Exam Centre Manager Website User Guide Updated 2017
Exam Centre Manager Website - User Guide The Exam Centre Manager website has been designed to assist exam centre managers in planning for and managing exams. An exam centre manager is able to undertake the following tasks using the website: Maintain personal details Indicate the preferred address for delivery of exam booklets Indicate the preferred method of pick up of exam booklets Advise NZQA of receipt of exam papers Manage the rooms that will be available for exams during the examination period Manage supervisors and other exam centre staff Identify supervisor police vet status View the most up-to-date number of candidates for each exam session, including numbers of SAC candidates and those with digital entries Allocate candidates to rooms Identify and allocate candidates special assessment requirements Identify and allocate resources to manage exam clashes Assign supervisors to rooms Review the sessions worked by each exam centre staff member Enter claims for supervisors Review and maintain the exam plan as entry numbers alter leading up to the examinations. NZQA Assistance Need further help? For assistance or enquiries please contact: Bianca Muollo on (04) 463 4238 bianca.muollo@nzqa.govt.nz or Helen Cartmell on (04) 463 3172 helen.cartmell@nzqa.govt.nz or Richard Cole on (04) 463 3059 richard.cole@nzqa.govt.nz or The NZQA Helpdesk on (0800) 697 296 1
Logging in If you do not have an NZQA login, or if you have forgotten your username or password, please contact NZQA for assistance (see page 1). Most ECMs will be able to use the same username and password as they did last year. Step-by-step instructions to logging in: 1. Open your web browser (eg, Internet Explorer, Chrome, Firefox). 2. Type the following into your browser address field: http://www.nzqa.govt.nz/ 3. Once on the NZQA homepage, click on the LOGIN button in the top right hand corner of the window. 4. Click on the All other users Login link. 5. Type your username into the Username field and your password into the Password field. Click on the Login button. If your login doesn t work, or you are re-diverted to an error message, or you are locked out after three attempts, please contact NZQA for assistance (see page 1). 2
User Home 1. Below is a screen shot of your User Home page 2. At any point, to navigate back to this page, click the Home link. 3. Click on the Exam Centre Manager Home link to reach your ECM Home page If the Exam Centre Manager Home link (circled) does not appear on your user homepage, please contact NZQA for assistance (see page 1). 3
Step-by-step instructions to check and change your contact details 1. From your Exam Centre Management Home page, click on the Contact details link. 2. Ensure your name is correct. If it isn t, contact NZQA. 3. Use the Edit or Delete buttons to make any changes to your personal details. 4
4. Once any changes have been made click on the Save button. To cancel, click on the Contact details page link. 5. Ensure you have at least one contact phone number. It is essential to have a cell phone number as NZQA will use this to send text messages in the event of an emergency. To add a new phone number, click on the Add a phone number link. 6. Click on the drop-down box to select the type of phone number you are adding. 5
7. Enter the phone number and click on the Save button. To cancel, click on the Contact details page link. 8. Your phone number will now be added onto your contact details page and you can edit or delete this as required. 9. Ensure you have at least one email address entered. To add a new email address, click the Add an email address link at the bottom of the screen. 6
10. Click on the drop-down box to select the type of email address you are adding. You will be given the choice of Home / Work / Alternative 11. Enter the email address and click the radial button to show whether it is your preferred email address or not. Click on the Save button. To cancel, click on the Contact details page link. 12. Your new email address will appear your contact details page. You can edit or delete this by clicking on the Edit or Delete links respectively. Addresses All Exam Centre Managers are required to check that their addresses meet NZ Post address standards. This ensures that examination papers are delivered securely and picked up from the correct location. Your addresses must be checked on your Contact Details page. At the bottom of this screen you will see any addresses entered in NZQA s system. It is essential you have at least three addresses: Delivery Home Pickup 7
Address Delivery address (must be a physical address, not a PO Box or Private Bag) Home address (must be a physical address, not a PO Box or Private Bag) Pickup address (must be a physical address, not a PO Box or Private Bag. Purpose This is the address to which exam papers will be delivered by courier in October. It must be secure. If you enter your home address then you, and no one else, must sign for the delivery of exam papers. If you enter your exam centre (school) address, this must include the name of your exam centre in the first line. The office staff may sign for the delivery and secure all boxes. NZQA will deliver your administration materials to this address. These will not be a secure delivery. This is the address from which the courier will pick up each day s exam papers. If you enter your exam centre (school) address, this must include the name of your exam centre in the first line. The office staff may sign for the delivery and secure all boxes. To enter or check a non-school address (eg, home): Click on Edit next to the address Start typing your address in the new Address Search box at the top of the screen Select your address from the drop-down list of options provided by NZ Post. The selected address will automatically populate the address and postcode fields below. Please accept any new address even if it looks exactly the same as the one currently showing. If your address does not appear in the Address Search box, please contact NZQA. Address Search box Entering a school address for delivery or pickup If you are having exam papers delivered to or picked up from a school address you cannot enter the school name in the Address Search box. In order to enter a school address, you must check the School Addresses for ECMs 2017 spreadsheet which is accessible via the link under School Addresses on your ECM Home Page. Once you have identified your school on the spreadsheet: enter the school name in Address Line 1 enter other address details into the correct lines using the spreadsheet column headings to assist check your spelling carefully. 8
13. If your postal address is not the same as your home address (for example, you have a Private Bag or PO Box), or if you would rather non-secure mail was delivered to an address other than your home, you will need to add a postal address and indicate this as your preferred address. To add a new postal address, click on the Add an address link. 14. Click on the drop-down box and select Postal as the type of address you are adding. Use the Address Search field to start typing your address and follow the steps above. 15. Your postal address will now be added onto your contact details page. You can edit this by clicking on the Edit link. 16. You may also change your Delivery and Pickup addresses via the links on the left-hand. If you need to make changes to your Delivery or Pickup address after September you must contact NZQA immediately as well as enter the changes under your Contact Details. 9
Exam Centre Management Home 1. Use this left-hand list of links to navigate around this site. Step-by-step instructions to download a video or document 1. On the main screen of your homepage, you will see a list of videos and documents. To download one of these, click on the blue link, for example KS 2 KiwiSaver Deduction Form. 2. The document will open and you will be able to print or save it to your computer. The documents listed on your home page are for you to download and print if you run out need replacements quickly. If you need larger volumes, and there is time to order these, contact Paul O Connor at NZQA (paul.oconnor@nzqa.govt.nz or 04 463 3003). Please ensure you watch both videos as soon as possible. 10
Checking your financial details 1. Click on the Bank Account and IRD Details link. 2. Ensure all your financial details are correct 3. If any of the above are incorrect, contact NZQA as soon as possible. 4. To return to your ECM Home Page click on Back to ECM Home. 11
Step-by-step instructions to confirm receipt of examination booklets 1. As soon as you have received and checked your boxes of exam papers you must advise NZQA via the Booklet Receipt Confirmation link. 2. Click on the link. 3. Check boxes (either or both) to indicate: All parcels have been received and without damage. All signature-required parcels were signed at the time of receipt from the courier by yourself if at home or by office staff at school. 4. Enter the date you received the exam papers 5. Click on Submit. 12
Step-by-step instructions to manage your Supervisors 1. Click on the Select Supervisors link. 2. The Supervisors from last year will now appear. The example below has had contact and financial details removed. 3. Review your list of Supervisors for the current year. 13
4. To remove a Supervisor from the list, click on the Remove link. 5. Click on the Continue button to confirm that you want to delete the Supervisor. To cancel, click on the Cancel button. 6. To edit a Supervisor s details, click on the Supervisor s name link. 14
7. Ensure the Supervisor s Title, First Name, and Last Name are correct. If not, please amend these. 8. Ensure the Supervisor s IRD number, Bank Account and Tax Code and are correct. 9. If they are not, you must contact NZQA as you may not edit these. An updated IR330 must be sent if a tax code needs changing. A bank deposit slip (or other official documentation from a bank containing the account number) must be provided if a change to a bank account is required. 10. Ensure that the Supervisor s Street Address is correct. Start entering their address in the Address Search field and click on the correct address. All other address fields will be populated. 15
11. Check supervisor phone numbers and amend if required. At least one phone number must be provided. 12. Check your supervisor has an email address. If you are amending an existing supervisor s details you will be unable to save these if an email address is not entered. Adding a new supervisorto add a new Supervisor to the list, click on the Add a new Supervisor link at the bottom of the screen.. 13. Enter the person s last name and first name into the Last Name and First Name boxes, respectively. Click on the Search button. 16
14. A list of people matching the searched name will be displayed. To cancel, click on the Back link. 15. If the person you are searching for is displayed, click on the Supervisor s name link. 16. Make any required change to their details or add their details by following the previous steps for editing a supervisor s details. 17. Click on the Save button. To cancel, click on the Back link. 18. Once any changed have been made to the supervisor list CLICK ON THE SAVE LIST BUTTON at the bottom of the supervisor list screen. If you do not do this, the new supervisor or any amendments will not save to your list. 17
19. If the person you are searching for is not displayed, click on the Click here link. Edit each field for the new supervisor by following the previous steps. 20. If the new supervisor is being paid by NZQA, click on the Supervisor/EA PAID Worker Type button and enter their financial details. You must enter these or you will be unable to save the supervisor to the system. 21. If the person being entered is not being paid by NZQA (this will be an exam assistant who is employed by the school during exams) then check the EA NOT PAID box. 18
22. The following text will appear, indicating you do not need to fill in any financial information for this non-nzqa paid person. Emailing Supervisors 23. To email an individual supervisor click on the email icon next to their name in the supervisor list. An email window will open, containing their email address. 24. To email all supervisors (who have an email address) in one go click on the Send email to all Exam Centre Supervisors link at the bottom of the supervisor list. 19
Monitoring Police vet status of your supervisors 1. To see whether or not any returning supervisors have a valid Police vet check for the current year click on the Police Vetting link. 2. A list of all supervisors will appear indicating whether they have a valid Police vet or not. Those without, must complete the Police vet process if they wish to supervise. 20
Step-by-step instructions to manage your Exam Rooms 1. Click on the Exam Rooms link. 2. To edit an existing exam room, click on the exam room name link eg, English office. 21
3. Make the required change(s) and click on the Modify Room button. 4. The change(s) will be displayed. 5. To delete an existing exam room, click on the exam room name link. 22
6. Click on the Delete this room link. If you are certain you wish to remove the room click on the Delete Room button. 7. To add a new exam room, scroll to the bottom of the list of rooms. 8. Enter the Room Name and Room Capacity into their respective mandatory field boxes. You can also enter the Room Location, and add notes in the Other room information field. 9. Click on the Add Room button. 23
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Step-by-step instructions to manage your Exam Planner 1. Click on the Exam Planning link in left-hand menu bar. 10. Your main exam timetable view will be displayed. This overview of the exam timetable indicates: which exams are being sat during which sessions (AM or PM) how many candidates are entered for each exam (black numbers in brackets) how many candidates have not yet been allocated to a room (red numbers in brackets) how may Special Assessment Conditions (SAC) candidates there are for the exam (S )followed by a number in brackets eg, (S) (4) how many digital candidates there are for an exam (D) followed by a number, eg, (D) (20) whether there are any exam clash candidates C the status of your planner eg, Not planned, approved the total number of staff you have allocated to all exams, by role See screen shot on next page. 25
Exam sessions AM and PM Number of candidates in exam (black) No staff have yet been allocated to supervise exam sessions or work with SAC candidates. Number of candidates not allocated to a room (red) One or more candidates have an exam clash (C) Special Assessment Conditions (SAC) candidates in this exam (and number) (S) (3) Digital candidates in this exam (and number) (D) (10) Session status currently no planning has taken place 26
11. To plan an exam session, click on the AM or PM link of the session. 12. The session view will be displayed. It will show the following: Exams for the session and total number of candidates for each eg, NCEA L1 Drama = 73 All the rooms entered earlier ready for selection. Details of roles being used for exam (only ECM yet allocated) Box to check if ECM will be one of the session supervisors Links to move to previous or next exam session 13. Start planning by selecting rooms to be used for the session. 14. From the room list click on the first room being used, hold down the CTRL key and select other rooms from the list. 15. Once all required rooms have been highlighted click the Select button 27
16. Exam rooms will appear on the planner once selected. See below: 17. If any of the selected rooms are being used for SAC candidates who have Isolated Separate Accommodation / grouped with others using a computer OR are being used for digital exams, please check the relevant flag to indicate this. 18. To remove a room from the planner check the box next to the room you wish to remove: 19. Click on Save at the bottom of the screen and the room will be removed from the planner. 20. Next, enter the number of candidates to sit in each room for each subject. 21. Enter the number of supervisors/exam assistants, and relief supervisors (this number may include the ECM) to supervise in each exam room by typing the number into the box under the relevant role. Note the following: In a Hall or large capacity room, the ratio of supervisors to candidates is1 to 35 In a classroom the ratio of supervisors to candidates is1 to 25 Exam Assistants are allocated to candidates who have been approved a reader, a writer or a reader/writer etc. on a ratio of 1 Exam Assistant to 1 candidate. A relief supervisor (paid for half a session) may be allocated in PM sessions if the ECM is the sole supervisor. If a relief supervisor is required in other situations this must have NZQA approval. 28
22. The screen below shows candidates and supervisors entered into rooms after saving. The 73 NCEA L1 Drama candidates in ELT have 3 supervisors (1:35 ratio) The 8 NCEA L2 Japanese candidates are in a separate room with one supervisor as they will listen to a recording (1:25 ratio). The 7 Scholarship Chinese candidates are in a separate room for the first two hours of the exam, with one supervisor as they will listen to a recording (1:25 ratio). In addition, these candidates must complete a speech in the final hour of the exam. Rooms TT301, TT303 and TT304 will be used for the recording of speeches (ratio 3 candidates per room for Scholarship Language recordings). As recordings take place in the final hour of the exam Relief Supervisors are used as they are paid for half a session. 23. If you are entitled to an Assistant Manager for a session, enter the number in this box. For information on Assistant Manager entitlement, please read your Exam Centre Manager Instruction booklet. 24. Add any notes relevant to the session, especially notes which advise NZQA of decisions made which are outside what will automatically be approved. For example: give reasons for use of additional supervisors, reasons for ECM not supervising when this would normally be a requirement, etc. 29
25. Once you are happy with the planned session, click on the save button again. Check that the numbers showing the Difference (unallocated) in red all show zero. 26. To add named supervisors to each of the above rooms, click on the Assign Supervisors link at the bottom of the screen. 27. This screen indicates the number of supervisors you entered for each room on the previous screen (one in Taylor 1 for L1 German and three in the Hall for L1 English) 28. Click on the drop-down box and, from the list of names, select the Supervisor(s), exam assistant(s), and relief supervisors(s) you want to assign to each exam room. 29. If you have checked the box on the previous screen to indicate that the ECM will be one of the supervisors, you must select the ECM s name for one of the rooms. 30. In the case of the example above, you will be selecting four supervisors and probably not the ECM as they would be relieved from supervisory duties due to room/candidate combination. 30
31. Once all supervisors have been selected, click the Save button. Click the Back link to go back to the exam planner. 32. Click the Next Session link at the bottom of the screen to move onto planning the next session in your planner. 33. For some subject level sessions, special requirements need to be made, for example Scholarship Language subjects require at least two rooms (a recording room and a writing room) and would therefore need one supervisor for the writing room and a relief supervisor to staff the recording room for the final hour of the exam. Please refer to your Appendices to Instructions for Supervisor s booklet for planning these sessions or ring NZQA. 34. If a session has a clash candidate their details will be displayed near the bottom of the page. You will need to assign the candidate to a room in both the AM and PM sessions, and assign an additional room and relief supervisor to the AM session to cover supervision over the lunch break. Please ensure you add a note in the notes section regarding clash candidates arrangements. This advises NZQA when they are approving your planner. If a candidate has THREE exam sessions on the same day, please discuss this with your Principal s Nominee. Please refer to you ECM Instructions or ring NZQA 35. If a session has a candidate with NZQA approved special assistance conditions their details will be displayed near the bottom of the page. Please ensure you accommodate the candidate s special assistance requirements when doing your planner. This may involve assigning an exam assistant (aka Reader/Writer) instead of a supervisor, providing a separate room for the candidate, etc. Please refer to you ECM Instructions or ring NZQA. Please only accommodate those SAC candidates displayed on your planner. If the 31
school advises you of any additional requirements please refer them to NZQA. Do not act on their request without checking with NZQA first. Any room allocated on your planner to house a SAC candidate with Isolated Separate Accommodation must be be flagged by checking the SAC room box. Any room allocated on your planner housing a group of SAC candidates using computers must be flagged by checking the SAC room box. Any room allocated on your planner housing candidates sitting a digital exam must be flagged by checking the Digital Exam room box. 36. Once you have finished planning each session and assigning your supervisors, go back to your main exam timetable view. Click on the Submit Planner button. This will submit the planner to NZQA for approval. To print out a copy of the planner, click on Print All Sessions. 32
Step-by-step instructions to view and print reports 1. Click on the Reports link. 2. Click on the report name link for the report you wish to view. Five reports may be printed out: a. Supervisor s Schedule Report b. Supervision List by Session c. Candidates with Exam Timetable Clashes d. Candidates with Different Home Schools e. Candidates requiring Special Assistance a) Supervisor s Schedule Report This report provides information on what role an individual is fulfilling, how many times and when. Use this report to provide each of your supervisors with a list of the sessions they are supervising. In the example below Mary is S (supervisor) for two sessions and these are listed below. Codes are: A.M. Assistant Manager S Supervisor R.S. Relief Supervisor E.A. Exam Assistant 33
b) Supervision List by Session This report shows all exam sessions, who is supervising and when. It is used by you to provide a full view of each day s sessions and who will be supervising where. In the example below the rooms and who is supervising in them are listed. c) Candidates with Exam Timetable Clashes This report lists candidates who have exam clashes, which subjects are affected and when. To print the report, click on the printer icon. 34
d) Candidates with Different Home Schools This report lists candidates who will be sitting exams at your exam centre but attend school elsewhere. Use this report to provide information to supervisors about candidates who will turn up for exams but may not know the school. The example below shows that two candidates will be attending the exam centre, and when. They come from Te Aho o Te Kura Pounamu (Te Kura). e) Candidates requiring Special Assistance This report lists candidates who have been approved special assessment conditions, the sessions applicable, the special conditions which have been granted, and whether they are sitting a digital exam or not. It is available in two formats: a printer-friendly format an Excel spreadsheet format which allows you to manipulate the data for your own purposes. A copy of the Excel format is also available to your school s Principal s Nominee so there should be no discrepancies between the SAC candidates you see and those your PN sees. 35
Step-by-step instructions to submit your exam centre staff claims 1. Before completing the claims for your supervisors and any exam assistants paid by NZQA, it is essential you receive details, from each person, of what they think they have worked so that you can check this with your own records and resolve any discrepancies before submitting a claim which may be incorrect. 2. Click on the Supervisor Claim link (this is visible from late October onwards). 3. Your main supervisor claim screen will be displayed. 36
4. Click on a Supervisor s name link. The individual Supervisor s claim screen will be displayed. 5. If your planner is up to date, supervisors have been allocated to exam sessions and there have been no changes to the sessions individuals have worked, you can click on the Copy Down button to automatically fill in the Supervisor s claim details. 37
6. If the Supervisor has worked additional sessions or did not work sessions they were originally assigned on the planner you will need to enter the claim details manually. Click in the box to the right of either Claimed (weekday) or Claimed (Saturday) under the appropriate worker title and enter the relevant number of sessions worked. 7. Tick the Attended Supervisor Training box if the Supervisor attended the training. 8. Tick the Attended CM training (in place of CM) box if a Supervisor attended the ECM area training in your place. Please note that only one person should be paid as an ECM. If a Supervisor acted as the ECM on your behalf please contact Richard Cole. 38
9. Click on the Expenses link. 10. The expense claim screen will be displayed. Please note that the only expense that will be approved is mileage travelled in excess of 20 km to attend the ECM training. 11. Enter the mileage claim details in the Expense Description box. 12. Enter the amount in the Amount box. 13. Enter any Additional Notes. 39
14. Click on the Save button. 15. To remove an expense claim click the Remove link, otherwise click on the Back link to return to the individual Supervisor s claim screen. 16. Add any notes relevant to the claim in the Notes box; for example, additional/fewer sessions claimed than what s on the planner, additional sessions claimed for, Assistant Manager preparation sessions, relief supervision sessions for Clash or SA candidates, etc. 17. Click on the Save button once a Supervisors claim is completed. 18. Click on the Back link to go back to the main supervisor claim screen. 19. Repeat the previous steps for each Supervisor. 20. For your ECM claim enter the full number of sessions plus an additional weekday session if you ran a Supervisor training. 21. Tick the Attended CM training box if you attended the ECM Regional training. Follow the previous step to enter any expenses. 22. Add any notes relevant to the claim in the Notes box, for example additional/fewer sessions claimed than what s on the planner, additional sessions claimed for running Supervisor training, etc. 40
23. When the claim is complete: tick the certification box at the bottom of the Supervisor Claim page, then click on the Submit Claim button. Please note that you will not be able to make changes to the claim once you have submitted it to NZQA. 24. If you are not ready to submit the claim, click on the Back link. Any changes that you have saved on the individuals claim screens will be there the next time you return to the page. 41
Index Address Search box... 8 Addresses... 7 Assign supervisors... 30 Booklet Receipt Confirmation Link... 12 Change your contact details... 4 Confirm receipt of exam booklets... 12 Delivery and Pickup Addresses Late changes... 9 Document an video download... 10 EA NOT PAID... 18 Email address... 6 Emailing All supervisors... 19 Individual supervisor... 19 Emergency text messages... 5 Exam Centre Management Home... 10 Exam Rooms link... 21 Expenses... 39 Financial Details - checking... 11 Logging in... 2 Managing exam rooms... 21 Adding an exam room... 23 Deleting an exam room... 22 Editing room details... 21 Managing supervisors... 13 Adding a supervisor... 16 Addresses... 15 Editing supervisor details... 14 Financial details... 15 Removing a supervisor... 14 Saving changes... 17 Managing your exam planner... 25 Adding notes to planner... 29 Adding supervisors to rooms... 30 Allocating candidates to rooms... 28 Clash candidate planning... 31 Exam timetable view... 25 Planning an exam session... 27 Room selection... 27 SAC candidate planning... 32 Scholarship Language requirements... 31 Selecting rooms... 27 Selecting the next session... 31 Materials order... 10 Mileage claims... 39 Phone number... 5 Police vet status... 20 Police Vetting link... 20 Removing a room... 28 Reports Candidates requiring special assistance... 35 Candidates with different home schools... 35 Candidates with exam timetable clashes... 34 SAC report formats... 35 Supervision list by session... 34 Supervisor's Schedule... 33 Viewing and printing... 33 Reports link... 33 SAC room box... 32 School address... 8 Select Supervisors link... 13 Staff Claims... 36 Submitting the planner... 32 Submitting your planner to NZQA... 32 Supervisor claims Adding expenses to claims... 39 Adding sessions to claims... 38 Adding training to claims... 38 Copying claim information... 37 Link to Claims... 36 Removing a claim... 40 Selecting a supervisor... 37 Submitting claims to NZQA... 41 Supervisor/EA PAID... 18 User Home... 3 42