2025 Late entries process for Principal's Nominees

Process for late entries into the end-of-year timetabled exams

Submit your data file

Submit your data file containing late entries, or changes to the assessment method (digital/paper). Please note that files submitted after 1 September will not be processed until after 15 September. Once your data file has been processed: 

• update any SAC provisioning
• check for new clashes or changes of exam centre
• advise your ECM of any changes to assessment methods (digital/paper) or SAC information for students
• liaise with your ECM to ensure appropriate resources (rooms, technicians, exam resource booklets) will be available for new digital entries
• generate the Late Attendance Roll(s) to ensure late entries have been processed.

First-time digital entries

 If you are making end-of-year digital entries for the first time, email assessment.service.centre@nzqa.govt.nz with the session and standard details so that we can set up a login for your ECM to access the digital platform.

For example, if you have no other digital entries for end-of-year assessments in your files submitted on or before 1 September.

The email subject should read “ECM login for digital exams required”.

Print and sign Admission Slips

Print and sign new Admission Slips for all students with late or updated entries.

These are accessed from your NZQA Provider Login, under Reports / Exam Reports / Examination Admission Slips.

Late digital students

For late digital students, access the Candidate Account Register to check that students have created an account with NZQA.

This report is accessed from your NZQA Provider Login, under Reports.

Late entries before and after 1 October

For late entries submitted by 1 October 2025, NZQA will send additional non-personalised booklets (buffer papers) to your ECM. This will include buffers for late digital entries based on the 15% rule. Resource booklets will also be provided for late digital entries where applicable e.g. there is resource booklet associated with the standard. 

In your data file submission comments, please specify late external entries are included so that we can prioritise processing the file. 

For entries submitted after 1 October 2025 in addition to the steps above:

• Check with your ECM whether they have enough non-personalised booklets (buffer papers) for late entered paper entries, and late added SAC entitlements (readers/writers).
• Check with your ECM whether they have enough resource booklets for late entered digital entries and late added SAC entitlements (readers/writers).
• Access the exam PDF on the day of the exam if your ECM does not have enough buffer papers or resource booklets. Information on the PDF download process and printing recommendations starts on page 5.

Additional information  

If your school is not an exam centre, liaise with the PN at your host exam centre urgently. You will need to submit the data file. The host exam centre will help manage the late entry process and will generate the Late Entry Attendance Roll once entries have been processed.

If you have a request for a student to sit at another exam centre, follow The Request to Change Examination Centre process. Under no circumstances can exam booklets be moved between exam centres.

Request to change Examination Centre

The process for managing clashes can be found here.

• The due date for the PN to resolve 2-way exam clashes is 19 October 2025.
• 3-way clashes must be resolved with SRM by 23 October 2025. 

Details of 2-way and 3-way clashes can be found in the Key Indicators link through your NZQA Provider Login at General Security Features / Key Indicators.

Literacy and Numeracy Assessment Event 2 (AE2) late entry process

Late entries for AE2 must be submitted by 27 August 2025, please follow the process below:

• Submit a data file as soon as possible.
• Send an email to schools@nzqa.govt.nz and add ‘Late Lit/Num entries’ to the subject line.
• Check the status of the batch file on the Provider login page. If your file has not been processed within 48 hours, contact your data person at NZQA on 0800 697 296 or email schools@nzqa.govt.nz
• If entries are not processed, reschedule the assessment day (if sitting the assessment online) or use the printed PDF for the student(s) with late entries

Entries submitted after 27 August 2025 may not be processed in time, but if you have FIVE or fewer entries, then the process is to:

• Contact NZQA on 0800 222 230.
• Provide student details over the phone.
• Update your entries and submit a data file to NZQA after 15 September.

Any students who complete the assessment on paper must have their entry created before you can upload their scanned work. You will then need to follow the Late submissions process.