Variation to venue: Information for main learning providers

If your school has multiple campuses, you must confirm which students will complete external assessment at each campus.

Your External Assessment (EA) Coordinator should email the list of students and subjects to externalassessment@qcaa.qld.edu.au.

The Queensland Curriculum and Assessment Authority (QCAA) will send assessment materials to each campus you nominate.

If your school needs an alternative venue for your whole cohort, you must confirm your alternative venue arrangements by email to externalassessment@qcaa.qld.edu.au

Include details about:

• the alternative venue
• which assessments will be undertaken at the venue
• how you will securely store and move assessment materials.

The QCAA must approve all arrangements. Your school is responsible for any cost, such as room hire.

If your school is a distance education provider, you should nominate Queensland secondary school venues for your students by completing the the Distance education variation to venue form (XLSX, 10.4 KB) and emailing the form to externalassessment@qcaa.qld.edu.au.

This process applies if students:

• nominate reasonable secondary school venues given their locations and circumstances
• will complete all external assessments at the one venue.

The EA Coordinator must confirm each student’s secondary school venue preferences (numbered 1–3 to order of preference).

The QCAA will work with venues to accommodate students but cannot guarantee placement at preferred schools. We will confirm approved arrangements with your school’s EA coordinator/s.

See Responsibilities of MLPs when a variation to venue is approved.

When an individual variation to venue application may be required

A distance education provider should only submit a variation to venue application through the AARA application (app) in the QCAA Portal in instances where an individual student requires:

• a Queensland school venue that is not the most reasonable or logical secondary school given their location (for example, a venue across state to enable participation in an appropriate representative activity)
• more than one venue
• a venue that is not a Queensland secondary school.

Supporting evidence must be provided for all individual applications.

This may apply to students who:

• are geographically isolated
• are representing Australia or their state in an official capacity at a sporting, academic or cultural event when external assessment is scheduled
• have a medical condition or injury preventing them from attending their MLP.

Students must provide:

• their Queensland secondary school venue preferences
• supporting documentation to confirm the reason for their application (i.e. eligibility for a variation to venue).

Supporting documentation may include:

• evidence verifying where they are living
• a copy of the letter confirming the student’s selection to represent the state or country in an official capacity, including the location of the event and dates of travel (departure, and return) as relevant
• medical documentation.

The school must compile this information in a variation to venue application and submit it through the AARA app in the QCAA Portal. Principals must be satisfied with the student’s eligibility for a variation to venue and endorse the application.

The QCAA will work with secondary school venues to accommodate students but cannot guarantee placement at preferred schools. We will confirm approved arrangements with MLP EA coordinators.

See Responsibilities of MLPs when a variation to venue is approved.

This may apply to students who:

• are geographically isolated or residing interstate or overseas
• are in Queensland but cannot attend a Queensland secondary school for a valid reason
• are representing Australia or their state in an official capacity at a sporting, academic or cultural event when external assessment is scheduled
• have a medical condition or injury preventing them from attending their MLP or another Queensland secondary school.

Students must provide supporting documentation to confirm the reason for their application. This may include:

• evidence of where they are living and why they cannot attend a Queensland school
• a copy of the letter confirming their selection to represent their state or country in an official capacity, including the location of the event and dates of travel (departure and return) as relevant
• medical documentation.

Students must also nominate a suitable venue and supervisor. The Variation to venue — application form (PDF, 184.0 KB) can help with this process, but does not need to be submitted as part of the application.

Students and/or parents or carers must submit a signed supervisor statement and confirm responsibility to cover all associated costs prior to assessment.

See Venue and supervisors suitability and costs.

The school must submit all required information in a variation to venue application through the AARA application in the QCAA Portal. Principals must be satisfied with the student’s eligibility for a variation to venue and endorse the application.

The QCAA must approve the student’s reason for variation to venue and approve the venue and supervisor. Payment of relevant costs must be made by the student and/or parent or carer before the day of relevant assessment.

See Venue and supervisor suitability and costs.

See Responsibilities of MLPs when a variation to venue is approved.