We develop the examination timetable with reference to previous entry data to minimise potential clashes. The timetable is published in December of the year prior to examinations.
Candidates, subject teachers, form teachers, and deans should be aware of the examination timetable. When there's a timetable clash, affected candidates should be informed of the impact.
National secondary exam timetable
Role of the Principal's Nominee
The Principal’s Nominee (PN) should check examination timetable clashes after each data file submission and let candidates know about any clashes. The Key Indicators page in the school's provider login lists candidates with clashes.
The examination clash management timeline and sequestering guidelines may help PNs manage clashes:
Examination clash management timeline
Foll all clash situations, PNs must:
- publish an examination timetable at the beginning of the year so candidates can identify clashes that will impact on option choices
- be familiar with the Key principles and exam order of priority
- discuss clashes with candidates to see if these can be removed or how they will be accommodated. Candidate input to this process will determine how the exam sessions are arranged
- on the day of the clash confirm that clash arrangements meet NZQA principles, consulting with your School Relationship Manager for advice on 3 or 4-way clashes
- provide each clash candidate with a letter outlining their timetable clash, how it will be resolved, and their responsibilities. Candidates should sign the letter and return it to you
- share 3 or 4-way clashes letters with their School Relationship Manager (SRM)
- provide the Examination Centre Manager (ECM) with a list of clash candidates with NZQA-approved arrangements so they can plan appropriately.
- check that late entries made after 1 September do not create clashes
- confirm arrangements to accommodate candidates, which impact on examination centre resourcing, by 18 October so ECMs can complete their planning.
- contact their SRM, after 19 October, if any additional clashes arise.
The PN should provide the ECM with a list of all candidates with clashes, together with copies of the candidate letters detailing how each clash will be managed. This will enable the ECM to finalise their planning.
On this page
Managing examination timetable clashes
Key principles for managing exam clashes
- maintain credible assessment and the integrity of the examinations
- minimise impacts on the exam centre and the school’s management of exams
- meet candidate needs.
Exam order of priority
Candidates with clashes will sit their examinations, at the published time, in this order of priority:
- New Zealand Scholarship exams
- digital exams
- exams with technology, for example, those with a listening, speaking, or video recording component
- the higher-level exam.
It is assumed that the candidate and school staff have considered each clash and checked it against the exam timetable, and that all understand the clash's implications of the clash on the candidate’s exam timetable.
The PN and their SRM can discuss options that allow candidates to complete all of their scheduled examinations.
Extra exam sessions
If clash requires an extra examination session for a candidate, NZQA may allow an earlier start or a later finish to an examination.
Examinations will not be scheduled to start before 7 am or finish after 5:30 pm, including for candidates with special assessment conditions (SAC).
NZQA makes the final decision on what arrangements will apply when exam clashes occur.
Resolving exam clashes
Schools are responsible for resolving any 2-way clashes in line with the Key principles. PNs should discuss any clashes with your ECM, and if there are issues, refer these to their SRM.
NZQA may require extra supervision arrangements to be put in place for a candidate, or the candidate may need to sit an examination outside of the timetabled session.
When managing clashes, the top priority is keeping the examination booklets secure so that exams remain fair and trustworthy.
NZQA is mindful of its obligations as an employer. We will ensure that ECM and supervisors are not required to start an examination too early or continue an examination too late.
Two-way clashes
Use the two-way clash letter template, which is also available from the Key Indicators page of your school’s provider login.
Two-way clash letter template [DOCX, 65 KB]
Each candidate must sign a copy of their letter and return it to the Principal's Nominee before 19 October. Candidates must be given a copy of their completed letter for reference.
Where a clash involves entries in only 2 or 3 standards, use the two-way clash letter - 3 standards template.
Two-way clash letter - 3 standards template [DOCX, 50 KB]
PNs should discuss arrangements for managing 2-way clashes with their ECM. Any issues should be referred to the SRM.
Three-way clashes
Your SRM will determine any 3-way clash arrangements. They will provide a letter for each candidate detailing the specific arrangements to manage their clash. Each candidate must sign a copy of their letter and return it to the PN before mid-October.
Candidates must be given a copy of their completed letter for reference. A copy must also be sent to your SRM.
The PN is not to provide a letter to any candidate or approve any resolution of a three-way clash without the prior approval of their SRM.
Candidates from other schools with examination clashes
When making arrangements for candidates from other schools to sit examinations at your examination centre, check for any exam clashes. If there are clashes, contact your SRM urgently as this could have implications for you and your staff.
Examples of how clashes could be resolved
Candidate is entered for 3 standards
If the candidate is entered for a total of 3 standards (across multiple subjects) within an examination session, they they could choose to sit all standards within that single examination session. A break may be requested when a candidate transitions to another subject during the examination.
Candidate is entered for more than 3 standards
If the candidate is entered for more than 3 standards across multiple subjects in an exam session, they will sit the higher-level examination at the scheduled time and will be sequestered (closely supervised) between the morning and afternoon sessions. They must stay in the examination room for the entire examination morning session but may leave after 45 minutes following the start of the afternoon session.
Candidate has 3 exams timetabled for the same day
If the candidate has 3 examinations timetabled for the same day, they will be provided with an extra examination session on the day to accommodate all 3three examinations (unless overnight sequestering is approved). The timing and duration of each session will be according to the principles outlined above. Sequestering will be required between some sessions.
Candidate chooses to not attend an exam to resolve a clash
If the candidate chooses to not attend an examination to resolve a clash, the school must ensure the candidate confirms this in writing.
Use the form to below confirm this arrangement with the candidate.
Intention not to attend an examination [DOCX, 15 KB]
Give the completed form to your ECM, so they are aware that no additional supervision resources are required to manage the candidate.
Clash arrangements that will impact on examination centre resourcing must be resolved by mid-October so that the ECM can complete their examination planning as required by NZQA.
Candidates must follow procedures
Candidates must understand that failing to follow timetable clash procedures is regarded as a breach under Schedule 5 of the Assessment Rules:
Procedures include those related to supervision over lunchtime, such as:
- remaining in the examination room for the duration of any morning examination
- being sequestered over lunchtime
- being escorted to their afternoon exam, and
- use of the toilet under the direct supervision of a member of the school staff.
New Zealand Scholarship exams and overnight sequestering
Overnight sequestering might be considered an option when:
- NZQA and the principal at the candidate's school approve
- Scholarship candidates have 3-way clashes involving New Zealand Scholarship and NCEA Level 3 (where they are entered in all standards) in a single day.
An example of this might be 2 Scholarship exams and an NCEA Level 3 exam. Or 1 New Zealand Scholarship exam and 2 NCEA Level 3 exams.
There is no overnight sequestering of candidates for NCEA only, at any level, because of logistical constraints and equity considerations. Overnight sequestering is only approved for clashes between Scholarship and NCEA Level 3 subjects.
Scholarship exams have priority
New Zealand Scholarship is a high-stakes, competitive examination with the possibility of monetary awards for high-achieving candidates. A 3-way clash between Scholarship and NCEA examinations should not become a barrier to accessing these awards, or give the candidate an advantage over others.
New Zealand Scholarship exams must be completed in the correct examination session. If overnight sequestering is approved, the candidate will complete the NCEA Level 3 exam the following morning.
The principal's responsibilities
The principal, with the approval of NZQA, will be responsible for the secure, overnight sequestering of any candidate. Any costs relating to overnight sequestering are the candidate's responsibility
Fees for supervision or sequestering
When a candidate has elected to sit an examination at a time different from that published, and NZQA has agreed, any actual and reasonable costs associated with extra supervision, including sequestering, may be charged.