Briefing school staff

Find out more about what the Examination Centre Manager will brief school staff on before exams

The Principal’s Nominee (PN) should brief school staff to ensure the smooth running of examinations. The following information should assist staff in preparing for exams.

The PN, Examination Centre Manager (ECM), Exam Centre Officers (ECOs) and office staff should all know what to tell students who arrive without an admission slip.

Briefing teaching staff

Exam room preparation

Ensure that teaching staff:

  • are aware of rooms or areas where and when exams are being held and arrange furniture as appropriate, in the week prior to exams starting.
  • remove, or securely cover, all material in exam rooms, such as books, posters, loose refill paper, or student work. This excludes school crests, images of Tupuna or school luminaries.
  • are advised daily where exams are being held and who is on duty.
  • assist with keeping exam areas quiet during intervals, lesson changeovers, and after school.
  • know that it is a breach of NZQA exam rules to enter or attempt to enter any room when an exam is being prepared for or is in progress. Any such breach is investigated by NZQA.

What to provide the ECM and the PN

Ensure that teaching staff:

  • understand that contact with the ECM is through the PN and not directly by staff members.
  • know that exam papers will only be released by the ECM to the PN at their discretion. Papers are available online no later than two working days after the examination day. Any exams with third-party copyright material are available from the school’s secure login.
  • provide the ECM with any subject-specific resources, as detailed in their exams' specifications.

Clear calculator memories

Teaching staff should assist supervisors by clearing calculator memories before exam sessions where their use is authorised.

Technicians and assistant for digital exams and SAC

Ensure that teaching staff understand that during the examination period, technicians will be required to support digital exams, candidates requiring special assistance conditions and exams using specialist equipment.

School alarms and access

Teaching staff should be familiar with school alarms and access if visiting the school when exams are taking place.

Briefing office and technical support staff

Ensure that office staff are:

  • provided with a copy of the examination timetable and exam room locations.
  • able to direct late arrival or lost candidates to the information area or exam room.
  • informed that there may be candidates from other schools sitting exams on-site. Ask the office staff to direct these candidates to the information area or correct exam room.
  • made fully aware that they must sign for but not open any mail, courier bags, or boxes addressed to the ECM.
  • fully aware of the protocol for promptly delivering material addressed to the ECM and that this may be required urgently.
  • briefed on the protocols for securing materials addressed to the ECM in a lockable room, cupboard, or safe if the ECM is not on-site.
  • familiar with the process for managing candidates who arrive without an admission slip and require a replacement.

Briefing property manager, caretaker and grounds staff

Ensure that the Property Manager, caretaker, and grounds staff are:

  • briefed about requirements and movements for the examination period, including furniture, room usage, and set up, and alarms.
  • aware that noisy activity, including any renovations or lawn mowing, should stop during examination time in the vicinity of the examination rooms.
  • to check any building or grounds renovations planned for the school, or planned for the vicinity of the exams, and ensure these will not create noise or disruption or are rescheduled.

Briefing technical support

Ensure that staff providing resources or technical support are:

  • briefed about specific requirements for the exam period, including when and where the exams are to be held.
  • timetabled to provide technical support during relevant exam sessions: digital exams, the recording of performances or speeches following NZ Scholarship Drama and language examinations (and forwarding these to the PN for upload) and computer use by special assessment condition (SAC) candidates.
  • aware that when they are timetabled, they are on-site and readily contactable.

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