Variation to venue: Information for students and parents/carers

A variation to venue application with supporting documentation must be submitted by main learning providers (MLPs) to the QCAA via the AARA application in the QCAA Portal, when a student cannot sit external assessment at their MLP.

This is not required when an MLP:

• is not suitable as an external assessment venue — the MLP will arrange an alternative venue for the entire cohort
• is a distance education provider — the MLP will ask students and parents/carers to nominate three Queensland secondary school venues for external assessment. The QCAA will liaise with venues to accommodate students and confirm approved arrangements with the MLP
• has students across multiple campuses — the MLP will confirm students completing external assessment at each campus.

To be eligible for a variation to venue application, students may:

• be geographically isolated or residing outside Queensland
• be representing the state or country in an official capacity at a sporting, academic or cultural event
• have a medical condition or injury preventing them from attending their MLP.

Students must provide supporting documentation to verify their eligibility for a variation to venue. For example:

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

Note: A signed supervisor statement as to external assessment administration will also be required in applications to complete external assessment at a venue that is not a Queensland secondary school.

Students must provide the MLP with:

• supporting documentation to substantiate their eligibility for a variation to venue
• a list of three nominated Queensland secondary schools (numbered 1–3 in order of preference). These must be the most reasonable venues, given the student’s location and circumstances.

Applications must be endorsed by the principal. The MLP will submit endorsed applications to the QCAA. The QCAA must be satisfied with the student’s reason for the application. If it is approved, the QCAA will liaise with venues to accommodate students but cannot guarantee placement at preferred schools. Approved arrangements will be confirmed with the MLP.

Students must provide the MLP with:

• supporting documentation to substantiate their eligibility for a variation to venue and inability to attend a Queensland secondary school
• details of a nominated venue meeting QCAA requirements
• details of a nominated supervisor meeting QCAA requirements and a signed Supervisor statement as to external assessment administration: External assessment — variation to venue (PDF, 170.9 KB)
• confirmation of the cost/s of venue hire and/or supervision.

The Variation to venue - application form (PDF, 184.0 KB) may be used to assist this process. Applications must be endorsed by the principal. The MLP will submit endorsed applications to the QCAA. The QCAA must be satisfied with the student’s reason for the application (i.e. eligibility) and the suitability of the venue and supervisor. An application decision will be communicated to the MLP.

See Variation to venue: Venue and supervisor suitability and costs.

Students must observe the QCAA’s Directions for students: External assessment, as well as the venue’s rules. Students approved a variation to venue must:

• acknowledge that they have received venue information from their MLP, including venue arrival times, assessment start times and contact information. This should be acknowledged by email to the MLP
• attend scheduled assessment at the approved venue
• take their own approved equipment (see the External assessment equipment list)
• show photo identification to the venue supervisor (this may be a school photo ID or a card issued by the Department of Transport and Main Roads)
• advise the venue’s contact person before, during or immediately after assessment, if they are impacted by illness or misadventure.