Derived Grade Updates

October 2022
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Derived grade update #2

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

2022 Derived Grade timelines

Topics in this Update

• Reminders from Derived Grade Update #1
• Managing student/ākonga absence due to COVID-19
• The outcome of a derived grade application is visible in the Derived Grade Listing link
• Derived grade application reminders and clarifications
• Requests for additional information to support an application
• Events during NCEA examinations
• Why derived grades might be declined
• Late derived grade application process
• Securing application forms and restricting access to derived grade information

Reminders from Derived Grade Update #1

· Actual authentic standard-specific evidence must be collected for a derived grade in case it is needed for an individual student or at scale in 2022.

· Evidence of a quality assurance process, using a grade verification or justification process is required to confirm the derived grade is credible. See this circular.

· Ensure mark books are set up to enable derived grades for an unexpected event to be submitted

· Level 1 and 2 Visual Arts – schools apply their late assessment policy. See Administrative Guide for further detail.

· Level 1 MCAT schools apply their missed assessment policy. See Administrative Guide for further detail.

· Level 1, 2, and 3 Digital Technology (DCAT) use the derived grade application process.

· For portfolio submission subjects, the temporary impairment must occur after 1 October.

· Injuries to an arm or hand prior to 1 October are managed through Special Assessment Conditions; for injuries after 1 October the candidate should apply for a derived grade.

Managing student/ākonga absence due to COVID-19

The derived grade web pages have been updated with a reference to COVID-related isolation and long COVID.

Students / ākonga required to isolate because they have COVID-19 and are unable to sit their Common Assessment Activity or examination(s) should apply for a derived grade. The Principal’s Nominee can complete the derived grade application form on behalf of the student / ākonga and attest to the evidence provided to support the application.

Evidence could include, for example, a text of the PCR result, text from Ministry of Health acknowledging Covid report, photo of the positive RAT result. Please note: household contacts may not apply for a derived grade as they are no longer required to isolate.

The outcome of a derived grade application is visible in the Derived Grade Listing link

Principal’s Nominees can view the outcome of derived grade applications in the Derived Grade Listing link in their school’s secure Provider login.

Derived grade application reminders and clarifications

· A candidate specifies the standards being applied for and can choose not to apply for a standard where a Not Achieved grade would be reported.

· Schools should submit all applications received whether they support them or not.

· A medical certificate from a doctor will only meet our information requirements if it states the evidence requested on the application form; that is, dates, diagnosis and extent of impairment. We will request this information if it is not provided with the application, which will delay processing.

. Applications are evaluated against the eligibility criteria and guidelines.

. Use the derived grade web pages to provide guidance on the eligibility criteria to parents and candidates.

Requests for additional information to support an application

The Derived Grade Team will contact Principal’s Nominees when they require further information to confirm that an application meets the eligibility criteria. Please ensure the additional requested information is provided in a timely manner to avoid delays in processing.

Events during NCEA examinations

The following are not normally grounds for a derived grade:

· a disturbance during the playing of an audio file. The file is played a number of times to mitigate a brief interruption.

· fire alarm sounds. Schools and ECMs use other procedures when this happens.

· candidate contends the teacher did not cover / teach the work. This should be investigated at school level.

· digital examinations when a student / ākonga has to move to paper because of a technical issue. Students / ākonga are aware of this process prior to examinations.

Why derived grade applications may be declined

The NZQA Derived Grade Team evaluates the evidence provided against the derived grade eligibility criteria and guidelines. To ensure an application is approved, provide:

. the date of the onset of the illness / injury or trauma / event.
. the date of visit to medical / independent professional.
. sufficient description of the diagnosis OR trauma / event and impact on the student’s functional ability to undertake the examination.

Applications are declined because:

. they do not meet the eligibility criteria.

. insufficient information is provided to confirm that the application meets the eligibility criteria.

When an application is declined:

. we email the candidate (with a copy sent to the Principal's Nominee), so please ensure the candidate's email address is provided on the application form.

. candidates can appeal directly to NZQA.

Late derived grade application process

NZQA may accept late applications after the specified closing date, for circumstances beyond the control of the student / ākonga. The Principal’s Nominee should contact the Derived Grade Team derivedgrades@nzqa.govt.nz or their School Relationship Manager to discuss the reason for the late application and request a late application form. Please note: no application can be accepted after results have been released. (Assessment Rule 7.1.5 (h)).

Securing application forms and restricting access to derived grade information

The information contained in a student’s / ākonga application is private and sensitive. Please ensure application material is kept secure. Amend the online security access of staff, as appropriate, using your Electronic Provisioning Authority (EPA).

Links to common questions

· What is a temporary illness / injury or a significant event / condition? 

· What if a student has been unwell for over a month or has an ongoing condition?

· What is the eligibility criteria for national representation?

· What can be used for evidence to support an application?

· What do I do when a student experiences the death of a relative or close friend?