Derived Grade Updates

November 2021
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Derived grade update #2

Derived Grade Updates are available in the derived grade section of your school’s Provider Login and complement information on the NZQA website.

Updated 2021 Derived Grade timelines

The derived grade application form has been updated to reflect the change to the examination timetable. Make sure you update the forms available for staff and students.

Topics in this Derived Grade Update

• Reminder of derived grade information provided in EmaiLink #6
• When to enter pre-approved derived grade applications in the online tool
• Managing COVID related derived grade applications for examinations
• Changes to the on-line derived grade tool
• Derived grade application reminders and clarifications
• Information for portfolio and submitted subject teachers
• Managing assessment programmes for students known to be unwell
• National representation – the derived grade process and eligibility criteria
• Process for declining an application
• Checklist of things to do

Reminder of derived grade information provided in EmaiLink #6

Refer to EmaiLink #6 for derived grade information on:

• Gathering school-based evidence for externals
• Report showing Unexpected Event Grades submitted to NZQA
• Pre-approval process for a derived grade due to the change in the 2021 examination timetable
• Managing student absence from MCAT
• Availability of derived grades when students travel overseas
• Changes to the date for injuries to an arm/hand prior to a student’s exams

(EmaiLinks are available in your Provider Login)

Derived grade applications not required for Alert Level 3 Northland, Auckland and Waikato students

A separate derived grade application process for non-Covid related reasons is not required for Alert Level 3 students in Northland, Auckland and the Waikato schools where they are absent from their examination or their performance is impaired.

NZQA will automatically apply the UEG provided by the school to these students’ examination entries.

Derived Grade information for students outside of Alert Level 3 Northland, Auckland and Waikato schools

Students who attend schools outside of the Alert Level 3 areas must follow the usual derived grade process and make a derived grade application to NZQA if they cannot attend an exam or their performance is impaired.

Managing COVID related derived grade applications for examinations

An application for a COVID related derived grade can be made to NZQA for any student who is unable to sit an external exam because they:

• are isolating or staying at home following Ministry of Health guidelines, including having a COVID test
• demonstrate COVID symptoms at the exam and are refused entry
• have a medical condition or compromised immunity as per Ministry of Heath guidelines
• are locked down in a region while their enrolled school is not.

The process for these applications has been simplified, including using a spreadsheet for your records instead of requiring the student to complete an application form.

Make the application using the Derived Grade Tool in the school’s Provider Login.

 All other medical, trauma, event and misadventure applications must use the normal derived grade process, including completing an application form and providing supporting evidence.

Changes to the on-line derived grade tool

Several changes have been made to the on-line derived grade tool in the provider login.

• Decisions on the outcome of a derived grade application are now visible through the Derived Grade Listing link. The attached appendix provides details on the change in visibility.
• Use the Derived Grade Listing link to monitor the outcome of derived grade applications. Where requests for further information are listed, the school must scan and send a copy of the student’s application form to derivedgrades@nzqa.govt.nz before we can make a decision on an application.
• Schools are no longer required to notify us of a change to an application, as these are visible to us.

When to enter pre-approved derived grade applications in the online tool

Principal’s Nominees should enter applications online only once they have evidence the student attended the commitment they have been pre-approved for.

Pre-approval confirms a student’s application will be approved. If the commitment is cancelled or does not go ahead, students must sit their examination.

Derived grade application reminders and clarifications

• It is the candidate who should specify the standards they are applying for so they can choose not to apply for a standard where a Not Achieved grade would be reported.
• Please submit to us all applications you receive from students, whether you support them or not.
• A medical certificate will only meet our information requirements if it includes the evidence required on the application form i.e. dates, diagnosis, extent of impairment.
• The NZQA Derived Grade Team evaluates all applications against the eligibility criteria to determine the outcomes.
• Use the derived grade web pages for guidance on the eligibility criteria to parents and candidates.
• Use the Derived Grade Listing link in your provider login to see the outcomes of a derived grade application.

Information for portfolio and submitted subject teacher

Applies to:

• Levels 1, 2 and 3 Design and Visual Communication and Technology
• Level 3 Visual Arts and Education for Sustainability

See the Submission Instructions on the individual subject pages for detail of the specific derived grade process. These follow the principles that:

• Standard-specific work demonstrated in the portfolio and other relevant student work can be used to determine the derived grade.
• There must be sufficient evidence available to confirm the student can perform at the level of the derived grade submitted.
• A portfolio must be submitted to be eligible for a derived grade.

Auckland, Northland and Waikato L3 schools should refer to information sent to them by NZQA

Managing assessment programmes for students known to be unwell

For students suffering from an on-going illness, condition or trauma, the primary focus should be on providing the best possible conditions for the student to get well or recover.

Consider whether requesting Special Assessment Conditions, such as isolated or small group accommodation, will better help students to manage any ongoing health issues.

National Representation – the derived grade process and eligibility criteria

Derived grade approval for National Representation requires the registered National Body to confirm the candidate has been selected to represent their country in a nationally selected team.

Use the pre-approval process to confirm for the candidate that their activity meets the eligibility criteria and the examination sessions that a derived grade is available for.

Process for declining an application

• NZQA declines applications where:
  • they do not meet the eligibility criteria
  • the evidence provided does not confirm the application meets the eligibility criteria.
• All declined decisions are peer reviewed within NZQA.
• Where an application is declined the candidate is informed by email (with a copy to the Principal’s Nominee) so please ensure the candidate’s email address is provided.
• Candidates can appeal declined applications directly with NZQA.