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Special assessment conditions - timeline

 

January

First time applicants

Applicants with entitlements

Ensure you have a current ESAA password.

Check the NZQA Special Assessment Conditions web pages for changes in the coming year, including updates of forms.

Note: decisions cannot be made until any required documentation has been uploaded.

 

Check online for any decisions made over the summer break.

Inform First Time applicants and their parents in writing that their entitlement has been approved, amended, or declined, with reasons if appropriate.

Continue submitting applications, remembering to upload any required documents once the application is submitted. See the Special Assessment Conditions Online Application User Guide on the Forms page for how to do this.

When NCEA results become available, continue your Needs Analysis of candidate behaviour and achievement in both internal and external assessment with regard to SAC provided.

Discuss with the candidate, and their parents or caregivers if appropriate, whether or not previously approved SAC should be confirmed for this year, or whether they should update their application for a more suitable SAC.

February

First time applicants

Applicants with entitlements

Processing of applications and decision-making by NZQA fully underway.

Identify and train appropriate teacher aides to act as assessment assistants (readers, writers) for internal and external assessment.

 

Continue submitting applications and advise candidates of the importance of the End of Term One Application Deadline.

Continue to check for decisions, inform candidates and their parents of the outcome, note any amendments and inform teachers. Then follow the process outlined in the Applicants with entitlements column.

Appeals and Chief Executive Reviews may be made by the school using the online SAC tool within 15 school days of notification and must contain extra information.

Circulate the applicant list to relevant teachers so they are aware of each candidate’s potential entitlement. Advise staff to read the Exclusions page.

The Roll-over categories available from 1 February are Confirm last year, Change last year or Remove.

Read the online Special Assessment Conditions Online Application User Guide on the Forms page to assist with Roll-over and Changes.

We recommend that you do not immediately remove absent Y11 or Y12 candidates with entitlements in case it is temporary or they return later in the year.

Advise teachers of applicants with approved entitlements or changed SAC so that they are aware of each candidate’s entitlement. Advise staff to read the Exclusions page.

March

First time applicants

Applicants with entitlements

Processing of applications and decision-making continues.

Potential applicants for the next year: In consultation with your Head of Learning Support, RTLB and other teachers, screen candidates for potential SAC applicants.

Alert parents and caregivers and ask them to:

If there is no diagnosis, start preparing for a School Evidence application where functional impairment prevents fair access to assessment.

Download and distribute the Student Application for entitlement to Special Assessment Conditions (DOC, 47KB) or Student Application for entitlement to Special Assessment Conditions (Te Reo Maori) (DOC, 51KB) to potential First Time applicants for next year.

Continue to make applications, check for decisions, inform candidates and parents, note amendments, inform teachers, and follow the process outlined in the Applicants with entitlements column.

Appeals and Chief Executive Reviews must be made within 15 school days of notification and contain extra information.

Potential applicants for the next year: Trial special assessment conditions in class and record the outcomes on the SAC Coversheet for Assessments (DOCX, 21KB) (DOCX, 21KB). Amend this document for topic tests, etc.

Record discussions on SAC use at IEP reviews.

Check for SAC-entitled candidates transferred in from another NZ school. They should bring documentation and their latest report with them on enrolment.

Contact this candidate's previous school to discuss their assessment needs. If SAC should be confirmed, ask the previous school to roll them over and to submit a data file to show they are Withdrawn.

Email sac@nzqa.govt.nz for students transferring in to be transferred to your SAC list.

April

First time applicants

Applicants with entitlements

Processing of applications and decision-making continues.

13 April is the End of Term 1 Application Deadline  for First Time Learning applicants and Rollovers. New applications made after this deadline will only be processed once a month until the 28 September End of Term 3 Learning Application Deadline.

Continue to make applications, check for decisions, inform candidates and parents, note amendments, inform teachers, and follow the process outlined in the Applicants with entitlements column.

Appeals and Chief Executive Reviews must be made within 15 school days of notification and contain extra information.

Potential applicants for the next year: Continue to trial special assessment conditions in class and record the outcomes.

Appeals and Chief Executive Reviews against declines of Change requests may be made by the school within 15 school days of notification and must contain extra information to be considered.

May - June

First time applicants

Applicants with entitlements

Monthly processing of applications and decision-making.

Any candidate who arrives from overseas with historical use of SAC should have an application made using School Evidence.

Remind teachers about making complete entries into externally assessed standards including Scholarship for all candidates entitled to SAC.

Advise parents of the option of making an application for a learning disorder based on School Evidence, which could be supplemented later by any assessment data from an independent report or confirmation of a diagnosed SLD as appropriate.

Continue to check for decisions, inform candidates and parents, note amendments, inform teachers, and follow the process outlined in the Applicants with entitlements column.

Appeals and Chief Executive Reviews must be made within 15 school days of notification and contain extra information.

Potential applicants for the next year: Continue to trial special assessment conditions in class and record the outcomes. You may select 2019 in the online tool and start building draft applications for submitting after 1 October.

Contact the SAC coordinator sac@nzqa.govt.nz if there are any problems with transferred students not showing on your list.

Begin interviewing each SAC candidate about what they would like to use for each exam session, e.g. computer for English, writer for Geography, extra time for Maths. Go through the Exclusions page and the Specific Examinations Sessions (PDF, 14KB) (PDF, 52KB) list with them. When they are sitting one or two standards only, advise them that time is not added to a session for rest breaks or extra time, unless by prior arrangement with NZQA.

July

First time applicants

Applicants with entitlements

Monthly processing of applications and decision-making.

Ability to attach entitlements for SAC for external examinations opens 2 July. Refer to the User Guide for attaching Special Assessment Conditions to Exams on the Forms page to assist in this process.

Continue to check for decisions, inform candidates and parents, note amendments, inform teachers, and follow the process outlined in the Applicants with entitlements column.

Appeals and Chief Executive Reviews must be made within 15 school days of notification and contain extra information.

Potential applicants for the next year: Continue to trial and test for special assessment conditions and record the outcomes, possibly in an online 2019 draft SAC application.

 

Check that entries for exams have been made for each candidate or that they are not doing exams.

Attach appropriate SAC entitlements for each candidate’s examination sessions. Refer to the User Guide for attaching Special Assessment Conditions to Exams on the Forms page.

Request candidates to sign that they approve their conditions or changes or do not wish to use all or part of their entitled SAC for any session.

Email the Request to add Reader for partial exclusions form for Languages from the Forms page to sac@nzqa.govt.nz

August

Potential applicants for the next year

Applicants with entitlements

Ensure the August data file submission includes as many external exam entries for SAC applicants as possible.

Continue attaching SAC to exams.

Monthly processing of applications and decision-making.

Check data on file for potential First Time applicants in preparation for October applications.

Continue to trial and test for special assessment conditions and record the outcomes possibly in an online 2019 draft SAC application.

Check all externals required have been entered and SAC is attached, including for Scholarship.

Edit attachments to exams when student choices change after school exams.

Inform candidates and their parents of special assessment conditions for external assessment.

September

Potential applicants for the next year

Applicants with entitlements

Monthly processing of applications and decision-making.

Once all 1 September data files have been processed, attaching SAC to exams closes for 7-10 days so that personalised papers can be prepared. It is then reopened until the end of term. Dates will be advised.

Give names of Readers and Writers to the ECM.

28 September End of Term 3 Application Deadline for Learning applications.

Train examination assistants

First time Sensory, Medical and Physical applicants: Applications for newly identified Sensory, Medical or Physical conditions can continue to be made until 31 October, and until the last examination under approved circumstances. Upload professional reports supporting applications.

Continue trialling SAC and recording outcomes.

Record the names of any potential First Time applicants for next year who have been receiving assistance and check that their data is recent or updated.

Write to remind parents who have not yet provided a report (e.g. from the hearing specialist) of the need to have a current report.

Remind parents of the option of making an application for a learning disorder based on School Evidence, which could be supplemented later by any assessment data from an independent report or confirmation of a diagnosed SLD as appropriate. File the reminder letter, and continue preparing an application.

MCAT 91027: for this one hour external ensure SAC is provided to entitled students as appropriate, Reader, Computer, Writer, Extra Time of 10 minutes. Allow Extra Time instead of Computer/Writer if requested if the student is not generically entitled to Extra Time.

Late examination entries – check the file for names of candidates with SAC entitlements. Be aware that the addition of more standards may now make the addition or choice of Extra Time possible.

Attach SAC to extra standards or edit as required.

Inform the ECM by printing the updated approvals from your High Security area.

Print a new Admission Slip for the candidate.

 

October

First time applicants

Applicants with entitlements

Monthly processing of applications and decision-making

First Time application submissions for next year open 1 October.

31 October Deadline (Wednesday 5pm) for new Sensory/Medical/Physical applications (e.g. broken arm). Applications after this date must include an indication as to why a Derived Grade is not appropriate and a confirmation from the ECM that it will be feasible to provide the requested entitlement.

Note: decisions cannot be made until any required documentation has been uploaded.

Begin submitting applications through the online SAC Application tool for next year. Refer to the Special Assessment Conditions Online Application User Guide on the Forms page. School evidence of functional need (e.g. reader, computer use) must be provided.

For candidates with a Specific Learning Disorder, the application for a writer / computer requires a Patoss sample of the student's writing to be uploaded once the application is submitted. Upload registered professional reports if completing Tab 7–Independent Assessment.  Also upload the Declaration document where that has been provided.

Newly entitled candidates: email sac@nzqa.govt.nz for their SAC to be attached to exam sessions.

Inform the ECM by printing the updated approvals from your High Security area.

Print a new Admission Slip for the candidate.

November

First time applicants

Applicants with entitlements

Examinations underway.

Decision-making on an as needs basis.

Check the NZQA Special Assessment Conditions web pages for changes for the coming year, including updates of forms and Timeline.

Begin Needs Analysis. Note those candidates on the current list for whom a renewed or changed application is required for the next year. The categories available from 1 February are Confirm last year, Change last year or Remove.

Final Application Deadline: Applications for the current year’s First Time Sensory, Medical, or Physical close on the last exam day.

Continue to make applications through the online SAC Application tool. Use the Special Assessment Conditions Online Application User Guide on the Forms page to assist in this process.

Remember to also upload any required documentation.

Check with each student that the printed approvals match both their Admission Slip and expectations. Have candidates sign their acceptance of what is or is not being provided.

Newly entitled candidates: email sac@nzqa.govt.nz for their SAC to be attached to exam sessions.

Print new schedules when updated online. Keep your ECM informed.

Begin filling in your annual Needs Analysis forms, with information from the candidate and staff. Ask your ECM for a copy of your Examination Assistants’ feedback on candidate use of their SAC, and the Attendance Register (showing absences and time candidates left exam). Include this information on your Needs Analysis form.

December

First time applicants

Applicants with entitlements

Derived grade applications close 7 December.

Ensure your ESAA password remains current.

Continue making applications. Use the Special Assessment Conditions Online Application User Guide to assist.

Inform next year’s First Time applicants and their parents in writing that their entitlement has been approved, amended, or declined, with reasons if appropriate.

Continue filling in your annual Needs Analysis forms.

 

     
     
     
     
     
     
     
     
     
     
     
     

                                            

 
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