Notice 46 2018 VCE examaination centre arrangements
VCE Written Examination Centres
TO:The Principal
ATTENTION:VCE Coordinator, Examination Centre Coordinator
FROM:Justin Seabury, Manager Assessment Operations
DATE:30 May 2018
SUBJECT:Examination centre arrangements for the 2018 VCE written
examinations
________________________________________________________________________
This document should be read in conjunction with the following
forms to enable your school to confirm and/or establish centres for
2018 VCE written examinations:
2018 VCE written examination centres
2018 Approval to transfer VCE written examinations
2018 VET Creative and Digital Media examination centres and
approval to transfer
2018 CCAFL written examination centres.
The attachments are included with Notice to Schools 46/2018
Background
VCE Providers with students enrolled in one or more VCE or
scored VCE VET Unit 3-4 sequence must meet the VCAA requirements
for the conduct and administration of VCE external assessments as
outlined in the 2018 Agreement to conduct and administer VCE
external assessments signed earlier this year.
Principals are responsible for ensuring that all their home
school students are appropriately accommodated and correctly
supervised for all VCE written examinations. This applies for all
students including those undertaking one or more VCE or scored VCE
VET Unit 3-4 sequence at a provider other than the home school, for
example, Distance Education Centre Victoria, VET providers, the
Victorian School of Languages, other single Language providers or
where the assessing school differs from the home school.
The VCAA does not fund supervision costs when fewer than 10
students from only one school are scheduled to present at a centre
unless there is no other VCE provider within 15 km of the school.
It is preferable that your school combines with one or more other
schools when fewer than ten students are enrolled in a study at
your school. If schools do combine the VCAA will fund the
supervision, even if the combined number of students is less than
ten.
(Refer to Section 1.6.5 of the VCE Examination Manual 2018.)
Examination centres have a designated host school. When two or
more schools combine, the host school is the school where the
centre is located or the school coordinating the arrangements for
an external centre.
All VCE external assessment materials and stationery will be
delivered to the host school.
For more detailed information on the conduct and administration
of VCE written examinations, please refer to the VCE Examination
Manual 2018.
Action Required
1. All VCE providers with VCE or scored VCE VET Unit 3-4
enrolments must complete and return the 2018 VCE written
examination centres form.
1. Home schools with Unit 3-4 enrolments in VET Creative and
Digital Media must complete and return the 2018 VET Creative and
Digital Media examination centres and approval to transfer
form.
1. Home schools with Unit 3-4 enrolments in Languages (CCAFL)
studies must complete and return the 2018 CCAFL written examination
centres form.
Note: Languages (CCAFL) written examinations are conducted on
Tuesday 23 October.
Please choose one mode of delivery for the return of the
completed forms:
Email – Scan the forms and email to:
[email protected]
Post – Addressed Private and Confidential, Attention Maria
Fragale, PO Box 326, COBURG 3058
Please arrange for these forms to be returned no later than
Friday 15 June 2018.
Contacts
For queries about examination centres contact Heidi Reiter on
(03) 9225 2253 or [email protected]
For queries about supervisors and the agreement form contact
Susan Meadows on (03) 9225 2237 or
[email protected]
Examination Centre Summary (Written) report
Schools should print a copy of the Examination Centre Summary
(Written) report from VASS before determining their preferred
Examination centre arrangements for the 2018 VCE written
examinations.
Schools are able to access this report using the parameters set
out on page 3.
The information provided on this report summarises the current
2018 VCE written examination centre arrangements for your
school.
If one or more examinations are listed as being conducted at
another school and you want this arrangement/s to continue, you
must obtain written approval from that school. At the same time, if
there are other schools listed as attending your centre for an
examination/s, this arrangement can only continue if they have also
sought and gained written approval from your school in 2018.
The report must be checked carefully before it is used as the
basis for organising your 2018 VCE written examination centre/s.
Please ensure that:
1. all expected VCE written examinations are listed including
those for studies that are being assessed by another
school/provider/RTO;
1. the number of students for each examination is correct. If it
is lower or higher than the number you are expecting, you must
check your enrolments immediately;
1. if an enrolment amendment needs to be made, the appropriate
form/s must be downloaded from VASS, completed and returned to
Student Records and Result as soon as possible together with the
appropriate fees. [SYSTEM ADMIN > Downloads > SRRU –
Application for Late Enrolment Amendments 2018 – either VCE/VCAL or
VET]
All enrolment queries should be directed to Student Records and
Results Unit on (03) 9032 1756 or via email to
[email protected] or fax (03) 9032 1591.
[STUDENT PROGRAM > VCE Reports > Examination Centre
Summary]
Note:
‘Date’ order will give you a summary of examinations by
timetable date/time.
‘Graded Assessment’ order will give you a summary of
examinations by GA study code order.
Forms
1. VCE written examination centres
The form should be completed as follows:
Sections 1 & 2
All schools must complete.
Section 3
Only necessary if you are:
· making arrangements to transfer all of your students
undertaking a specific examination/s to another school
· confirming previous year’s arrangements with another
school
· transferring an examination/s back to your school.
Section 4
This section should only be completed if one or only some
students from a larger cohort of students for an examination are
being transferred to another school.
If only one student is enrolled in a study and that examination
is being transferred, this is classified as a group move and
Section 3 must be completed.
English as an Additional Language (EAL)
The EAL written examination includes a listening section.
Schools will be provided with a CD for the audio component of
the examination.
Consequently, the EAL and English examinations need to be
conducted in separate rooms.
The VCAA will cover the cost of separate supervision for these
two examinations.
2. VET Creative and Digital Media (CDM)
Schools with students enrolled in Unit 3-4 of VET CDM must
complete and return the 2018 VET Creative and Digital Media
examination centres and approval to transfer form.
The VET CDM examination is computer-based therefore you are
required to nominate a location that is suitable for running a
computer-based examination.
The location where your students are currently undertaking their
VET CDM training − a school or an external provider, is often the
most suitable option.
However, it is possible that not all external providers will be
able to function as a centre.
Therefore, prior to nominating another school/provider as a
centre for your students, you are required to:
· contact the school/provider to ensure they are able to provide
access to a centre on the date of the VET CDM examination
· check if they are able to meet all technical requirements
associated with the administration of the examination
· ensure the school/provider has computers with the same
specific operating system your students have been using in
classes.
The host school/provider must confirm their commitment to this
arrangement by completing and signing section 2 of this form.
Note:CDM centre arrangements must be finalised even if you are
aware that your studentswill not be completing the VET CDM
examination.
The VET CDM form should be completed as follows:
Section 1
All home schools with student/s enrolled in VET CDM must
complete this section.
If you are making arrangements for your student/s to sit at
another centre, Section 2 must be completed by the ‘Host
School.
As the home school you are responsible for ensuring that the
completed form is returned to the VCAA..
Sections 3, 4 & 5
These sections must only be completed on the form being returned
by the school hosting the CDM examination.
Note:As the home school, if you are not conducting the VET CDM
examination, you are not required to provide information for
Sections 3, 4 and 5.
3. Approval to transfer forms
The Approval to transfer VCE written examinations form must be
completed if you are:
· making arrangements to transfer examination/s to another
school/s or provider and/or
· requesting the previous year’s arrangements to continue
and/or
· transferring a student/s examination/s to another school.
Failure to complete and return this form will mean that changes
will not occur and previous year’s arrangements will not
continue.
The Approval to Transfer VCE written examinations form should be
returned together with the centres form.
Schools wanting to combine for examinations may access details
of other schools offering VCE studies through VASS: [SCHOOL PROGRAM
> Unit 3/4 Home Schools] − please select Unit 4.
4. CCAFL written examinations
CCAFL (Collaborative Curriculum and Assessment Framework for
Languages) – Tuesday 23 October
Arabic, Armenian, Bosnian, Chin Hakha, Croatian, Dutch,
Filipino, Hebrew, Hindi, Hungarian, Karen, Khmer, Korean First
Language, Korean Second Language, Macedonian, Maltese, Persian,
Polish, Portuguese, Punjabi, Romanian, Russian, Serbian, Sinhala,
Swedish, Tamil, Turkish, Ukrainian and Yiddish.
To determine if you currently have students studying one or more
of the languages listed above, rerun the Examination Centre Summary
report with the following parameters set:
· Select ‘Cycle 8’
· Leave the next two parameters set to ‘ALL’
· Include Student Details – ‘No – totals only’
· Leave the next three parameters set to ‘Yes’
· Report Type – ‘List on Screen’ or ‘Export list’
· Report Order – ‘Date’
[Student Program > VCE Reports > Examination Centre
Summary]
The VCAA maintains overall responsibility for determining
centres for the CCAFL written examinations.
However, your assistance is required to provide a room/s for the
conduct of these examinations.
This will assist the VCAA in localising centres and, where
possible, minimise travel requirements for students.
If you have CCAFLs listed on the Examination Centre Summary
report, you must complete and return the 2018 CCAFL written
examination centres form. This form must be returned even if you do
not nominate your school as a centre.
Please be aware of the following:
· If you don’t nominate your school as a centre or are unable to
provide a room/s at your school, students for whom you are the home
school will be required to complete their examination elsewhere.
This will require students to travel to other schools prior to the
2.00 pm commencement time, and then travel home after the
completion of the examination.
· If the VCAA is unable to accommodate your students at a
localised centre, you will be required to conduct the CCAFL written
examination/s for your home school student/s as per the signed 2018
Agreement to conduct and administer VCE external assessments.
· Although you may be prepared to provide a room/s and
accommodate students from other schools, students in languages with
low enrolment numbers will be allocated to the most central
venue.
The form should be completed as follows:
Section 1
All home schools with student/s enrolled in Unit 3-4 in one or
more CCAFL must complete this section.
Section 2
If you nominate your school as a centre, select either Option A,
B or C.
OPTION A – Home School Students ONLY
You are choosing to conduct the CCAFL written examinations for
only your home school students. If you choose this option the VCAA
will not pay for supervision if the number of students in each
language is fewer than 10. (This does not apply if you are a remote
country school.)
OR
OPTION B – BOTH Home School Students and Students from Other
Schools
You are able to accommodate students from other schools together
with your home school students.
If you choose this option, the VCAA will pay for the supervision
even if the total number of students is fewer than 10.
Note: If the VCAA is unable to allocate students from other
schools to your centre for a language/s, then your students will be
moved.
OR
OPTION C – Combination of Option A and/or Option B
As per Option B, except if the VCAA is not able to allocate
students from other schools to your centre, you are willing to
revert to Option A. That is, you are still prepared to conduct the
CCAFL written examinations for only your home school students and
thus pay for supervision if fewer than 10 students in each
language.
Section 3
Schools who have nominated themselves as a CCAFL centre must
complete this section.
Additional Information
Auslan − Wednesday 24 October 2018
Schools are not required to organise a centre for the AUSLAN
examination.
The VCAA will allocate a centre for Auslan students and schools
will be notified in writing in the week beginning Monday 17
September 2018.
Equipment
The written examinations for English as an Additional Language
(EAL), Music Style and Composition, Music Performance, VET Music
Industry: Sound Production and most Languages studies, including
CCAFL, have a listening component that will require a CD to be
played.
These examinations require the host school to provide a separate
room (or rooms if there are two or more examinations in the one
session) and the appropriate equipment for each examination. This
equipment must be of a suitable quality and positioned to enable
all students to hear the examination clearly.
The following languages examinations do not have a listening
component: Latin, Classical Greek, Classical Hebrew and Indigenous
Languages of Victoria.
Timetable clashes
If a student has two examinations timetabled for the same
session, one of the examinations will be moved to another session
on the same day. Principals should consult the student and on
behalf of the student request which examination is to be moved to a
different session on the same day.
This request must be made in writing via email to:
[email protected] by Friday 20 July.
Note:
· Language and Music examinations must be conducted at the
scheduled time.
· Home schools are responsible for running examinations for
students with a timetable clash.
Three examinations on one day
If a student has three examinations scheduled on the same day,
the VCAA will contact the school in writing outlining the
arrangements for these students. Schools will be contacted in
September.
Note:A report can be run from VASS which will list both the
students with a timetable clash andthose with three examinations on
one day.
[Student Program > VCE Reports > Examination Clashes]
Completing examinations outside Victoria
Students who are required to present for examinations at
locations outside Victoria must meet the eligibility requirements
and seek VCAA approval.
The application form, which includes the eligibility rules and
service fee, is available on VASS:
[SYSTEM ADMIN > Downloads > Examination Admin > 2018
Application to sit external assessments interstate or
overseas].
All applications must be supported with evidence of
eligibility.
Applications will not be finalised until the supporting evidence
and appropriate fees are paid.
Students are responsible for paying directly to the supervisor
any required supervision fee as well as the cost of returning the
response materials immediately to the VCAA by security mail or
courier.
Closing date: Friday 20 July.
Student Examination/Assessment Timetables
It is also the responsibility of the Principal to ensure each
home school student enrolled in a VCE or a scored VCE VET Unit 3-4
sequence is provided with their individual ‘Student
Examination/Assessment Timetable’ produced from VASS.
The Student Examination/Assessment Timetable will inform
students of their centre arrangements for the VCE written
examinations, including VET Creative and Digital Media and
CCAFL.
Schools should print Student Examination/Assessment Timetables
in the week beginning Monday 10 September after centre arrangements
for the VCE written examinations have been finalised.
Supervisors
All schools have appointed their 2018 supervisors. Should any
changes and/or additions occur to the supervisors already
appointed, it will be necessary to notify the VCAA in writing
immediately. For any newly appointed supervisors, the following
form/s is to be completed and returned:
· 2018 Change of Chief Supervisor (if a new chief supervisor is
appointed)
· 2018 Additional Assistant Supervisors (if assistant
supervisor/s are appointed).
Both of these forms are available on VASS: [SYSTEM ADMIN >
Downloads > Examination Admin].
New chief supervisors appointed for the VCE written examination
period must attend a training session conducted by the VCAA. The
training sessions will be conducted at the VCAA Coburg Assessment
Centre on Monday 15 and Tuesday 16 October.
It is imperative that all appointed supervisors sign a
Supervisor Relationships Statutory Declaration and Conditions of
Appointment form well in advance of commencing work. This form is
also available on VASS.
The signed Supervisor Relationships Statutory Declaration and
Conditions of Appointment forms must be retained at school in the
VCE Examination Document Register folder.
Principals must also ensure their employment practices for
supervisors comply with the changes to the Victorian Working with
Children Act 2005 which came into effect from Tuesday 1 August,
2017 which makes it a legal requirement that all VCE written
examination supervisors obtain a Working with Children Check (WWCC)
before commencing work, unless they are eligible for an exemption
under the Act. For information about applying for a WWCC and the
changes to the Act, visit the Department of Justice and Regulation
webpage: www.workingwithchildren.vic.gov.au
Funding additional assistant supervisors (for multiple rooms
within a centre)
If schools are obliged to use multiple rooms for some of the
examinations, the VCAA will consider applications for extra funding
of assistant supervisors, bearing in mind the base assumption is
that there is a minimum of 20 students allocated to a room.
Schools requesting funding of additional supervisors must apply
on the 2018 Application for the Funding of Additional Assistant
Supervisors form.
Funding for an external venue
Schools requesting the VCAA to meet the hiring fee cost for an
external venue must apply on the 2018 Application for Funding of an
External Venue for External Assessments form.
Consideration will only be given to those applications
where:
· two or more schools share the external venue for an
examination/s in a session
· the total number of students is 10 or more per session.
The VCAA will not fund the cost of furniture hire, cartage
and/or setting up.
You must adhere to the application requirements as printed on
the above forms to be considered for funding.
These application forms are available on VASS: [SYSTEM ADMIN
> Downloads > Examination Admin].
The completed application/s must be submitted by Friday 20
July.
Briefing sessions
The VCAA will not be running briefing sessions for ongoing chief
supervisors in 2018. Ongoing chief supervisors, and experienced
school personnel responsible for the conduct and administration of
VCE examinations are expected to familiarise themselves with the
VCE Examination Manual 2018.
The VCAA will however be conducting a number of audits of VCE
examination administration procedures during Term 3.
If schools are selected for these audits they will be expected
to notify their chief supervisor allowing them the opportunity to
attend and participate.
The schools selected for audit will receive advanced
notification, by email, from the VCE Examinations Planning and
Logistics area.
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