EmaiLink

July 2022
NZQA Hono-ā-īmēra (EmaiLink) mō ngā kura katoa #4 -

Rārangi Take ki tēnei Hono-ā-īmēra (EmaiLink) pānui

Key Dates

PN Checklist

  • August 1 Data File

General Administration & Data

Official Information Requests

Internal Assessment Administration

  • Kaiako Tutorials
  • External Moderation

NCEA Review Pilot Assessments

  • Uploading files for moderation submissions
  • Assessment Master (AM) login credentials
  • Administrative and Submission Instructions
  • Student entries - digital flags
  • Student access - NZQA external assessment website
  • Student Familiarisation - access to past Digital Exams

External Exams Administration

  • Accessing Past Digital Exams
  • Te Aho o Te Kura Pounamu - end-of-year exam students
  • Digital Practice Exams
    • Student Login
    • Learning modules for schools participating in digital practice exams
  • Translated Papers and answers in Te Reo Data File Flags
    • Request for translation after 1 August
    • NCEA and New Zealand Scholarship English
    • NCEA and New Zealand Scholarship Te Reo Māori and Te Reo Rangatira

Special Assessment Conditions

  • Attachment of entitlements to external standards
  • External entries for SAC candidates

Reminders

  • Processes for Transferring Students to Another School
    • Students transferring away from your school
    • Students transferring to your school
    • Late External Entries for transferring candidates
  • University Entrance literacy requirements

Information For Staff

  • NCEA Me Te Whānau Workshops
  • Resources for Teachers NEW to NCEA

Key Dates

1 July

Data file submission due (correct any errors or warnings from previous submissions and send any additional candidate information in this file)

Special Assessment Conditions (SAC) - Attach SAC entitlements to external standards from now

8 July

Term 2 Ends

25 July

Term 3 Begins

Translated Papers - Check all entries requiring 'Answer' or 'Request' flags are correct for 1 August Data file

Special Assessment Conditions (SAC) - Include as many exam entries for SAC candidates as possible and continue to attach SAC entitlements to examinations.

Submission instructions published on the NZQA website for:

· Dance – NZ Scholarship

· DCAT – Levels 1, 2 and 3

· Design and Visual Communications (DVC) – Levels 1, 2, 3 and NZ Scholarship

· Drama – NZ Scholarship

· Education for Sustainability – Level 3

· Health and Physical Education – NZ Scholarship
· Languages – NZ Scholarship

· MCAT – Level 1

· Music – NZ Scholarship

· Technology – Levels 1, 2, 3 and NZ  Scholarship

· Visual Arts – Levels 1, 2, 3 and NZ Scholarship

Check 1 August file contains all known external entries (including NZ Scholarship) for SAC candidates; MCAT Level 1, 91027; and DTHM CATs

29 July

Special Assessment Conditions (SAC) - Include as many exam entries for SAC candidates as possible and continue to attach SAC entitlements to examinations.

1 August

Data file submission due.

. Used to calculate the quantity of exam papers and materials for external exams.

. Ensure that enrolment data for all international fee-paying students is included in this file.

. Check timetable clashes and confirm candidates entries.

Translated Papers – Final date for ‘Answer’ and ‘Request’ flags to be set in data file

DCAT and MCAT – Deadline for schools to advise NZQA of Assessment Day and confirm number of entries

Visual Arts: art bag order due

>General Administration & Data

Official Information Requests

From time to time NZQA receives requests from the public for information that we hold. Under the OIA we are obliged to release information in the format requested. We notify affected parties if their data is about to be released, but we are unable to customise data sets.

More about Official Information Requests can be found here.

 

>Internal Assessment Administration

Kaiako Tutorials

To assist with a range of Principal Nominee tasks, we have published a series of video tutorials for Kaiako in Te Reo Māori.

External Moderation

Anyone preparing a submission for moderation can now enter their email address to receive notification that a moderation report is ready to be viewed. The notification also goes automatically to the Principal’s Nominee.

If you select “Edit Submission” for a standard, on the moderation plan there is now a contact section where you may enter an additional email address. This is additional to main/authoriser contact section. Doing this is optional.

Please refer to the Guide to the NZQA External Moderation Application for Schools and TEOs.

>NCEA Review Pilot Assessments

Uploading files for moderation submissions

If you are uploading a file for a moderation submission and you get an Oracle Internal Server error, this indicates that the file is too large. The best option is to save the complete set of moderation materials to cloud storage, then you only need to share the link and the learner grades into the submission.

We have found that you are likely to have issues uploading files that are much more than 25MB to 30 MB in size, including videos, PowerPoint files and pdf files that may contain images.

Further, if you get this error, you should clear the cache and cookies in your browser otherwise it may keep giving you the error page even though things are fine.

Assessment Master (AM) login credentials

· AM administrators for schools/kura must use the AM credentials to access the digital assessment platform (17 May email to PNs). Supervisors must use the credentials supplied by their AM administrator (24 May email to PNs).

· You can also use the AM login link in the Education Provider Services section of NZQA’s Login Options page.

· Do not use last year’s URL/credentials or google AM (which takes you to a training site).

. [Note: The link used in the AM guides is www.nzqa.govt.nz/RASSchool. This redirects you to https://am.nzqa.sonet.com.au/login

Administrative and Submission Instructions

· Administrative and Submission Instructions for each NZ Curriculum and TMoA pilot standard will be published on the relevant Te Aka subject page (excluding Literacy and Numeracy).

· We aim to have these instructions available 4 weeks prior to an assessment date.

Student entries - digital flags

· Please ensure that the correct assessment method is flagged when submitting student entries for pilot assessments.

· The default method in the SMS is paper; please flag as digital examination or digital submission, as appropriate.

· If student entries are not flagged as digital, they will not appear on Assessment Master. Consequently, students will not be able to log in.

Student access - NZQA external assessment website

· Students new to NCEA need to create an account on the Login Options page. This should be done well before sitting an assessment.

· If they already have an account, they need to remember their username and password. They should log in and check everything is correct.

· The fastest and easiest way for students to access external pilot digital assessments is via the banner at the top of NZQA’s home page and use their student login details.

Student familiarisation - access to past Digital Exams

Accessing past digital exams is helpful when familiarising students with the Assessment Master platform. See “Accessing Past Digital Exams” for more on this.

>External Examination Administration

Accessing Past Digital Exams

Teachers can access copyrighted past digital assessments from the Provider login under ‘Access copyright past exam content and past digital exams’ and students from their student login under ‘Find past digital exams’. Being logged-in removes the need for details such as an NSN and verification code.

All 2021 past digital assessments can also be accessed from our public website using the Find past digital exams tool. Students need a log-in username and password if they want to access copyrighted digital assessment this way. Teachers can get these details for students from the Provider login for schools, under ‘Search exam material containing third party content’.

Te Aho o Te Kura Pounamu - end-of-year exam students

This information is included at the request of Te Aho o Te Kura Pounamu.

Te Kura students, who are not enrolled at another secondary school, sit their end of year exams at a school in their community. This is because Te Kura is not an exam centre.  If a Te Kura student requests to sit their end of year exams at your school, Te Kura will email you the student details, end of year external standards they intend to sit, and the online link for you to approve or decline their request. Te Kura students are expected to contact the Principal’s Nominee to discuss whether their request can be accommodated. 

Te Kura appreciates the support of schools in enabling their students to sit end of year exams.

For more information, contact 0800 65 99 88 option 3 or ncea.registration@tekura.school.nz

Digital practice exams

Information on NZQA digital practice exams can be found here.

Make entries for DPEs in your SMS, or in the School Portal for Web Entry schools (those without an SMS). DPE entries should be submitted to NZQA by data file as soon as possible, from now until 1 August. This is a new process and is no longer dependent on your digital entries for end of year exams.

Complete the Digital Practice Exam Schedule form in the Key Indicators section of your NZQA Provider Login.

Student Login

A reminder that students will use their NZQA student log-in details to access digital practice exams. They must create an account if they do not already have one. Otherwise, students should check their username and password.

If students have any problems creating or using their login, they can call the NZQA Contact Centre on 0800 697 296. Alternatively, clicking the “Chat” bot on the right-hand-side of the page enables live chat.

Year 13 students should change their email address as most schools close their email accounts at the end of the year.

Learning modules for schools participating in digital practice exams

These include how to administer, supervise and mark digital practice exams. We will contact you about how to register to access this information.

The following documents will be available via your Provider Login for download: Login credentials for Assessment Master (Administrator, Supervisor and Marker); Assessment schedules; Guides.

Translated Papers and Answers in Te Reo Data File Flags

Students must have the correct flags set against their entries by 1 August data file for translated exam papers in Te Reo Māori.

NZQA uses this data file to calculate the number of exam papers and additional materials requiring translation, and the number of interpreters that are likely to be required for marking.

We recommend you set these flags in earlier data file submissions.

There are two types of flags:

· Te Reo Māori paper flag for candidates who would like a paper translated into Te Reo Māori for a standard; and

· Te Reo Māori answer flag for candidates who will answer wholly or partly in Te Reo Māori.

If candidates from your kura/school expect to receive an exam paper in Te Reo Māori, and will also answer in Te Reo Māori, both flags must be set.

The list of subjects that can be translated into Te Reo Māori is found here.

Request for translation after 1 August

Schools may be invoiced if additional expenditure is required to produce a translated paper after the 1 August file has been processed. Requests made after this date may not be able to be met.

NCEA and New Zealand Scholarship English

Flags cannot be set for any NCEA Level 1-3 English standards or New Zealand Scholarship English as these standards require a response in English.

NCEA and New Zealand Scholarship Te Reo Māori and Te Reo Rangatira

For New Zealand Scholarship and NCEA Levels 1, 2 and 3 Te Reo Māori and Te Reo Rangatira exams, the titles, instructions, and questions will be in either Te Reo Māori or in English.  All answers are to be written in Te Reo Māori unless candidates are otherwise instructed.

>Special Assessment Conditions

Attachment of entitlements to external standards

This facility for 2022 examinations opened on 1 July.

External entries for SAC candidates

Please ensure that as many entries as possible for external standards for SAC candidates are submitted in the 1 August datafile. This will facilitate the attachment of entitlements and the planning for personalised papers for these candidates.

If any of your SAC students require Braille papers for exams, please ensure that their entries for external standards are submitted now. SAC needs to be attached to the exam sessions as soon as possible.

This must be completed by Friday 5 August. No SAC applications for Braille papers will be able to be approved after this date. There is considerable work and time involved in creating Braille  papers.

>Reminders

Circulars (available online only)

Processes for Transferring Students to Another School

Students can only have one active secondary school enrolment with NZQA each year.  This means that when a student transfers schools the following procedures must be followed.

Students transferring away from your school

·  The new school should request from your school a full transcript of the transferring student's results for the year.

·  When making an enrolment for the student with NZQA, these results need to be reported using your school’s provider code to ensure the correct school is responsible for moderation. 

·  If unsure of the destination school, update ENROL with the leaving reason, but leave the NZQA enrolment active in your SMS. 

·  The new school needs to make entries for standards the student will complete for in the remainder of the year, including external assessment.

A list of contacts for Principal’s Nominees can be found in School’s Administration in the Provider Login.

A candidate's previous results, qualifications and endorsements can be obtained using the Candidate Results from Other Providers link in the Provider Login.

Students transferring to your school

· The previous school is responsible for ensuring they withdraw all entries and the NZQA enrolment once they are confident the student has been enrolled with NZQA by your school. 

· When requested, the previous school must send your school a full transcript of the transferring student's results for the year.

Late External Entries for transferring candidates

· Students who transfer after 1 September will not have personalised papers at the new examination centre.

· The new school will need to follow the Late Entry process which includes adding the details of entries to the data submission but also requesting papers for the student.

University Entrance literacy requirements

On 31 December 2021, thirteen standards were removed from the list. An additional fifteen standards no longer count for one of either reading or writing. The list of these changes is available on the NZQA website.

The registered numbers of all assessment standards that currently contribute to UE literacy requirements are listed on the NZQA website.

This may impact upon student's being awarded UE as all requirements must be met at the time of the award.

More information

To find out more about the periodic review and resulting changes, go to the NZQA website.

>Information For Staff

NCEA Me Te Whānau Workshops

NCEA me te Whānau workshops are currently being offered to schools. Book a workshop with us by completing our Registration of Interest form.

For more information on our workshops, feel free to visit our website or email nceametewhānau@nzqa.govt.nz

Resources for Teachers NEW to NCEA

A PowerPoint and an accompanying handbook can be found under Seminar Resources on the NZQA website.

 

>PN Checklist

August 1 Data File:

Please Ensure:

· The file contains all known external entries (including NZ Scholarship) for:

o   SAC candidates

o   MCAT Level 1, 91027

o   DCATs

· Students have the correct flags set against entries for translated exam papers in Te Reo Māori.

· External standards for SAC candidates are submitted

· External Assessment entries for SAC candidates requiring Braille
. Check for examination timetable clashes and confirm candidates’ entries

NCEA Pilot Assessments: ensure that the correct assessment method is flagged when submitting student entries for pilot assessments.

 
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