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10.1 External assessment roles and responsibilities

School staff, students and parents/carers, as well as the QCAA, have specific responsibilities for external assessment processes.

Information for students and parents/carers can be found at Administration of external assessments.

This information includes:

Adult students registered for a Senior External Examination are responsible for following information provided by the QCAA.

The following table outlines the roles and responsibilities of schools.

External assessment roles and responsibilities
Principals: The QCAA:
  • manage the school’s overall responsibilities for
    external assessment processes
  • ensure students are receiving adequate hours of learning/tuition for General (Senior External Examination) subjects
  • may delegate external assessment responsibilities to an external assessment coordinator/s (EA coordinator)
  • may appoint an additional assistant EA coordinator/s
  • manage the security, storage and movement of assessment materials.
  • develops external assessments and marks student responses to the external assessments
  • provides timelines, guidance, support and resources to help schools prepare for and conduct external assessment
    • communicates timelines for external assessment in the SEP calendar
    • creates, publishes and communicates the External assessment timetable
    • publishes and communicates the DFA and Directions for students: External assessment each year
    • communicates with schools about procedures for the delivery and collection of external assessment materials
    • reschedules external assessments for students with a timetable clash
    • provides training for external assessment writers and external assessment marker
    • appoints external assessment invigilators and external assessment observers.
EA coordinators:
  • maintain the security and integrity of assessment materials according to QCAA requirements
  • adhere to and manage external assessment processes outlined in the DFA
  • ensure the assessment venue meets QCAA requirements
  • receive and disseminate communications from the QCAA and communicate with the QCAA as required
  • are aware of, and prepare for, QCAA-approved and principal-reported access arrangements and reasonable adjustments (AARA) for any students sitting an assessment at their school
  • register and collect fees for students wishing to sit the Senior External Examination
  • ensure the assistant EA coordinator is able to assume the role if necessary
  • provide school staff, students and parents/carers with the following documents
    • External assessment timetable
    • Directions for students: External assessment
    • External assessment equipment list
  • provide school staff with the DFA
  • implement QCAA arrangements for rescheduled assessments if there is a timetable clash
  • allocate suitable staff to supervise external assessment (teachers are ineligible to supervise an external assessment for subjects that they teach in a given year)
  • manage disruptions and incidents of suspected academic misconduct
  • complete the Incident record in the attendance section of the External Assessment application
  • communicate with any alternative learning providers if students are not sitting the external assessment at their own MLP.
QCAA invigilators:
  • attend allocated assessment sessions at assessment venues
  • verify that the shrink-wrapped materials for an assessment have not been tampered with, damaged or opened before distribution onto students’ desks
  • observe the administration of assessments, including the collection, counting and packing of materials at the end of assessments
  • report their observations to the QCAA after each assessment session by completing an online invigilator report.
School staff: QCAA observers:
  • adhere to external assessment processes in the DFA
  • supervise external assessment as required (teachers are ineligible to supervise an external assessment for subjects that they teach in a given year)
  • complete records as required
  • report incidents of suspected academic misconduct.
  • attend their nominated school and external assessment session
  • observe the administration of assessments
  • quality assure processes and procedures
    for external assessment, in line with the
  • report to the QCAA on quality assurance
    and process improvements.
  • read and adhere to the information provided by schools, including the
    • External assessment timetable
    • Directions for students: External assessment
    • External assessment equipment list
  • attend external assessment in which they are enrolled
  • attend the oral component for SEE Languages subjects (administered online).
  • read the External assessment timetable and Directions for students: External assessment on the QCAA website
  • complete applications and provide documentation for AARA, if required
  • support students to participate in the external assessment in which they are enrolled.

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