Administration instructions
New Zealand Scholarship
Physical Education
Report Submission 2015
Principal’s Nominees are asked to both read these instructions and send a copy to the
teacher(s) responsible for the submission process.
Teachers must read the instructions before beginning to process candidate reports for
submission to NZQA.
These instructions contain information on the following:
A. Entries
B. Processing possible authenticity breaches
C. Taking receipt of Physical Education packaging materials
D. Checking materials
E. Distributing folders to candidates
F. Packing folders into courier bags
G. Using spare’ folders
H. Pickup of courier bags
I. Key dates
Please note:
Folders must be ready for pick-up at the school office by 9.30 am.
The courier is CourierPost.
A. Entries
In order for NZQA to guarantee delivery of personalised and traceable Physical Education
Scholarship folders to schools, schools must send candidate entries to NZQA before
1 September 2015. If you have missed this deadline please contact Logistics on
04 463 3368 as soon as possible.
Schools will receive candidate folders and packaging materials for Physical Education on
either 12 or 13 October. If materials have not arrived by Thursday, 15 October, please
contact Logistics on 04 463 3368.
If school entries are made after 1 September and no materials have been received by
15 October, please contact Marama Apiti on 04 463 3145 for information on the late entry
process. The late entry process may result in schools being required to provide packaging
and pay courier costs.
Ensure all candidate reports are stapled at the top left and have the candidate’s NSN written
correctly on the top right hand corner of the first page of the report.
If a part of a submission is on CD, ensure no other material is on the CD and that the CD can
be played in a device other than the one it was recorded on.
If a CD is included in the folder, ensure the CD itself is correctly labelled with the NSN.
B. Processing possible authenticity breaches.
If, when following the school’s authentication process, a teacher has formed an opinion that
candidate work is not authentic, and the candidate continues with the submission, the
teacher and the Principal’s Nominee must:
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Inform the candidate of this process
download the Possible Authenticity Breach Form
complete the Possible Authenticity Breach Form (the candidate will be shown this
form as part of any NZQA beach investigation; it is a public document)
email the Possible Authenticity Breach Form to, breaches@nzqa.govt.nz
ask the candidate to sign the authenticity section on the cover of the folder
complete the process well before the submission date.
The school’s report will initiate an investigation by NZQA.
C. Taking receipt of Physical Education packaging materials
NZQA will send all materials to schools in pink bags.
The bag address labels include the number of the bag and the number of bags in the
consignment. Check that all bags have been delivered. If a bag is missing, contact Logistics
on 04 463 3368 immediately.
One of the bags will contain, in addition to candidate folders:


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one copy of these Administration Instructions
a checklist of candidate entries for teacher use, to be retained until results are
received by candidates
green courier bag(s) with the label S-PHED addressed to Printlink for the dispatch
of candidate folders from the school to NZQA.
D. Checking materials
1.
Remove, and keep the green courier bags secure until required for submission.
2.
Remove the checklist. This contains details of all candidates entered by
1 September.
3.
Candidate folders will be organised in the bags by exam code, eg A114, B106, etc
4.
There are at least two spare folders in each pink bag. Only use these folders for
candidates who did not make entries in time (see below).
5.
Using the checklist, confirm there is a folder in the bag for each candidate. If this is
not the case, contact Logistics on 04 463 3368 immediately.
E. Distributing folders to Candidates
1.
Ensure each candidate has immediate access to their NSN on the admission slip,
NSN card, or school generated list.
2.
Use the checklist to determine which folder belongs to which candidate. The barcoded labels on the folders will assist.
Exam code
NSN Code
3.
Distribute the folders to candidates using the names of the candidates as per the
checklist.
4.
Immediately before handing the folder to the candidate, check the exam code (eg,
D115) on the folder matches the exam code on the checklist.
5.
Hand the folder to the candidate.
6.
Tell the candidate to check the printed NSN on the folder is the same as the NSN on
their admission slip or NSN card.
7.
After the candidate has checked their NSN, tick the checklist to show the candidate
has received the folder.
8.
Tell the candidate to read and follow the instructions on the folder cover.
9.
Candidates must write the NSN from their NSN card into the boxes provided on the
folder. Ignore the first zero in the NSN.
10.
Candidates must write the same NSN on the top right hand corner of their report.
11.
The candidate must read and sign the declaration. In the case of unavoidable
absence, the teacher may sign for the candidate.
12.
The candidate must put the report into the folder with the staple aligned to the folder
spine with the NSN face up.
13.
Instruct candidates to tuck in the folder flap to close the folder.
14.
If a CD is sent in a folder, the folder flap must be secured using adhesive tape.
15.
If any candidate has chosen NOT to present work, place an ‘X’ code next to their
name on the checklist. Do not send their folder. Their folder must be disposed of
after the submission date. These candidate entries will be marked as absent.
16.
Before ticking the checklist to indicate return of the folder from the candidate, check
that each candidate has hand-written their NSN onto the folder in the boxes provided
AND signed the declaration on the cover.
F. Packing folders into courier bags
1.
Pack folders into the green courier bags. As you pack each folder, tick the entry on A
2.
Seal the courier bag(s) and peel off the ‘Customer Copy’ portion of the address label.
Attach this to the checklist.
3.
Retain the checklist securely until results have been returned to candidates.
4.
Please note: Immediately courier bags are opened, all folder barcodes are scanned
as a record of receipt.
G. Using ‘spare’ folders’
1.
At the bottom of the folders in the pink bag is at least two spare folders without a
barcode.
2.
If there is not a barcoded folder for a candidate who wants to enter then:

Provide the candidate with a spare folder

Write, in the top left hand corner of the folder:
the candidate’s NSN
your school’s code, and
the candidate’s name
NZQA will cover this information with a personalised, bar-coded label before we send
the folder to a marker.
3.
Ensure the candidate completes the declaration on the cover.
4.
Make sure the candidate writes their NSN into the boxes on the cover.
5.
Record the candidate’s names and NSN on the checklist.
6.
Continue to process folders as above but pack them on top of all other materials in the
green courier bags. Unused ‘spares’ should be destroyed.
7.
Please do not under any circumstances use an absent candidate’s barcoded folder for
a late entry.
8.
If there are not enough ’spare’ folders contact Marama Apiti on 04 463 3145
immediately.
H. Pickup of courier bags
NZQA has contracted CourierPost for the pick-up of Scholarship Physical Education
submissions. CourierPost will come to your schools between 10.00 am and 3.00 pm on
Tuesday 3 November. No phone call to book a pickup must be made.
When you have secured all folders in courier bags, take these to the school office by
9.30 am on Tuesday 3 November for collection by CourierPost. Other submitted subjects eg,
DVC and Technology will be collected at the same time in the same single pick up.
If submissions have not been collected by 3.00 pm on Tuesday 3 November please contact
both CourierPost on 0800 501 504 and NZQA on 04 463 3368.
If you miss the courier pick up, you must notify NZQA immediately.
Submissions after the deadline will require a letter from the Principal’s Nominee to the
National Assessment Facilitator at NZQA. The letter must verify that the submission was the
result of an act or omission on the part of the school and that candidates have not worked
on the submission after the submission date.
Note: As indicated in the assessment specifications New Zealand Scholarship Physical
Education reports will NOT be returned to candidates.
Schools must keep a copy of all work submitted for assessment until New Zealand
Scholarship results have been released to candidates in 2016.
I. Key Dates
1 September
Final entries data sent to NZQA
13-14 October
Schools receive Physical Education folders in pink bags.
15-16 October
Organise folders for distribution. Phone Logistics if pink
bag(s) have not arrived or if there are insufficient or
missing materials.
26 October to 2 November
Schools pack Physical Education folders and secure these
in green courier bags with S-PHED labels.
3 November
All green courier bags to be ready for collection by 9.30 am
by CourierPost from schools.