Memorandum to Schools 76/2008
5 September 2008
2008 October/November Examination Centres & Special Examination Arrangements
Examination Centres and Special Examination Arrangements for the 2008 October/November Examinations will be available on VASS from Monday 8 September 2008.
An application form for Emergency Special Examination Arrangements is available as a VASS Download for schools to use for requests arising within two weeks of an examination period. This download also has a template medical statement attached. The VCAA prefers that the VCAA template medical statement is completed by a doctor/specialist for all applications for Emergency Special Examination Arrangements.
1. STUDENT ASSESSMENT TIMETABLES
Student Assessment Timetables should be produced on or after Monday 8 September using the menu:STUDENT PROGRAM →VCE Reports →Student Assessment Timetables and distributed to students for checking.
Note: Student Assessment Timetable reports produced before Monday 8 September will have the message: “WARNING: - at the time of printing, written examination venues had not been confirmed for October/November Examinations”. These should be discarded as the examination venues had not been confirmed and may be incorrect.
The Student Assessment Timetables Report can be printed for an individual student by selecting the radio button next to the Student Number field or for all students or students within a Year Level / Form Group (see Figure 1). If the Student Number field is enabled the Student Number can be entered or searched for using the binoculars.
Figure 1 - Student Assessment Timetables Report Parameters screen
To produce Student Assessment Timetables for a whole Year Level or for a Form Group within a year level, select the radio button next to the Year Level field.
An additional ‘Students with Approved Alternative Examination Arrangements Only’ filter has been included on the Student Assessment Timetables Report Parameters screen. If this option is selected the timetables for students with Alternative Examination Arrangements only will be printed. Alternative Arrangements are for students with three examinations in one day or two examinations scheduled in the same session. These Student Assessment timetables will now reflect examination time changes that have been approved by the VCAA.
By selecting Cycle 4Oct/Nov Exams & Unit 4 Coursework and Include School Assessments ‘No’ and Students with Approved Alternative Examination Arrangements Only ‘No’(as in Figure 1) the Student Assessment Timetables will only display information relating to the October/ November Examinations.
When printing Student Assessment Timetables, the Examination Order can be selected by choosing either Study and GA order or Date and Time order on the Student Assessment Report Parameters screen.
Important Note: The Student Assessment Timetables Report will also display the final date for receipt at the VCAA of any Derived Examination Score Applications for the student.
2. SPECIAL EXAMINATION ARRANGEMENTS ADVICE SLIPS
Special Arrangements Advice Slips should be produced in VASS using the menu: STUDENT PROGRAM → VCE Reports → Special Arrangements Advice Slips.
The Special Arrangements Advice Slips can be printed for an individual student by entering the Student Number or for all students in the school with Special Arrangements by leaving the Student Number field blank (see Figure 2).
Assessing Schools may also produce Special Arrangements Advice Slips for Non Home School Students by selecting the ‘Yes’ button for Include Non Home School Students.
Figure 2 – Special Arrangements Advice Report Parameters screen
By selecting Cycle 4Oct/Nov Exams & Unit 4 Coursework (as in Figure 2) the Special Arrangements Advice Slips will display information relating to the October/November Examinations only.
The Student copy and School copy of the advice slips list the approved Special Examination Arrangements for each student and study.
The Student copy must be printed and given to each student for whom arrangements have been approved.
The School copy must be given to the Examination Chief Supervisor.
3. SPECIAL EXAMINATION ARRANGEMENTS SUMMARY
The Special Arrangements Summary may be produced in VASS using the menu: STUDENT PROGRAM →VCE Reports →Special Arrangements Summary.
The summary lists the status (Approved, Declined or Pending) of students for which Applications for Special Arrangements have been received by the VCAA. Examination Supervisors must be provided with a copy of this report.
Figure 3 – Special Arrangements Summary Parameters screen
Relevant information about Special Examination Arrangements can also be found in the following SYSTEM ADMIN →Downloads:
- EXAM INFO - Special Arrangement Guidelines
- EXAM INFO - Vision Impairment - Supervisor Instructions - Authorised Materials
- EXAM INFO - Hearing Impairment - Clarifier Instructions
- EXAM INFO - Severe Language Disorder – Clarifier Instructions
- EXAM INFO - Application for Emergency Special Examination Arrangements
CONTACTS
Any queries regarding October/November Examination Centres and Special Examination Arrangements should be directed as follows:
- Examination Centres: Maria Fragale Ph 9225 2255 or Fax 9225 2258 or email to fragale.maria.m@edumail.vic.gov.au
- Special Examination Arrangements: Special Provision team Ph 9225 2219 or 1800 205 455 or Fax 9225 2234 or email: vcaa.special.provision@edumail.vic.gov.au
Any queries regarding VASS should be directed to the Administrative Support Unit on Ph 9651 4482 or 1800 827 721. Alternatively, Fax enquiries to 9651 4551 or email: vass.support@edumail.vic.gov.au
Schools are strongly advised to use the Help button on the appropriate screen for information regarding the use of specific VASS menus and functions.
