Appendices to Instructions for Supervisors

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1 Appendices to Instructions for Supervisors NCEA and NZ Scholarship Examinations 2016 Exam Centre Copy These appendices contain supervision instructions for Dance, Drama, Music, Languages, Te Reo Māori and Te Reo Rangatira. One copy of this booklet is provided to each exam centre. Appendices for specific examinations should be photocopied for supervisor use. Exam Centre Manager s Name:...

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3 Contents Contents... 1 Audio/visual requirements for examinations... 2 Appendix A: NCEA Dance Examinations... 3 Appendix B: NZ Scholarship Drama... 6 Appendix C: NZ Scholarship Languages Examinations Appendix D: NZ Scholarship Samoan NCEA Samoan Levels 1, 2 and NCEA Te Reo Rangatira Level NCEA Te Reo Māori Levels 1, 2 and Appendix E: Scholarship Te Reo Māori and Te Reo Rangatira Appendix F: Music Examinations Appendix G: Labelling candidate recordings Appendix H: Subject Codes for all Scholarship Languages and Drama Appendix I: Faulty CDs Unclassified

4 Audio/visual requirements for examinations SUBJECT STD LEVEL CD/ DVD OTHER Chinese CD Chinese CD Chinese CD Chinese Schol CD Speaking recorded onto CD Dance DVD Schools give to ECM Two copies to accompany answer booklets Dance DVD Schools give to ECM Two copies to accompany answer booklets Dance DVD Schools give to ECM Two copies to accompany answer booklets Drama 1 to 3 None Drama Schol DVD Schools give to ECM Performance recorded onto individual DVDs French CD French CD French CD French Schol CD Speaking recorded onto CD German CD German CD German CD German Schol CD Speaking recorded onto CD Japanese CD Japanese CD Japanese CD Japanese Schol CD Speaking recorded onto CD Latin 1 to 3 None Music CD Music CD Making Music CD Samoan CD Samoan CD Samoan CD Samoan Schol CD Speaking recorded onto CD Spanish CD Spanish CD Spanish CD Spanish Schol CD Speaking recorded onto CD Te Reo Māori 1 to 3 None Te Reo Māori Schol CD Speaking recorded onto CD Te Reo Rangatira 1 None Te Reo Rangatira CD Te Reo Rangatira 3 None Te Reo Rangatira Schol CD Speaking recorded onto CD 2 Unclassified

5 Appendix A: NCEA Dance Examinations Level 3 Dance Standard Dance requires the showing of a DVD recording of an extract from a dance work to all candidates. These candidates require separate accommodation. If candidates are entered only for standard no separate accommodation is required. The school will: supply TWO copies of the DVD recording of 3-6 minutes in length. The case is to be labelled with the name of the Dance work and the school code. supply suitable packaging for securing the DVDs safely in the green courier bag. have clearly written the name of the dance work and the school code on both DVDs using permanent marker pen. have recorded the DVDs with the extract from the dance work at the start supply a DVD player and monitor screen of at least 60 cm (25 ) in the exam room and a back-up sytem. Playing the DVD 1 Ensure all candidates have a good view of the screen. 2 Read the Pre-Examination Instructions. 3 Start the examination. Candidates have 5 minutes to read through their examination papers. 4 After 5 minutes play the DVD for no longer than 6 minutes. 5 Stop the DVD and return it to the start for the second playing. 6 Allow candidates 10 minutes to make notes. 7 Play the DVD a second time for no longer than 6 minutes. 8 Stop the DVD. 9 Instruct the candidates to continue with the rest of the examination Note: Candidates may write at any time during the two showings of the DVD. At the end of the examination 1 Wrap both DVDs securely in the material that has been provided by the school. Pack them, with candidate answer booklets, in the correct green courier bag provided. 2 Hand the courier bag to the Exam Centre Manager for collection by the courier. Note: If the exam centre has a pink Guinea Pig bag for 91594, include both DVDs with answer booklets in the pink bag, not the green bag. All candidates absent If everyone is ABSENT from the examination, return the DVDs to the Principal s Nominee at the exam centre. 3 Unclassified

6 Level 2 Dance Standard Dance requires the showing of a DVD recording of an extract from a dance work to all candidates. These candidates require separate accommodation. If candidates are entered only for standard no separate accommodation is required. The school will: supply TWO copies of the DVD recording of 3-6 minutes in length. The case is to be labelled with the name of the Dance work and the school code. supply suitable packaging for securing the DVDs safely in the green courier bag. have clearly written the name of the dance work and school code on both DVDs using permanent marker pen. have recorded the DVDs with the extract from the dance work at the start supply a DVD player and monitor screen of at least 60 cm (25 ) in the exam room and a back-up sytem. Playing the DVD 1 Ensure all candidates have a good view of the screen. 2 Read the Pre-Examination Instructions. 3 Start the examination. Candidates have 5 minutes to read through their examination papers. 4 After 5 minutes play the DVD for no longer than 6 minutes. 5 Stop the DVD and return it to the start for the second playing. 6 Allow candidates 10 minutes to make notes. 7 Play the DVD a second time for no longer than 6 minutes. 8 Stop the DVD. 9 Instruct the candidates to continue with the rest of the examination Note: Candidates may write at any time during the two showings of the DVD. At the end of the examination 1 Wrap both DVDs securely in the material that has been provided by the school. Pack them, with candidate answer booklets, in the correct green courier bag provided. 2 Hand the courier bag to the Exam Centre Manager for collection by the courier. Note: If the exam centre has a pink Guinea Pig bag for 91211, include both DVDs with answer booklets in the pink bag, not the green bag. All candidates absent If everyone is ABSENT from the examination, return the DVDs to the Principal s Nominee at the exam centre. 4 Unclassified

7 Level 1 Dance Standard Dance requires the showing of a DVD recording of an extract from a dance work to all candidates. These candidates require separate accommodation. If candidates are entered only for standard no separate accommodation is required. The school will: supply TWO copies of the DVD recording of 3-6 minutes in length. The case is to be labelled with the name of the Dance work and the school code. supply suitable packaging for securing the DVDs safely in the green courier bag. have clearly written the name of the dance work and school code on both DVDs using permanent marker pen. have recorded the DVDs with the extract from the dance work at the start supply a DVD player and monitor screen of at least 60 cm (25 ) in the exam room and a back-up sytem. Playing the video DVD 1 Ensure all candidates have a good view of the screen. 2 Read the Pre-Examination Instructions. 3 Start the examination. Candidates have 5 minutes to read through their examination papers. 4 After 5 minutes play the DVD for no longer than 6 minutes. 5 Stop the DVD and return it to the start for the second playing. 6 Allow candidates 10 minutes to make notes. 7 Play the DVD a second time for no longer than 6 minutes. 8 Stop the DVD. 9 Instruct the candidates to continue with the rest of the examination Note: Candidates may make notes at any time during the two showings of the DVD. At the end of the examination 1 Wrap both DVDs securely in the material that has been provided by the school. Pack them, with candidate answer booklets, in the correct green courier bag provided. 2 Hand the courier bag to the Exam Centre Manager for collection by the courier. Note: If the exam centre has a pink Guinea Pig bag for 90861, include both DVDs with answer booklets in the pink bag, not the green bag. All candidates absent If everyone is ABSENT from the examination, return the DVDs to the Principal s Nominee at the exam centre. If the school has NOT supplied two copies of the DVD for any Dance exams then send off what has been given to the ECM or supervisor. Write a blue Special Report. It is the school s responsibility to resolve the issue with NZQA. 5 Unclassified

8 Appendix B: NZ Scholarship Drama NZ Scholarship Drama requires the use of separate accommodation as it involves individual candidates performing and being filmed before a camera. Candidate movement is involved and, therefore, careful timing and documentation is required. Before the examination In the week before the examination, talk to the Principal s Nominee. Check the school s performance space and waiting room and resolve any problems you foresee with the arrangements. A lockable performance space is desirable to maintain security. Talk to the teacher supervisor of the waiting room and discuss your requirements with that person. Ensure that they have a copy of the Waiting Room Rules and Information for Candidates from the school. Organise a hand bell or other simple, clearly audible, time warning signal to use with candidates, and tell the drama teacher what you will use as a time warning signal. Check that the school has provided the recording equipment needed. Familiarise yourself with this equipment so that you can set up, record and check whether a recording of a candidate performance has been produced. A school-provided technician may be used to operate equipment, and/or to copy the original recordings of candidate performances onto DVD. This person may be a teacher other than the drama teacher, but is not to be a current student, a friend or a relation of the candidate(s). If a schoolprovided technician is being used, go over the procedures with that person. NZQA does not pay the technician. Materials required NZQA will provide: an A4 clear plastic bag for each candidate two sets of sticky labels of candidate NSNs and school codes; one is to be stuck on the outside of the candidate s A4 plastic bag, the other on the DVD case which contains the DVD copy of their performances a green courier bag labelled for the S-DRAM session. The school will provide: copies of Examination Requirements, Waiting room Rules and Information for Candidates that have been provided electronically by NZQA; extra copies of Information for Candidates are to be made available in the waiting room a camera and a spare camera for each performance space, each with an appropriate data storage device (such as SD card) that will easily store all of the filmed performances a hand bell, or time warning device electronic timer(s) with large number display a recording system that will reliably copy all of each candidate s performances onto a DVD pens and blank paper for candidates to use as they prepare for the impromptu performance a DVD in a DVD case, one per candidate, for submission of performances to NZQA 6 Unclassified

9 a permanent marker to write candidates NSNs, exam centre and exam code, and subject code on the DVDs (see Appendices G and H). suitable packaging to protect the DVDs inside the green courier bag. Candidates will provide: two annotated scripts related to their performances an Authenticity Declaration, completed, with the exception of their signature which will be added after their performance. Personnel required NZQA will provide: for each examination centre, the Exam Centre Manager, and if there are more than seven candidates, another supervisor to conduct the examination in an additional performance space. The school will provide: a teacher, other than a Drama teacher, for the waiting room. This person will act as the waiting room supervisor. Where a school has a single candidate, no waiting room supervisor is required. a technician to copy the original performances onto DVDs either immediately after the performance(s), or in a timeframe that enables the Exam Centre Manager to pack them for dispatch on Thursday 10 November. This person may be a teacher other than the Drama teacher, but is not to be a current student, a friend or a relation of any candidate. a technician may be present while the candidates are performing to set up and operate/advise on the use of the camera and recording equipment. Rooms The school will provide: a performance space(s). No more than seven candidates may be examined in any one performance space because of time constraints. If more than seven candidates are to be examined, additional performance space(s) and equipment must be provided. Each performance space is to contain: a performing area approximately 4 metres by 4 metres, clearly marked out with tape on the floor stage dressing of no more than two plain chairs or stools, and one plain table artificial lighting or natural light with flat, even coverage of the space; no coloured gels are to be used a neutral background - not high contrast, patterned, ornamented, pink or red no enhanced sound or effects such as smoke no costuming or props a static camera in a frontal position able to capture the whole area without repositioning or refocusing a backup camera for each performance space 7 Unclassified

10 electronic timer(s) with large number display pens and blank paper for candidates to use as they prepare for the impromptu performance. The waiting room The waiting room for candidates must be adjacent to, but out of sight and earshot of, the performance space(s). All candidates may use the same waiting room. Examination day (before the examination) The examination will be on Wednesday 9 November starting at 9.30 am. Candidates are instructed to be at the waiting room by 9.10 am. No candidate can be admitted to the waiting room once the first candidate has completed their performance and been dismissed by the supervisor. Supervisor Tasks Before going to the waiting room, check the performance space. Ensure it is set up as required (see previous page). Check that the camera equipment is focused on the marked out performance space, operating correctly, and has appropriate data storage device(s). Ensure you have Instruction Sheet (93304S) and laminated Instruction Card (93304C). Check that pens and blank paper are available for candidates to use when preparing for their impromptu performance. Ensure an A4 plastic bag is available for each candidate. Label each bag with one of the sticky labels showing a candidate s NSN. At the waiting room (9.10 am) Check that the waiting room supervisor and candidates have arrived. Display a copy of the Waiting Room Rules in the room. Introduce yourself to candidates. Put the working copy of the attendance roll on the wall, and use it to note the candidates present. Instruct any candidate wishing to visit the toilet to go now and return promptly as they will not be able to leave the waiting room until they have completed their performance. Demonstrate the audible time signal to be used to candidates. Ensure copies of Information for Candidates are available to all candidates. 8 Unclassified

11 The examination 1 Using the attendance roll order, take the first candidate on the roll to the performance space. Candidates must perform in attendance roll order. 2 As each candidate arrives, collect from them: two annotated scripts related to their performances, and an Authenticity Declaration for Scholarship Drama, completed apart from the candidate s signature and date. Note: if a candidate has not brought the above, a blue Special Report of Supervisor MUST be completed and the candidate must present the missing materials to the Exam Centre Manager by 9.00 am on Thursday 10 November, to ensure they are included in the green courier bag. 3 Check with the candidate that the NSN number on the A4 plastic bag label is theirs and is correct. 4 Place the documents you have collected in the candidate s NZQA-provided A4 plastic bag. 5 Enter the Start Time on the far left of a working copy of the attendance roll against the name of the candidate. 6 Turn on the camera and start recording. Leave it on throughout the candidate s performances and pauses. 7 It is important that the marker is able to see the whole performance space, and the use the candidate makes of it, throughout the entire performance. Therefore do NOT touch the camera once filming has started, and make NO adjustments to focus or positioning such as zooming in or panning to follow movement. The performances Part One - Text-based Performance 1 Say the candidate National Student Number (NSN) clearly to camera: Eg, Candidate number Say to the candidate: Part 1, text-based performance 5 minutes. Begin with your oral introductory analysis. When you have completed your introductory analysis say, Now I will perform and then begin your performance. 3 The candidate gives their introductory analysis and then performs. 4 At the end of 4 minutes 50 seconds give the warning signal. 5 At the end of 5 minutes stop the candidate; they must stop at once. Part Two - Self-devised Piece 1 Say to the candidate: Part 2, performance of self-devised piece - 6 minutes. I will read aloud the question to which you are to respond in your oral introductory analysis. 9 Unclassified

12 When you have completed your introductory analysis say, Now I will perform and then begin your performance. 2 Read the boxed question on Instruction Sheet 93304S to the candidate. 3 The candidate gives their introductory analysis and then performs. 4 If the candidate has not started their performance after two minutes give them a signal. 5 At 5 minutes 50 seconds give the warning signal. 6 At the end of 6 minutes they must stop at once. Part Three - Impromptu Performance 1 Say to the candidate: Here is the prescribed impromptu performance task. 2 Read the boxed instruction on Instruction Sheet 93304S to the candidate once, then hand them the laminated Instruction Card 93304C. Do not answer any questions or take back laminated Instruction Card 93304C. 3 Announce: Preparation for impromptu performance - 2 minutes. 4 The candidate prepares; they may use pen, paper and Instruction Card 93304C while they prepare. 5 At 1 minute 50 seconds give the warning signal. 6 At 2 minutes: take laminated Instruction Card 93304C, pen and any used paper from the candidate, tear up the paper and put it in the rubbish bin. Announce: Part 3, impromptu performance - 2 minutes. The candidate performs. 1 At 1 minute 50 seconds give the warning signal. 2 At 2 minutes stop the candidate. 3 Say to the candidate: You have 2 minutes to explain and justify your impromptu performance to the camera. 4 The candidate gives their explanation and justification. 5 At 1 minute 50 seconds give the warning signal. 6 At the end of 2 minutes they must stop at once. 7 Stop the camera. 10 Unclassified

13 After the recording 1 Check that the candidate s performances have been recorded. The candidate MUST check this with you. 2 Instruct the candidate to sign and date the Authenticity Declaration to indicate their performance has been recorded. Irregularities If there has been a serious mistake in procedure or an equipment malfunction, you may need to record part of the performances again, in fairness to the candidate. If any repetition of any part of the examination occurs, or if there is any other irregularity, complete a blue Special Report for NZQA. Should a candidate fail to perform in all or part of the examination through nerves or other reason(s) caused by the candidate, do not allow them to repeat any part of their performance. Submit what has been recorded. Dismissing the candidate Note the leaving time of the candidate under Time Left, on the attendance roll. Take the candidate to the door and dismiss them after reminding them that they are not to return to the waiting room. The next candidate 1 Check that the camera is operating correctly. 2 Check that you have destroyed any paper that the previous candidate used to prepare for their impromptu performance. 3 Lock the performance space and go and get the next candidate. 4 Take Instruction Sheet 93304S and laminated Instruction Card 93304C with you to maintain their security. 5 Collect the next candidate from the waiting room. Remind the waiting room supervisor that no late candidates can be admitted to the waiting room now that the first candidate has completed their performance and been dismissed. After the examination The Exam Centre Manager must ensure all candidates A4 plastic bags are secured until ready for dispatch. Give the recordings of candidates performances to the school-provided technician to copy onto DVDs. This is to be carried out immediately after the performance(s), or in a timeframe that enables the Exam Centre Manager to pack them for dispatch on Thursday 10 November There will be no courier collection on 9 November. Marking the Attendance Roll 1 Record Absent candidates as normal. 2 Mark Number Booklets Collected as 1 for everyone with a DVD. 3 Enter Time Left. 11 Unclassified

14 The technician will: copy each candidate s three performances onto a single DVD. write the candidate s NSN and exam centre code on the DVD in permanent marker. (see Appendix G). check that the DVD plays on a standard DVD player, such as an ordinary domestic machine plugged into a TV. put the DVD into a case, and stick the other sticky label with the candidate s NSN and exam centre code on the outside of the case (see below). hand the DVDs to the Exam Centre Manager. The Exam Centre Manager will: give the original recordings to the Principal s Nominee to retain. These need to be stored securely as NZQA may require them if any problems arise during marking. Packing candidate materials for dispatch to NZQA 1 Put each DVD into the correctly labelled, A4 clear plastic bag. The bag should already contain two annotated scripts and the Authenticity Declaration. 2 Count the plastic bags to ensure there is one for each candidate who performed. Do not return plastic bags for candidates who were absent. 3 Wrap the plastic bags in the packaging supplied by the school to protect the DVDs inside the courier bag. 4 Pack all A4 plastic bags in the green courier bag (kermit) labelled for NZ Scholarship Drama. 5 Include, in the green courier bag: the completed attendance roll, in a yellow plastic bag. completed blue Special Reports of Supervisor, if any. These should be inside blue plastic bags. 6 Write the number of A4 clear plastic bags sent in the ECM Daily Notebook on the page for NZ Scholarship Drama. 7 Give the green courier bag to your courier, after retaining the tracking sticker in your ECM Daily Notebook. Note: The requirement to copy candidate performances onto DVDs means that there will be no courier pick up on 9 December. The NZ Scholarship Drama courier bag will be picked up by CourierPost onthursday 10 November Unclassified

15 Appendix C: NZ Scholarship Languages Examinations A separate exam room must be provided for candidates sitting the Scholarship Languages (excluding Samoan) below, as they require a CD to be played at the start of the examination: Chinese French German Japanese Spanish Instructions for ECMs and supervisors These languages have a listening, a writing and a speaking component: The listening and writing components are completed in the first two hours of the examination in one room (the writing room). The speaking component is carried out in the third hour of the examination in another room (the recording room). During the third hour, candidates waiting their turn to go to the recording room will remain in the writing room. They may bring a book with them to read during this time. This must be written in English. The book is to be handed to the supervisor before the start of the examination and is to be collected only when the written examination has finished (at the end of two hours). At least a week before the examination At least a week before the examination, talk to the Principal s Nominee and organise equipment required. The school will supply one computer or CD player and a backup for each exam room. Check that the NZQA-provided CD plays in this provided equipment. If it will not play audibly on this equipment, or any other available equipment, contact NZQA immediately to get a replacement. This can take up to three days to arrive. Do not send back any faulty CDs to NZQA before the exam has taken place. Store these securely until the exam has been sat. For further instructions see Appendix I. Materials required Provided by NZQA: a pre-recorded CD to be played at the start of the examination. the laminated Speaking Task cards (one for every five candidates). a copy of the attendance roll. two copies of the NZ Scholarship Language Speech Authentication and NSN Confirmation form. one A4 clear plastic bag for each candidate. 13 Unclassified

16 Supplied by the school: one computer or CD player and backup equipment for each writing room. one recording device and a backup recording device for each recording room. one new CD with a CD case for each candidate (no recording is to be made on a DVD). protective wrapping for the CD case for each candidate (optional). 3 or more pens for recording room. a permanent marker to write the candidate s NSN, exam centre and exam code, and subject code on the CD. (See Appendices G and H). appropriate equipment/software to burn candidates initial recordings to CD. Note: Please ensure that copies are not burned until the exam session has finished. Rooms required Two rooms are required: the writing room for the first two hours of the examination. This needs to be large enough to accommodate all the candidates. the recording room(s) for the third hour of the examination - one room per three candidates. This must be free of distracting noise and movement from the outside, and be lockable to maintain security. The recording and writing rooms MUST be in close proximity to one another, within the same building, but not immediately next to each other. Candidates must not be placed in a situation where any communication, visual or verbal, is possible when they are moving between the two rooms with anybody other than the supervisors. Any communication is regarded as a breach of the rules and must be reported as such. Personnel required, approved by NZQA For each examination NZQA will approve: 1 a supervisor for the writing room. 2 a supervisor for every 3 candidates in the recording room(s) for the third hour of the examination. Other personnel required: 3 A technician, provided by the school, to set up, operate and advise on the use of the recorder. This person is not to be a teacher, a current candidate or student, a friend or a relation of any candidate. 4 A person, provided by the school, with the necessary technical skills to burn a separate CD copy of each candidate s initial recording. This person may be a teacher other than the language teacher, but may not be a current student, a friend or relation of any candidate. The school should have practised the recording of candidates speaking and the burning of CDs before the exams so that the process is clear and any problems resolved before the day of the exam. The CD copies are to be made after the conclusion of the examination session, in a timeframe that enables the Exam Centre Manager to pack them for collection by courier either on the day of the exam, or the following day. 14 Unclassified

17 Examination day Before the examination 1 Display a copy of the attendance roll in the writing room. 2 Work out the times the candidates are to go to the recording room as below. The candidates must be allocated in the same order as they appear on the attendance roll, in groups of three. Example: Each candidate is allocated approximately 20 minutes. Afternoon examination writing section finishes at 4.00 pm: Six candidates, two recording rooms needed (one for every three candidates) Allocate 20 minutes for each candidate. Recording room One Recording room Two Candidate Candidate Candidate Candidate Candidate Candidate The above is a sample Schedule of Recording Times 3 Display the Schedule of Recording Times clearly in the writing room and the recording room. 4 Test again the pre-recorded CD in the computer or CD player to make sure it plays audibly. If it does not play audibly in this equipment, or any other available equipment, contact NZQA immediately. 5 Ensure that you have one laminated Speaking Task card for every five candidates, ie, one per recording room. Examination day - the writing room process 1 Ask candidates who have brought a book in to read whilst waiting to go to the recording room to hand this in. 2 Read the Pre-Examination Instructions. 3 Read and follow the instructions on the inside of the CD cover. 4 Read the Schedule of Recording Times for the speaking task. 5 Start the examination. Play the pre-recorded CD. This will conclude with the phrase, This is the end of the listening passages. Do not stop the CD until this phrase is heard. 6 When the pre-recorded CD has finished playing say: You can begin working on the writing tasks. All candidates will finish writing by [11.30 am or 4.00 pm]. I will collect all answer booklets at this time. 15 Unclassified

18 7 Fifteen minutes before the end of the writing time [11.15 am or 3.45 pm] say: You have 15 minutes of writing time left. 8 At the end of the writing time [11.30 am or 4.00 pm] say: Stop writing. Put down your pens. I will come and collect your booklets. 9 Once all the Answer Booklets have been collected, say: You may retrieve your reading book. You are to wait or read in silence until the recording room supervisor comes to collect you. Once you have recorded your response to the speaking task your exam has finished and you must leave the exam area. Examination day - the recording room process If any candidate chooses not to record the spoken component of any Scholarship Language exam please write, Candidate did not speak, at the bottom of the front cover of their answer booklet. The following requirements apply to each recording room Before the first candidate is scheduled to speak check you have: a copy of the attendance roll. the Schedule of Recording Times. a CD case for each candidate labelled in pen with their NSN, exam centre, exam code and subject code. (See Appendices G and H.) a copy of the NZ Scholarship Language Speech Authentication and NSN Confirmation form. two recording devices. a laminated Speaking Task card. a permanent marker pen. NZQA-supplied, supplementary lined paper for candidate use, at least one page per candidate and some pens. Check the function of both recording devices by making a test recording on each and playing it back. The first candidate 1 Collect the first candidate from the writing room. They are to bring their bag with them. 2 If a candidate sits the written examination but does not attempt the spoken component, please write on the front of their answer booklet, at the bottom, Candidate did not speak, and add your signature. 3 Take the candidate to the recording room. 4 Show the candidate the CD case with their NSN, exam centre, exam code and subject code. Ask them to confirm these are correct. 16 Unclassified

19 5 Give the candidate a sheet of NZQA-supplied supplementary paper and a pen. Say: Here is the Speaking Task. (Hand them the laminated Speaking Task card.) Your response to the question below must be spoken in [target language]. You have 10 minutes to write notes for your response to the question. Then you will give a spoken response of 3 4 minutes. Base your response on what you have heard in the listening passage(s) and / or read in the reading text(s). You may use your notes and/or the Speaking Task card as you speak. The recording will be stopped after 5 minutes. 6 After 10 minutes say: I will read out your NSN twice before you begin to speak. You may not identify yourself or your school in any other way on the recording. You will then have 3-4 minutes to speak. I will stop the recording after 5 minutes. If you finish before five minutes please say, That is the end of my speech, and I will stop the recording. Are there any questions? 7 Start the recording and clearly read the candidate s NSN twice (DO NOT state the candidate s name or other means of identification). 8 Say to the candidate: You may start speaking now. 9 Start timing 5 minutes. 10 Stop the recording device after 5 minutes or when the candidate says that they have finished. 11 Play a short section back to the candidate so they can confirm their voice is recorded. 12 Ask the candidate to sign the NZ Scholarship Language Speech Authentication and NSN Confirmation form. 13 Candidates may not re-record anything. 14 If there are technical difficulties with the recording equipment, tell the candidate to stop. Change to the second recording device and tell the candidate that he or she can record the speech again. Repeat from 6 above. Complete a blue Special Report of Supervisor form. 15 Take the laminated Speaking Task card, the pen and their notes from the candidate. Tear the notes up after their speech and throw them in the rubbish bin. 16 Say to the candidate: You have finished your examination. Collect your bag. You must now leave the exam area. 17 Direct them to the way out so they do not pass the writing room. 18 Lock the recording room, and collect the next candidate from the writing room. 17 Unclassified

20 After the examination The Exam Centre Manager will give the following to the person nominated by the school to burn the recordings onto CD: the recording devices(s) containing all candidate oral responses the labelled CD cases The person responsible for burning candidates initial responses onto separate CDs will, before they start burning CDs, ensure that they have: appropriate equipment/software to burn the initial recordings to CD. a standard CD player or another computer. a new CD for each candidate (no recordings may be made on DVD). a CD case for each candidate a permanent marker to write the NSN, exam centre and exam code, and subject code on the CD. (See Appendices G and H.) protective wrapping for the CD case for each candidate (optional). As each initial response is burned to a separate CD, the person responsible will: check that the candidate s NSN is clearly stated at the start of the CD, and that the entire oral response has been copied. check that the CD plays on a standard CD player or on a computer other than the one on which it was copied. write the candidate s NSN, exam centre and exam code, and subject code onto the top surface of the CD using a permanent pen. (See Appendices G and H). put the CD into the correct, labelled CD case (see Appendix G). if protective wrapping has been supplied, put the CD case inside and write the candidate s NSN, exam centre and exam code, and subject code again on the outside of the wrapping. retain the initial recording and provide a copy of all of these recordings to the PN. These recordings need to be stored securely as NZQA may require them if any problems arise during marking. hand all the CDs in their cases to the Exam Centre Manager either on the day of the exam, or the next working day. Preparing candidate materials for the courier (either on the day of the exam, or the next working day by 4.00 pm): The Exam Centre Manager will: place each cased CD into the clear A4 plastic bag containing that candidate s answer booklet. tick the NZ Scholarship Language Speech Authentication and NSN Confirmation form to confirm all recorded CDs are packed. Place the form in a blue bag. put all plastic bags in the green courier bag labelled for the relevant exam session and hand the green courier bag to the courier. give any pre-recorded CD received from NZQA to the Principal s Nominee at the end of the examination. It should not be returned to NZQA. 18 Unclassified

21 Appendix D: NZ Scholarship Samoan A separate exam room must be provided for candidates sitting Scholarship Samoan, as a CD is to be played at the start of the examination: This exam has a listening, a writing and a speaking component: The listening and writing components are completed in the first two hours of the examination in one room (the writing room). The speaking component is carried out in the third hour of the examination in another room (the recording room). During the third hour, candidates waiting their turn to go to the recording room will remain in the writing room. They may bring a book with them to read during this time. This must be written in English. The book is to be handed to the supervisor before the start of the examination and is to be collected only when the written examination has finished (at the end of two hours). At least a week before the examination At least a week before the examination, talk to the Principal s Nominee and organise equipment required. The school will supply one computer or CD player and a backup for each exam room. Check that the NZQA-provided CD plays in this provided equipment. If it will not play audibly on this equipment, or any other available equipment, contact NZQA immediately to get a replacement. This can take up to three days to arrive. Do not send back any faulty CDs to NZQA before the exam has taken place. Store these securely until the exam has been sat. For further instructions see Appendix I. Materials required Provided by NZQA: a pre-recorded CD to be played at the start of the examination. the laminated Speaking Task cards (one for every five candidates). a copy of the attendance roll. two copies of the NZ Scholarship Language Speech Authentication and NSN Confirmation form. one A4 clear plastic bag for each candidate. Supplied by the school: one computer or CD player and backup equipment for each writing room. one recording device and a backup recording device for each recording room. one new CD with a CD case for each candidate (no recording is to be made on a DVD). protective wrapping for the CD case for each candidate (optional). 3 or more pens for recording room. 19 Unclassified

22 a permanent marker (to write the candidate s NSN, exam centre and exam code, and subject code on the CD). (See Appendices G and H.) appropriate equipment/software to burn candidates initial recordings to CD. Note: Please ensure that copies are not burned until the exam session has finished. Rooms required Two rooms are required: the writing room for the first two hours of the examination. This needs to be large enough to accommodate all the candidates. the recording room(s) for the third hour of the examination - one room per four candidates. This must be free of distracting noise and movement from the outside, and be lockable to maintain security. The recording and writing rooms MUST be in close proximity to one another, within the same building, but not immediately next to each other. Candidates must not be placed in a situation where any communication, visual or verbal, is possible when they are moving between the two rooms with anybody other than the supervisors. Any communication is regarded as a breach of the rules and must be reported as such. Personnel required, approved by NZQA For each examination NZQA will approve: 1 a supervisor for the writing room. 2 a supervisor for every 4 candidates in the recording room(s) for the third hour of the examination. Other personnel required: 3 A technician, provided by the school, to set up, operate and advise on the use of the recorder. This person is not to be a teacher, a current candidate or student, a friend or a relation of any candidate. 4 A person, provided by the school, with the necessary technical skills to burn a separate CD copy of each candidate s initial recording. This person may be a teacher other than the language teacher, but may not be a current student, a friend or relation of any candidate. The school should have practised the recording of candidates speaking and the burning of CDs before the exams so that the process is clear and any problems resolved before the day of the exam. The CD copies are to be made after the conclusion of the examination session, in a timeframe that enables the Exam Centre Manager to pack them for collection by courier either on the day of the exam, or the following day. Examination day Before the examination 1 Display a copy of the attendance roll in the writing room. 2 Work out the times the candidates are to go to the recording room as below. The candidates must be allocated in the same order as they appear on the attendance roll, in groups of four. Each candidate is allocated approximately 15 minutes. 20 Unclassified

23 Example: Afternoon examination writing section finishes at 4.00 pm: Eight candidates, two recording rooms needed (one for every four candidates) Allocate 15 minutes for each candidate. Below is a sample of Schedule of Recording Times for Scholarship Samoan: Recording room One Recording room Two Candidate Candidate Candidate Candidate Candidate Candidate Candidate Candidate Display the Schedule of Recording Times clearly in the writing room and the recording room. 4 Test again the pre-recorded CD in the computer or CD player to make sure it plays audibly. If it does not play audibly in this equipment, or any other available equipment, contact NZQA immediately. 5 Ensure that you have one laminated Speaking Task card for every four candidates, ie, one per recording room. Examination day - the writing room process 1 Ask candidates to hand in any book they have brought to read whilst waiting to go to the recording room. 2 Read the Pre-Examination Instructions. 3 Read and follow the instructions on the inside of the CD cover. 4 Read the Schedule of Recording Times for the speaking task. 5 Start the examination. Play the pre-recorded CD. This will conclude with the phrase, This is the end of the listening passages. Do not stop the CD until this phrase is heard. 6 When the pre-recorded CD has finished playing say: You can begin working on the writing tasks. All candidates will finish writing by 4.00 pm. I will collect all answer booklets at this time. 7 Fifteen minutes before the end of the writing time [3.45 pm] say: You have 15 minutes of writing time left. 8 At the end of the writing time [4.00 pm] say: Stop writing. Put down your pens. I will come and collect your booklets. 21 Unclassified

24 9 Once all the answer booklets have been collected, say: You may retrieve your reading book. You are to wait or read in silence until the recording room supervisor comes to collect you. Once you have recorded your response to the speaking task your exam has finished and you must leave the exam area. Examination day - the recording room process If any candidate chooses not to record the spoken component of their Scholarship Samoan exam please write, Candidate did not speak, at the bottom of the front cover of their answer booklet. The following requirements apply to each recording room Before the first candidate is scheduled to speak check you have: a copy of the attendance roll. the Schedule of Recording Times. a CD case for each candidate labelled in pen with their NSN, exam centre, exam code and subject code. (See Appendices G and H.) a copy of the NZ Scholarship Language Speech Authentication and NSN Confirmation form. two recording devices. a laminated Speaking Task card. a permanent marker pen to label CDs NZQA-supplied, supplementary lined paper for candidate use, at least one page per candidate and some pens. Check the function of both recording devices by making a test recording on each and playing it back. The first candidate 1 Collect the first candidate from the writing room. They are to bring their bag with them. 2 If a candidate sits the written examination but does not attempt the spoken component, please write on the front of their answer booklet, at the bottom, Candidate did not speak, and add your signature. 3 Take the candidate to the recording room. 4 Show the candidate the CD case with their NSN, exam centre, exam code and subject code. Ask them to confirm these are correct. 5 Give the candidate a sheet of NZQA-supplied supplementary paper and a pen. 22 Unclassified

25 Say: Here is the Speaking Task. (Hand them the laminated Speaking Task card.) Your response to the question below must be spoken in Samoan. You have 5 minutes to write notes for your response to the question. Then you will give a spoken response of 3 4 minutes. Base your response on what you have heard in the listening passage(s) and / or read in the reading text(s). You may use your notes and/or the Speaking Task card as you speak. The recording will be stopped after 5 minutes. 6 After 10 minutes say: I will read out your NSN twice before you begin to speak. You may not identify yourself or your school in any other way on the recording. You will then have 3-4 minutes to speak. I will stop the recording after 5 minutes. If you finish before five minutes please say, That is the end of my speech, and I will stop the recording. Are there any questions? 7 Start the recording and clearly read the candidate s NSN twice (DO NOT state the candidate s name or other means of identification). 8 Say to the candidate: You may start speaking now. 9 Start timing 5 minutes. 10 Stop the recording device after 5 minutes or when the candidate says that they have finished. 11 Play a short section back to the candidate so they can confirm their voice is recorded. 12 Ask the candidate to sign the NZ Scholarship Language Speech Authentication and NSN Confirmation form. 13 Candidates may not re-record anything. 14 If there are technical difficulties with the recording equipment, tell the candidate to stop. Change to the second recording device and tell the candidate that he or she can record the speech again. Repeat from 6 above. Complete a blue Special Report of Supervisor form. 15 Take the laminated Speaking Task card, the pen and their notes from the candidate. Tear the notes up after their speech and throw them in the rubbish bin. 16 Say to the candidate: You have finished your examination. Collect your bag. You must now leave the exam area. 17 Direct them to the way out so they do not pass the writing room. 18 Lock the recording room, and collect the next candidate from the writing room. 23 Unclassified

26 After the examination The Exam Centre Manager will give the following to the person nominated by the school to burn the recordings onto CD: the recording devices(s) containing all candidate oral responses the labelled CD cases. The person responsible for burning candidates initial responses onto separate CDs will, before they start burning CDs, ensure that they have: appropriate equipment/software to burn the initial recordings to CD. a standard CD player or another computer. a new CD for each candidate (no recordings may be made on DVD). a CD case for each candidate a permanent marker to write the NSN, exam centre and exam code, and subject code on the CD. (See Appendices G and H.) protective wrapping for the CD case for each candidate (optional). As each initial response is burned to a separate CD, the person responsible will: check that the candidate s NSN is clearly stated at the start of the CD, and that the entire oral response has been copied. check that the CD plays on a standard CD player or on a computer other than the one on which it was copied. write the candidate s NSN, exam centre and exam code, and subject code onto the top surface of the CD using a permanent pen. (See Appendices G and H). put the CD into the correct, labelled CD case. if protective wrapping has been supplied, put the CD case inside and write the candidate s NSN, exam centre and exam code again on the outside of the wrapping. retain the initial recording and provide a copy of all of these recordings to the PN. These recordings need to be stored securely as NZQA may require them if any problems arise during marking. hand all the CDs in their cases to the Exam Centre Manager either on the day of the exam, or the next working day. Preparing candidate materials for the courier (either on the day of the exam, or the next working day by 4.00 pm): The Exam Centre Manager will: place each cased CD into the clear A4 plastic bag containing that candidate s answer booklet. tick the NZ Scholarship Language Speech Authentication and NSN Confirmation form to confirm all recorded CDs are packed. Place the form in a blue bag. put all plastic bags in the green courier bag labelled for the relevant exam session and hand the green courier bag to the courier. give any pre-recorded CD received from NZQA to the Principal s Nominee at the end of the examination. It should not be returned to NZQA. 24 Unclassified

27 NCEA Levels 1, 2 and 3 Languages (excluding Samoan) A separate exam room must be provided for candidates sitting these NCEA Language standards below as they require a CD to be played at the start of the examination: Level 3 Level 2 Level Chinese Chinese Chinese French French French German German German Japanese Japanese Japanese Spanish Spanish Spanish Te Reo Rangatira Note: There is no listening CD for Level 1 or Level 3 Te Reo Rangatira. At least a week before the examination At least a week before the examination, talk to the Principal s Nominee and organise equipment required. The school will supply one computer or CD player and a backup for each exam room. Check that the CD plays in this provided equipment. If it will not play audibly on this equipment, or any other available equipment, contact NZQA immediately to get a replacement. A replacement can take up to three days to arrive. Do not send back any faulty CDs to NZQA before the exam has taken place. Stored these securely until the exam has been sat. For further instructions see Appendix H. The examination 1 Read the Pre-Examination Instructions. 2 Read and follow the instructions on the inside of the CD cover. 3 Start the examination. The duration of the recording is stated on the inside of the CD cover. The recording will conclude with the phrase, This is the end of the recording. Do not stop the CD until this phrase is heard. 4 Tell candidates to continue with the rest of the examination. 5 Give any CD received from NZQA to the Principal s Nominee at the end of the examination. It should not be returned to NZQA. 25 Unclassified

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