Action items for Principal's Nominee by calendar month

Although each school has its own administrative arrangements, this information is provided as a guide to the role of Principal's Nominee.

The calendar of Key Dates  and special assessment conditions timeline are published each year by NZQA and should be referred to for specific dates.

A File Submission is due by the first day of the month starting from April.

Moderation dates are always the first day of the month. Schools need to check the date for submission on their moderation plan and add this to their calendar along with a reminder to follow up on external moderation with action plans as necessary.

January
  • Enter late internal results from the previous year via the Add Results facility of the NZQA Provider login
  • Check that portfolios submitted to NZQA for External Assessment, other than Level 3 Visual Arts, have been returned to school
  • After results release return portfolios (or any other external assessment material sent to school by NZQA) to candidates
  • Download results file from the File Downloads section of the NZQA Provider login after release of external results
  • Download school consents file from the File Downloads section of the NZQA Provider login for loading into the school's student management system (SMS)
  • Download from the SMS provider the Standards File  for the current year
  • Apply for credit inclusion for students who need credits to complete qualification(s)
  • Remind staff that Cut Scores are available for external standards
  • Download school's National Qualifications statistics and Principal's Report when available
  • Check that all teachers who have left have had their access to the school's secure area removed
  • Ensure new Learning Support staff (e.g. SENCO) have access to the Special Assessment section of the school's NZQA Provider login
  • Check with Learning Support staff that SAC applications for first time candidates are being submitted
  • Review procedures and documentation for internal assessment processes
  • Remind staff to complete Teacher Surveys on previous year's examinations
  • Check, and where necessary, update organisation and contact details held by NZQA
February
  • Familiarise yourself with the calendar of Key Dates
  • Remind Learning Support staff that the facility for Special assessment conditions (SAC) roll-over and changes of existing entitlements is open and that the first deadline for First Time Ever SAC applications for candidates with learning disorders is the end of term 1
  • Ensure readers and writers are trained to be examination assistants
  • Establish markbooks ensuring that the school has consent to assess for the standards being offered. Remind teachers to check assessment specifications for standards offered and review exclusions
  • Check external examination calendar for clashes so that candidates are aware of any impact of their course choices. In particular, be aware of three way clashes and clashes that involve Scholarship. Amend student courses if appropriate
  • Check NZQA Provider login for External Moderation plan. Inform relevant staff of standards selected for moderation and how/when material will be collated and submitted. Notify School Relationship Manager of any issues
  • Ensure course outlines reflect the intended assessment programme
  • Check the accuracy of the student information held on the SMS including twins, name changes, names with special characters and student addresses
  • Scholarship results release
  • Ensure students and staff are aware of the closing date for reviews and reconsiderations of NCEA external scripts
  • Publish assessment procedures for both staff and students
  • Check MOUs are in place for outside providers
  • PN seminars start
  • Provide new staff with access to the  NZQA Provider login (done by the school's EPA)
  • Complete entry of any previous year's internal results via the website before the link closes 28 February
March
  • Web Entry Schools' access opens to enter candidate and course information
  • Make sure students and staff are aware of the closing date for reviews and reconsiderations of Scholarship scripts
  • Check accuracy of markbooks for external and internal standards, including versions, against the school's consent to assess before first File Submission
  • Ensure that student details and course information are correct on the SMS. Check course names against guidelines
  • Distribute NZQA candidate information sheets
  • Remind Learning Support staff that roll-over and changed applications for use of SAC close end of term 1
  • Check if new Examination Centre Manager will be required
April
  • First File Submission to NZQA
  • Check Batch Information after file submission
  • Check Key Indicators from Provider login
  • Remind Learning Support staff that the first deadline for First Time Ever SAC applications for candidates with learning disorders is the end of term 1
  • Advertise to staff that Assessment reports are available for previous year's external assessment on Subject Resource pages
  • Public release of statistics
  • Establish the school timing for payment of fees and advertise Fees and Financial Assistance  to the school community
  • Check entries for candidates undertaking study with Te Aho o Te Kura Pounamu (The Correspondence School), a Health School or other provider
May
June
  • File Submission to NZQA. Data from this file is used to prepare NSN cards 
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • Check NSN cards and information have been received from NZQA. Distribute  to candidates
  • Make application to NZQA for candidates seeking mid-year entry to University. Contact your SRM
  • Complete Memorandum of Agreement for Rebate online
  • Ensure application for an Examination Centre Manager is completed through the Provider login Examination Centre Manager Recruitment link
July
  • File Submission to NZQA. Ensure all external entries for SAC candidates have been made
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • Submit materials for externally assessed veriifed languages (Cook Island Māori, Korean and Lea Faka-Tonga) standards for pre-assessment critique by end of term
  • Remind Learning Support staff that applications for the use of SAC by students in external assessment opens. These applications can only be processed if the external entries have been made for the SAC candidates
  • Check all entries with requests for translated te reo Māori papers or answers in te reo Māori have been flagged
August
  • File Submission to NZQA including te reo Māori translation requests. Information from this file is used to determine the quantity of papers that need to be printed
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • Advise NZQA of MCAT assessment day and the number of booklets required
  • Verify all external entries in preparation for September submission file
  • Remind Learning Support staff of the mid-August deadline for SAC applications for Specific Learning Disorders and that the ability to attach SAC for external assessment closes late August
  • Schools collect fee payment
September
  • File Submission to NZQA – ensure entries for external standards are accurate. No withdrawals from externals standards possible after 1 September as personalised papers are printed from this data
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • Make all subsequent external entries using the Late External Entry Process. Check with Learning Support staff if any are for SAC candidates. Ensure conditions are attached to their exam sessions  
  • Organise readers, writers and supervisors for SAC candidates for school and NZQA examinations, and ensure they are trained
  • Organise final collection of fees including on time financial assistance applications
  • Arrange meeting with Examination Centre Manager
  • Organise arrangements and accommodation for candidates with two-way examination clashes. Contact your SRM for the letter and organisation for any three-way clashes
  • Fees Payment due to NZQA
  • Remind Learning Support staff that the final deadline for SAC applications for Specific Learning Disorders is the end of Term 3
  • Administer Level 1 MCAT
  • Submit Request to Change Examination Centre forms as applicable
October
  • File Submission to NZQA
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • SAC applications for next year's first time candidates open
  • Make late external entries using the Late External Entry Process. Check with Learning Support staff if any are for SAC candidates. Ensure conditions are attached to their exam sessions
  • Check Billing File.
  • Candidate Admission slips received from NZQA, for distribution to candidates
  • Meet with Examination Centre Manager to confirm accommodation for external examinations
  • Finalise SAC accommodation and allocation of examination assistants such as readers, writers and supervisors with ECM. Ensure late entries for SAC candidates are included
  • Finalise arrangements to accommodate Examination Clashes and send copies of three-way clash letters to SRM
  • Applications for Derived Grades open mid-October
  • Remaind learning Support staff that new SAC applications for writer assistance close Labour Weekend. Use Derived Grade process instead
  • Organise portfolios for submission for external assessment
  • Enter provisional grades through the Provisional Results link of the Provider login for MCAT, Level 1 and 2 Visual Arts and Cook Island Maori entries
  • Submit material for verification of MCAT, Level 1 and 2 Visual Arts and Veriifed Languages (Cook Island Māori, Korean and Lea Faka-Tonga)
  • Submit Request to Change Examination Centre forms as applicable
  • Continue to process late financial assistance applications
  • Arrange Staff and Student Examination Briefings
November
  • File Submission to NZQA
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • Submit  portfolios for external assessment
  • Hold Staff and Student Examination Briefings
  • Distribute admission slips to candidates and ensure they check entries
  • Print and sign new admission slips for candidates who have had late entries
  • Prepare late entry lists for Examination Centre Manager
  • NZQA writes to candidates with outstanding fees
  • Verify that all internal results have been subject to the school's internal moderation process for reporting to NZQA and accurately recorded on the SMS
  • Enter Final Grades through the Final Results link of the Provider login for Level 1 and 2 Visual Art, MCAT and Cook Island Māori
  • Check that results from other providers have been reported with the external provider's number
  • Check that results for candidates studying with Te Aho o Te Kura Pounamu and a Health School have been reported
  • Continue to process late financial assistance applications
December
  • Final File Submission to NZQA - no withdrawals from internal standards after this date. Data file submission link closes
  • Check Batch Information after File Submission
  • Check Key Indicators from Provider login
  • Late Financial Assistance Applications close
  • Late fee applies for unpaid NCEA fees
  • Review external examination processes with Examination Centre Manager
  • Access for reporting late internal assessment results through the Add Results link of the Provider login opens
  • Applications for Derived Grades close early December
  • Complete SAC Use of a Computer in Examinations forms and give to the Examinations Centre Manager once examinations finish
  • Collect SAC use schedule and exam attendance register from ECM and discuss with Learning Support staff
  • Remove access to school secure area for staff who are leaving
  • Ensure that NZQA has up-to-date school contact details in the event that this information is needed after school closure
  • Remind staff to complete Teacher Surveys on external examinations

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