NZQA’s Derived Grade Team evaluates all applications based on the evidence provided by the candidate against the derived grade eligibility criteria.
On this page
Making a candidate application
The school makes the application on behalf of the candidate through the online portal.
What schools need to do
When making an application schools need to:
- consider the information provided within the candidate’s application against the derived grade criteria to determine if it meets the criteria, to support or not support the application, as appropriate
- ensure sufficient detail is provided in the on-line application to enable NZQA’s Derived Grade Team to evaluate the application against the eligibility criteria
- ensure only the dates identified by the medical practitioner/professional are applied for
- provide additional information promptly when requested by the NZQA Derived Grade Team.
Essential information to include
Essential information to include in the online application is:
- date of the onset of the illness, injury, trauma or event
- date of visit to medical or independent professional
- description of diagnosis OR description of trauma or event as detailed by medical or independent professional
- impact of impairment as indicated by medical or independent professional
- dates candidate is impacted as detailed by medical or independent professional, evidence or as pre-approved.
Evidence you need to include
Credible evidence has to be provided to support any derived grade application.
The author of any supporting document needs to be independent and suitably qualified to justify the application.
Supporting evidence needs to confirm a medical diagnosis from a consultation at the time of the examinations or an event happening and its impact on the candidate.
The evidence must identify the period affected (from when to when) and be gathered at the time of the examinations.
Examples of evidence
Some possible examples of evidence that can be used to support an application include:
Medical or Trauma
- Hospital discharge
- Report or certificate from a registered independent medical professional such as:
- doctor or doctor’s practice nurse
- school nurse
- counsellor, school counsellor
- social worker
- Attestation from Principal’s Nominee or Exam Centre Manager (e.g. that student vomited/fainted at examination.
Event or Misadventure
- Police or traffic report
- Order of funeral service or death notice
- Newspaper report of event e.g. house fire at student's home
- Confirmation from Principal’s Nominee that:
- student's parent died
- bus student involved in accident.
For events occurring in the period immediately prior to the examination, the candidate must establish that effective preparation was not possible in the week before the examination and provide evidence that they were under continuous and well-documented care by a registered professional.
If in doubt, Principal’s Nominees should contact NZQA for advice.
The appeal process
Declined decisions
NZQA reserves the right to decline derived grade applications that do not meet the eligibility criteria. The candidate and Principal’s Nominee will be informed in writing of a declined decision.
All declined applications are peer reviewed, and so reflect the decision of 2 members of the NZQA Derived Grade Team.
A declined decision can be appealed
The process to appeal a declined decision is provided in the notification to the candidate that their application has been declined.
A candidate can appeal a declined derived grade application within 15 days of being notified by:
- informing NZQA, in writing, that they wish to appeal the decision using the process outlined in the decline letter, and
- providing additional information to support the original application.
The candidate appeals the declined decision to NZQA, not the school, although the candidate may come to you for assistance with this.
If the candidate is unhappy with the outcome
If the appeal is declined and a candidate is not satisfied with the outcome they can write to the Chief Executive within 15 days of the date of the notification requesting a Review of the Appeal Decision.
The Chief Executive’s decision will be final.
The different roles in the application process
| Who | What they need to do |
|---|---|
| Candidate | Is the applicant. They or their parent are required to sign the application form. Provide documentary evidence to support their application. Ensure their application and supporting evidence is handed to Principal's Nominee by the due date. |
| School | Provide accurate advice to candidates and caregivers on the derived grade process and eligibility criteria. Use NZQA eligibility criteria to support or not support an application. Make the application on behalf of the candidate using the NZQA online process, whether they support the application or not. Ensure the candidate or parent signs the application. Ensure only assessments falling within the dates identified by the medical practitioner or independent professional or as pre-approved are applied for. Collect application material and submit it by due date. Submit grades based on authentic, standard-specific evidence that have been quality assured. Collect and supply, in a timely manner, additional information to support applications if requested by NZQA. Hold application material for 12 months for audit purposes or to provide to NZQA on request. |
| NZQA Derived Grade Team | Consider all applications including information supplied by the candidate and school against the derived grade eligibility criteria. Inform candidates and Principal's Nominee where an application is declined and their right of appeal. |
| NZQA Derived Grade Appeal Team | Manage the appeal process. Inform candidates and Principal's Nominee if appeal is upheld or declined and their right to seek a review of the decision by the Chief Executive. |
| Chief Executive Review | Manage the review process. Inform candidates and Principal's Nominee if the review is upheld or declined. Decision is final. |
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