Travelling for a recognised event?
A request for an interstate or overseas special exam centre needs to be submitted if a student has been selected as a participant or official for a recognised National or International-level sporting, academic, or cultural event (that is sanctioned and organised by an official governing body) and the event is during the exam period. The requirement for the event to be a recognised National or International-level event is set by the excusable circumstances in Ministerial Instruction No. 4 Students Excused from Daily Attendance at School. The application must include the required evidence listed below.
Family holiday / travel?
A family holiday / travel is not an accepted reason for not attending an exam and a student is not eligible for an alternate exam arrangement (such as a special exam centre or sitting the exam at a different time) and is not eligible for derived exam ratings. Students are expected to have plans in place to attend the exams for Level 3 and 4 courses as scheduled in the exam timetable as they are a necessary part of the assessment for the course.
Applying for a special exam centre
If a student is unable to attend a regular endorsed exam centre due to participation in a recognised National or International sporting, academic, or cultural event that coincides with their exams, they may be eligible to sit their exam(s) at a special exam centre at a suitable venue (interstate or overseas).
The application process has two stages:
Step 1 – Initial Application (Part A)
Students must submit an initial application by 1 July if there is a possibility they will require a special exam centre. This allows TSAC to assess whether it is feasible and begin planning arrangements.
Step 2 – Confirmation and Payment (Part B)
If the request can proceed, students must confirm their arrangements and submit payment by 15 September.
Students should apply as early as possible and be prepared to cover the costs associated with establishing a special exam centre, including any supervision fees.
Application forms
Apply immediately if selection is a possibility (before 1 July)
Students must submit Part A – Initial Application if their recognised National or International sporting, academic or cultural event attendance is likely to overlap with the two-week written exam period, and the date of their selection for the event is before 1 July (the closing date for initial applications).
As the exam schedule, National or International event competition/performance schedule, and travel schedule/itinerary become known, it will be possible to determine if there is a same (2–3 hour) time period clash with the student’s exam(s) and if a special exam centre is able to go ahead without risk to the integrity of the exam paper.
Late applications (after 1 July)
If a student is unexpectedly selected to take part in a recognised National or International sporting, academic or cultural event after 1 July, they must submit Part A – Initial Application and the following evidence to TASC as soon as possible.
How applications are assessed
When TASC receives Part A – Initial Application and the required evidence (listed below), the viability of establishing a special exam centre at the requested location and any potential risks to the exam paper’s integrity will be assessed.
TASC will provide guidance on suitable venues and exam supervision arrangements where the request is able to proceed.
Submitting Part A does not guarantee that a special exam centre will be approved.
Evidence required for any application for a special exam centre
Submit all the materials (1-3) listed below:
1. Official letter of selection confirming:
- the date of selection
- that the event is a National or International event (is officially sanctioned by a central organisation and has a limited entry basis where a restricted number of young people represent the State of Tasmania, nation of Australia, or a specific cultural group).
2. The organisation’s contact details, including the organisation’s name and details of main contact person (including full name, mobile phone number and email address).
3. A travel schedule/itinerary and competition/performance schedule with the following evidence of clashing with the same (2-3hr) time period as the scheduled exam:
- If the air travel clashes with the same time as the exam, that the air travel cannot be re-booked earlier/later so the student is available to sit the exam (either in Tasmania or at a special exam centre) and/or
- That the main competition/performance/essential ceremony clashes with the same time as the exam and is an essential component that cannot be missed.
If a special exam centre cannot be approved
If TASC determines that a special exam centre cannot go ahead the student will be eligible to receive Derived Exam Ratings for that exam.
Submitting applications
Students must complete the application and provide it to their school.
Schools must submit applications to TASC via a ‘Special Exam Centre’ TRACS tasks.
If schools have any questions about the requirements or application process, they should contact TASC using this task. Students can also contact us for more information.
Further information about the associated costs of applying for a special exam centre, can be found on the Services and Commitments – Fees page.
