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S2009/023 - 10 July 2009Managing Examination ClashesEach year the examination timetable is developed with reference to previous entry data to minimise potential clashes. However, some candidates may still be faced with potential clashes. Subject teachers, form teachers, and deans should be aware of the impact of individual standard entries upon the examination timetables of their candidates. When making entries for external standards, schools should avoid timetable clashes wherever possible. The Key Indicators on school login pages show which students have examination clashes. In managing examination clashes, the security of the examination papers is critical for maintaining the credibility of external assessment. Good communication between the Principal's Nominee, Examination Centre Manager, candidate, and NZQA School Relationship Manager is vital. Principal's Nominees can check to see if a timetable clash is indeed an issue. For example, where a timetable clash is identified, because of the number of standards being assessed it may be possible for the candidate to sit the standards involved within the examination sessions they are scheduled to attend. Schools can use the "Suggested Times for Examination Papers", published each year by NZQA, to work out the timings for each standard for which the candidate is entered. Reference to the suggested times may indicate the number of standards entered could comfortably be accommodated within the three-hour examination session. If another 30 minutes is required because of time constraints, the School Relationship Manager must be contacted and the circumstances explained. A return email from the School Relationship Manager confirming approval of extra time to the Principal's Nominee and Examination Centre Manager will allow the candidate to complete the examination papers from two subjects within one examination session. Three-way clashes Three-way exam clashes are to be avoided if possible. The Principal's Nominee is asked to contact their School Relationship Manager in all cases of potential three-way clashes to discuss priorities and options for management of the clashes. See the guidelines. Clash letters Where the clash cannot be managed in any other way, the Principal's Nominee must provide each candidate with a letter outlining their timetable clash, how it is to be resolved and their respective responsibilities. To assist schools, a template for such a letter is available from NZQA. Your SRM will provide these as appropriate. Each candidate must sign a copy of this letter and return it to the Principal's Nominee before 5 November 2009. A signed copy must also be sent to the School Relationship Manager. A list of these candidates will be provided to the Examination Centre Manager by 2 November 2009 and confirmed by the Principal's Nominee by 6 November 2009 for the Examination Centre Manager to confirm their planning. Candidates must understand that failure to follow all procedures for a timetable clash, such as those related to supervision over lunchtime and use of the toilet, will be regarded as a breach of the Assessment and Examination Rules and Procedures. An investigation will occur and the possible outcome may be loss of results. Guidelines Generally, clashes should be managed by arranging for the candidate to sit the higher level examination at the scheduled time and sequestering (closely supervising) the student throughout the time between the morning and afternoon sessions. However, if there is a listening, speaking or performance component for an examination (e.g. Languages, Music, Scholarship Drama), that examination should be sat with the rest of the candidates in its timetabled session. See the guidelines for specific examples. Scholarship candidates In exceptional circumstances where scholarship candidates have three-way clashes with either Scholarship or NCEA Level 3 in a single day, overnight sequestering could be considered as an option to manage this clash with the approval of both NZQA and the candidate'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 not present a barrier to candidates' access to these awards. There is no overnight sequestering for NCEA candidates because of logistical constraints and equity considerations. Candidates from other schools If there are candidates who do not attend the school sitting at that school's examination centre (such as candidates from The Correspondence School) the Principal's Nominee must know what standards they are entered for and if they have any timetable clashes. Potential clashes must be investigated and management strategies considered before approval for these candidates to sit their examinations at another centre is granted.
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Page updated: 14 July 2009