Special assessment conditions - preparing and making an application

Step 1. Identify the need                             

  1. Each year schools need to:
    1. review the list of candidates who already have an approved entitlement (rollovers) to:
      1. review the efficacy of the support provided to date by carrying out a needs analysis (see Annual Needs Analysis)
      2. establish whether the arrangement is still required:
        1. rollover entitlements where no changes are required; or
        2. make a Change application where changes are required
      3. check that any report on record is valid for the current year or undertake school testing for current data
    2. review evidence for new applicants to:
      1. identify a sensory or physical or medical condition or possible specific learning disorder (See the SLD screening checklist (DOC, 75KB) (DOC, 75KB)) and establish the appropriate conditions to apply for
      2. ensure appropriate samples of student work are available to upload with the application if applying for Computer/Writer
    3. obtain evidence of continuing need for candidates with a current entitlement who are new to the school. Email the School Relationship Manager for SAC to request the student is transferred to your school lists (sac@nzqa.govt.nz )                              
  2. Schools must obtain the candidate's consent to provide personal information to NZQA.

 

Step 2. Prepare for making an application

  1. Confirm you have a current ESAA password and the special High Security approval to make online applications.
  2. Schools make the application for entitlement to Special Assessment Conditions on behalf of their candidates through the on-line application process. Information to have on hand when applying includes the:
    1. candidate's first name, last name, date of birth and NSN (obtainable through ENROL if the school does not have it)
    2. entitlements required
    3. results of recent testing, whether by the school (within the last 12 months) or an independent registered professional (within the last 24 months)
    4. name and qualifications of the independent registered professional and date of report providing the supporting evidence and/or the list of tests, etc. used to generate school-based evidence, and the date/s on which the tests were administered
    5. SAC Data Summary Sheet for Assessors and Schools (DOC, 112KB) (DOC, 112KB) This will help you prepare for the online application.
  3. Schools should also have on file a Student Application for entitlement to Special Assessment Conditions (DOC, 56KB) signed each year by the student and endorsed by the Principal's Nominee. 

 

Step 3. Make the on-line application

  1. There are three application types:
    1. First Time Ever. Applications open in October for the following year.
    2. Rollover confirmed applications for candidates entitled in the previous year for whom SAC is still appropriate. The Rollover list also allows you to remove candidates who have left school or no longer require SAC. These applications open in February.
    3. Change: applications for candidates entitled in the previous year who now require additional or changed SAC. These applications open in February.
      (Note: Computer use is automatically included with Writer for existing entitlements, and does not require updating.)
  2. The Special Assessment Conditions Online Application User Guide, accessed through the Special Assessment Link in your school’s High Security area and on the Forms page, will take you through the application process step-by-step.
  3. Note that:
    1. the application portal has very high security and times out after 15 minutes. Click on SAVE regularly to prevent this.
    2. an electronic copy of the SAC Data Summary Sheet allows for quick copying and pasting of comments.

 
Step 4. NZQA processes the application

  1. Each candidate's application for entitlement is considered on a case-by-case basis.
  2. Applications based on:
    1. independent assessor’s reports are considered by the NZQA SAC panel
    2. school-based evidence, as well as Appeals, are considered by a specially convened independent Expert Panel.
  3. Applications made:
    1. through to the end of Term One (End of Term One Application Deadline) are processed and decisions made daily
    2. after the end of Term One are processed and decisions made monthly
    3. as Rollovers are automatically processed.
  4. Schools may be asked to upload reports, needs analysis or other documents, or for further comments.
  5. Only one assessor is required to Approve a requested SAC item, but two assessors are required to confirm a Declined SAC. A reason is given for why it is declined.
  6. NZQA reserves the right to amend or decline SAC applications that do not meet its criteria.
  7. Once an application has been submitted, students may use the requested SAC until the school hears otherwise.


Step 5. What must be done once notification of the decision is received

  1. The SAC Application User Guide will show you how to determine the status and outcome of an application.
  2. Application has been approved
    1. Notify the candidate in writing of their entitlement.
    2. Inform each candidate’s teachers in writing of their entitlement and ensure they are aware of the standards for which Special Assessment Conditions are specifically excluded and special list of subjects (PDF, 14KB)  where Extra Time may be substituted for Computer/Writer
    3. Make the appropriate entries for external standards and attach the SAC to each exam session on-line July to mid-August.
  3. Approved, but has been amended
    1. Notify the candidate in writing of their entitlement.
    2. Inform each candidate’s teachers in writing of their entitlement and ensure they are aware of the standards for which Special Assessment Conditions are specifically excluded and special list of subjects (PDF, 14KB) where Extra Time may be substituted for Computer/Writer
    3. Make the appropriate entries for external standards and attach the SAC to each exam session on-line July to mid-August.
  4. Declined
    1. Inform the candidate in writing that their application does not meet NZQA requirements and that the particular SAC cannot be offered for any internal or external assessment. 
    2. Inform teachers in writing that the application has been declined and ensure teachers are aware that the candidate cannot be offered the particular SAC for any internal or practice external assessments, but may allow classroom assistance to access the curriculum (e.g. teacher aide assistance to prompt the student or explain the context of the work).
    3. Write to parents informing them that the application has been declined
    4. Inform the candidate of the school’s right to appeal this decision.
  5. Granting approval establishes entitlement for SAC for both internally and externally assessed standards except those on the exclusions of assistance list (for externals) or where provision of SAC would compromise the validity of the assessment (for internals).
  6. For some candidates updated evidence may be required before approval is granted in a subsequent year.
  7. All enquiries about entitlements and applications should be directed to the School Relationship Manager for SAC (sac@nzqa.govt.nz ).

 

 
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