Level 3 and Scholarship portfolio submission instructions

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All NCEA Level 3 and New Zealand Scholarship Visual Arts portfolios are submitted for team marking at a central venue. 

Portfolio format requirements

Level 3 and New Zealand Scholarship Visual Arts portfolios may be submitted either as a three-panel portfolio board or as a moving image portfolio. For New Zealand Scholarship, a physical workbook is also required.

The body of work for the moving image portfolio should represent a similar amount of work as for the three-panel portfolio. The moving image submission should not be merely a digital representation of the three-panel portfolio board.

More information on specific format requirements is in the Assessment Specifications for Level 3 and New Zealand Scholarship.

Authentication of candidate work

Candidates are required to sign the Authenticity Declaration to stipulate that the work is their own. Schools are required to report to NZQA if they have concerns that any portfolio entered is not the candidate’s own. If a school cannot authenticate a candidate’s work, they should advise the candidate and complete the Breaches Report Form (PDF, 198KB) and email it to the National Assessment Facilitator for Visual Arts

Completed and signed Authenticity Declarations are to be attached (sticky tape or glue) to the left panel on the outside of each candidate’s portfolio, prior to submission to NZQA.

Processing possible authenticity breaches

If, when following the school's authentication process, a teacher has formed an opinion that candidate work is not authentic, and the candidate continues with the submission, the teacher and the Principal's Nominee must:

  • inform candidates of this process
  • download the Possible Authenticity Breach Form
  • complete the Possible Authenticity Breach Form (the candidate will be asked to respond to this form as part of any NZQA initiated breach investigation; it is a public document)
  • email the Possible Authenticity Breach From to breaches@nzqa.govt.nz
  • complete the process well before the submission date.

NZQA will initiate an investigation once the school's report is received.

Derived grade process NCEA Level 3

A derived grade may be applied for by a candidate who, after 1 October, has suffered a temporary impairment including a physical injury or an emotional trauma, which has impaired the candidate’s preparation for submission. 

The absence or impairment for the candidate must comply with NZQA’s derived grade guidelines. A candidate seeking a derived grade applies to NZQA through the school, by completing the relevant sections of the derived grade application form.

The school submits a derived grade based on an assessment of the candidate’s work to date and where the work would have reasonably been expected to be, had the work been completed.

Candidates must submit the evidence produced throughout the year. This evidence must be sent to NZQA with the school's other submission material.

Scholarship Visual Arts

There is no derived grade process for New Zealand Scholarship.

Materials for late entries

NZQA will only provide materials for entries made by 1 September 2019. If you have missed this deadline and need to make late entries, send your entry data file to NZQA, and follow the instructions below to produce temporary labels for each candidate's portfolio:

The temporary labels must include:

For outside of portfolio:

  • the candidate’s National Student Number (NSN)
  • candidate name and return address for portfolio
  • field name, eg, Photography
  • standard number
  • large 'S' to denote NZ Scholarship, if relevant.

For inside of portfolio:

  • field name, eg, Photography
  • standard number.

For front cover of New Zealand Scholarship workbook:

  • field name and standard number
  • National Student Number (NSN)
  • large ‘S’ to denote NZ Scholarship.

Temporary labels for moving image submissions are not required.

Do not attempt to create bar codes on any temporary labels. NZQA will generate new barcoded labels at the marking venue.

Submissions dispatched after 7 November 2019

Any submission dispatched after 7 November 2019 must be explained by letter from the school's Principal or Principal's Nominee.

The letter must verify that the late submission was the result of an act of omission on the part of the school and that candidates have not worked on the submission after 7 November 2019.

Letters are to be sent as a pdf to the subject National Assessment Facilitator.

Return of marked portfolios to candidates

Level 3 and New Zealand Scholarship portfolios will be returned to the candidate's New Zealand address on the label, following marking. All correctly addressed portfolios should have been returned by Christmas. If they have not, please contact NZQA Logistics.

Portfolios are dispatched progressively by field, once marked.

Moving image submissions for Level 3 and New Zealand Scholarship will not be returned.

Portfolios and workbooks returned to NZQA because of an incorrect address and unclaimed, will be destroyed at the end of June 2020. Please ensure that the personalised candidate label provided contains the correct return address. If not, cover the incorrect address with a sticky label and clearly write on the correct address.

Submitting moving image portfolios

Candidates submitting a moving image portfolio will still receive personalised/barcoded labels, but these are not required for either moving image submissions or DVDs. 

Moving image portfolios may be submitted to NZQA either on a physical DVD, or electronically via an online submission. 

Schools intending to submit a moving image on DVD are required to contact the Visual Arts Secondary Examinations Liaison Officer at NZQA to request a courier bag for their submissions, before 16 August 2019.

The online submission must be done using Google Drive. For moving image portfolio submission, schools must:

  • upload a separate moving image file for each candidate
  • upload the moving image submission on or before 7 November 2019.

Please refer to the 2019 online submission for Visual Arts Standards on the NZQA website.

Before uploading of files, candidates are advised to ensure their file will play on a different device and over multiple platforms. Uploading of files must be completed by the school on 7 November 2019. Candidates may not upload their own files.

DVD packaging and labelling

Each moving image portfolio must be written to a separate DVD. The following details must be written in permanent marker on each DVD:

  • the Candidate's National Student Number (NSN)
  • the school’s code (MOE number)
  • the standard number.

This information should also be written clearly and correctly on the outside of each DVD case.

Package each DVD in a separate case, bubble wrapped for extra protection, to ensure it arrives at NZQA undamaged. The Authenticity Declaration should be included electronically with the submission. Alternatively, a hard copy can be included, folded up in the DVD case.

If schools are submitting moving image portfolio evidence on DVDs, they should send the DVDs in an A4-size addressed courier bag, supplied by NZQA.

Schools must retain copies of all moving image submissions sent in for marking.

Courier arrangements for the submission/collection date

Schools are responsible for arranging the courier pickup of their Level 3 and New Zealand Scholarship submissions on the nominated collection date (see below). NZQA does not supply pre-paid courier tickets for the delivery of Level 3 and New Zealand Scholarship material to the marking venue.

Submission/collection date requirements

All portfolios and New Zealand Scholarship workbooks must be uplifted by the courier company the school is using on Thursday, 7 November 2019. It is the school's responsibility to contact the courier company if portfolios are not collected on this day.

Candidates or parents may not deliver their own portfolios. Portfolios must be submitted by the school.

Schools must retain the customer copy of each courier ticket attached to an art bag for tracking purposes, in the event of a delivery problem.

2019 school submission/collection dates

Level 3: Thursday 7 November 2019

New Zealand Scholarship: Thursday 7 November 2019

Reconsiderations process – Level 3 and New Zealand Scholarship

Information about the reconsideration process for Level 3 and New Zealand Scholarship will be published on the NZQA website in January 2020.

Labelling and packaging of submissions

Placement of labels

The outside address label must show the return address for the portfolio. If the printed address is incorrect, please cover it with a sticky label and write the correct return address clearly on this.

The inside (artwork side) label must display the 5-digit serial code. The correct labels must be attached to candidate portfolios as shown below.

Schools must check all labelling before sending work in for assessment.

If a candidate is entered for more than one NCEA Level 3 Visual Arts standard, please ensure that the correct label is attached to the correct portfolio, and that the labels attached to the outside and inside of the portfolio are both for the same standard. As a guide, the initial number of the 5-digit serial code indicates the field:

1 = Design
2 = Painting
3 = Photography
4 = Printmaking
5 = Sculpture.

Missing/temporary labels

If a label for a Level 3 and/or NZ Scholarship candidate has not arrived, schools should first check their entry file.  If there is no entry, the school will need to refer to the instructions for Materials for late entries to produce temporary labels for these candidates' portfolios. If an entry for a candidate exists and was submitted before 1 September 2019, contact NZQA Logistics.

Requirements for New Zealand Scholarship entries

New Zealand Scholarship entries must include both a portfolio (portfolio folio board or moving image portfolio) and an A3 physical workbook. A candidate’s submission that has been entered for Level 3 can also be entered for New Zealand Scholarship (in the same subject field), provided it is accompanied by a workbook.

Labelling requirements for New Zealand Scholarship portfolio boards
Labelling requirements for New Zealand Scholarship portfolios are identical to the labelling requirements for Level 3 portfolios, with the addition of a large S denoting Scholarship. An additional serial code label will be supplied to schools to attach to each New Zealand Scholarship workbook, as shown.

Preparing Level 3 and New Zealand Scholarship portfolios for collection

Art bags
Art bags are not provided for Level 3 and New Zealand Scholarship. Schools may not use the blue Level 1 and red Level 2 bags for submitting Level 3 and New Zealand Scholarship portfolios.

Labelling materials

NZQA will supply schools with candidate personalised/barcoded labels and 5-digit serial code labels for attachment to Level 3 and NZ Scholarship portfolio boards and workbooks for all entries received by                 1 September 2019.

If these materials have not arrived at the school by 17 October 2019, contact the Visual Arts Secondary Examinations Liaison Officer

Packing materials

Schools are required to supply their own packaging materials for Level 3 and New Zealand Scholarship submissions.

Addressing of bags for dispatch of portfolios

Submissions are to be addressed as follows:

New Zealand Qualifications Authority
C / - Naenae Badminton Hall
25 Vogel Street


Please refer any enquiries to:

Ruth Cameron
National Assessment Facilitator Visual Arts
Secondary Examinations
Assessment Division
04 463 4370
Cecilia Titulaer
Secondary Examinations Liaison Officer
Operations and Logistics
Assessment Division
04 463 3220
Katy Yung
Senior Logistics Expert
Assessment Division
04 463 3299
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