday and after school hours examinations, including unlocking buildings and disarming alarms

• arrange suitable facilities for supervisors to meet and/or take rest breaks

• arrange the enlargement and photocopying of exam notices for display in areas where exams are to take place

• provide the Exam Centre Manager with access to a computer, photocopier, telephone and possibly a fax machine for use during the exam period

• arrange a pre-examination assembly for all candidates at which the Exam Centre Manager introduces themselves and explains NZQA’s expectations. This meeting should include any candidates from other schools who will be using the school as their exam centre

• Confirm with the Exam Centre Manager that the following resources will be available during the examination period:
  
  • a central information area with whiteboards to enable candidates to check the locality of their examination room.
  
  
  • desks and chairs that are clean and do not wobble (please supply pieces of cardboard or similar to level the legs). Examination rooms, including the hall if it is to be used, need to be set up prior to each exam session. This includes the removal of material, such as wall charts or student work.
  
  
  • a whiteboard and pens (or blackboard and chalk) in each exam room for notices or for supervisors to indicate to candidates the time remaining in an exam session.
  
  
  • wall clocks with new batteries for each exam room.
  
  
  • a computer, linked to a printer, for each candidate using a computer for special assessment. Plan allocation of printers, including sharing for multiple candidates. See information about use of computers in exams.
  
  
  • enlarged and laminated exam signs to be placed in areas where exams are to be held.
  
  
  • blu-tack for mounting notices for candidates.

And depending upon individual exam sessions:

• CD players of good quality to ensure clarity of sound from any CDs played

• DVD players with TV monitors, if required

• Recording systems and CD burning facilities for the oral component of Scholarship Languages and Scholarship Drama exams

Note: The Exam Centre Manager will advise you of how many of each item of equipment will be required and when before the exam timetable starts.

Other pre-exam preparation

• Organise a method for the Exam Centre Manager to summon support if required (e.g., provide the Exam Centre Manager with your mobile phone number and the mobile phone number of another senior member of staff).

• Ensure the Exam Centre Manager and supervisors know and can carry out the school's emergency evacuation procedures.

• Check any building or grounds renovations planned for the school or planned for the vicinity of the exam will not disturb candidates.

• Note any examination sessions when the Exam Centre Manager will be the sole supervisor so that the Principal’s Nominee or another staff member can be on hand to provide a 15-minute comfort break, including after the school day finishes.

• Consider disabling the school bell. The ringing of the school bell can disturb candidates, particularly those listening to a CD or DVD. It may be possible to mute the bell for the examination periods or isolate specific areas of the school. Inform all students of the emergency alarm signal that will replace the bell if this is disabled.

• Check whether there will be visiting schools or students during the exam period who might disturb exam candidates and pre-warn such groups that examinations are being held and of the expectations of their behaviour.

Daily Organisation

• Add details of exam locations to ‘Daily Notices’ and remind students to avoid these areas.

• Check that the equipment for exam sessions is available and functioning.

• Ensure the technician is available in the event of any equipment breakdown.

• Meet with the Exam Centre Manager.

• Daily emergency contact between Exam Centre Manager and a senior manager is arranged.