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Exams Co-ordinator & Administrator Training
Part 1 - General Information
www.cie.org.uk
Essential Documents
The following documents are just some of the many documents that you will need. However we feel that these documents provide all of the information that is needed to carry out the role of an Examinations Co-ordinator. It is important that you read these documents and keep them close to hand for reference.
www.cie.org.uk
Essential Documents• Handbook for Centres
• Administrative Guide
• Examination Timetable
• Procedures for the Submission of Entries Booklet (E3)
These documents are provided in hard copy and also as electronic documents on a CD Rom. They can also be downloaded from CIE Direct.
www.cie.org.uk
The Handbook for Centres describes CIE’s examination regulations.
The Handbook for Centres forms part of contract between CIE and each Centre.
All Centres are required to comply with the regulations stipulated in the Handbook for Centres.
Handbook for Centres
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The regulations contained in the Handbook for Centres cover the following areas:
Handbook for Centres
• The legal relationship between CIE and it’s Centres.
• The submission of examination entries.• Examination security and the conduct of
examinations.• The delivery of centre-based
assessments.• Special circumstances (Timetable
Deviations, Special Arrangements, Special Consideration etc.)
• Malpractice and Maladministration.• Results and enquires about results.
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The Administrative Guide has been designed specifically for use by the Examinations Co-ordinator.
Administrative Guide
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• An overview of the key activities in each examination session.
• Key dates for each activity.• A step by step guide through all exam
procedures.• A “Jargon Buster” which describes the
terminology used by CIE.• A copy of every form or label that may
be required.
Administrative Guide
The key information covered by the Administrative Guide is:
www.cie.org.uk
Examination Timetable
The Examination Timetable shows the date and timetable session (morning or afternoon) of each component in an Examination Session.
It also provides other useful information such as the deadlines for coursework components, arrangements for practical examinations and what to do if a candidate has clash of two or more components timetabled in the same session.
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Examination Timetable
The timetable dates are displayed by calendar date and also in syllabus order.
First listed are the exams that are administered within a window of time.
Next is a listing by date.
Finally they are also listed by syllabus.
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Procedures for the Submission of Entries Booklet (E3)
This booklet, commonly known as the “E3 Booklet”, provides instructions on how and when entries should be submitted to CIE.
The booklet lists every syllabus offered by CIE in a particular examination, showing a breakdown of all available components and the entry options which describe the various ways in which different components can be combined.
Also provided in the E3 Booklet are comprehensive instructions on the entry procedures for group awards such as the International Certificate of Education (ICE) and the Advanced International Certificate of Education Diploma (AICE Diploma).
www.cie.org.uk
Procedures for the Submission of Entries Booklet (E3)
The E3 booklet provides all of the syllabus, component and entry option information that you will need to make your final entries.
Key Point – You should take great care when deciding which entry option a candidate should be entered for. You may need to confirm with the subject teacher that the entry option is correct.
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Administrative Tools
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Administrative Tools
CIE has made available to Centres the following electronic tools which are designed to simplify processes and ensure that examination information can be transferred to and from CIE quickly and efficiently.
• NOT USED! CAMEO is a piece of software developed by CIE to assist Examination Co-ordinators in the creation of essential examination information. It is provided free of charge to all Centres.
• CIE Direct is a secure Centre extranet website for the direct transfer of data and information between Centres and CIE. All CIE Centres can access CIE Direct by using a secure password provided by CIE.
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CIE Direct
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CIE Direct Dashboard
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CIE Direct Results Tab
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CIE File Transfers
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CIE File Transfers
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CIE Support Materials
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Examination Schedules
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Examination Schedules
The following pages provide a high level view of when key activities take place in the November and June examination sessions. More detailed examination schedules can be found in the Administrative Guide.
Activities shown in green are those where Centres are required to provide information to CIE.
Activities shown in orange are those where CIE is required to provide information to Centres.
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A Timeline of Key Activities for the November Session
Aug Sep Oct Nov Dec Jan Feb Mar
Examination Session
EntriesAdmin
Despatches
QuestionPaper
Despatch
Results
Result Enquiries
ForecastGrades/C/workMarks
Certificates
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A Timeline of Key Activities for the June Session
Jan Feb Mar/ Apr
May Jun Jul Aug Sep Oct
Examination Session
EntriesAdmin
Despatches
QuestionPaper
Despatch
Results
Result Enquiries
ForecastGrades/C/workMarks
Certificates
End of Part 1
Part 2 – Pre-Exam Activities
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Estimated Entries
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Estimated Entries
CIE starts planning an examination session many months in advance of live entries being received. To aid the planning process we need to have some indication of the number of candidates that are likely to be entered for each syllabus and component. We therefore ask all Centres to provide an estimate of the number of syllabus entries they are likely to have.
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What are Estimated Entries?
Key Point - Our advice to Examinations Co-ordinators when submitting estimated entries is:• Do not lose sleep over the accuracy of your estimated entries, they are after
all just an estimate.• If you are unsure whether you will have any candidates for a particular
syllabus it is always best to estimate a nominal number of candidates.
Estimated entries are your best calculation of the number of candidates that you are planning to enter in a specific examination session.
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When are Estimated Entries required?Estimated entries should be submitted to CIE by 15 October for both the June and November sessions the following year.
How do I submit Estimated Entries to CIE?In August of each year you will receive an electronic Estimated Entry Form. Once you have completed the form you should send it to CIE either by uploading the file to CIE Direct or by attaching the file to an e-mail.
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How are Estimated Entries used?Estimated entries are used in the following ways:
• To alert CIE to the fact that you may have candidates for oral or practical components which require early despatches of materials .
• To plan for the numbers of examiners and moderators we will require.• To ensure that sufficient quantities of question papers are printed.
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Final Entries
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Final EntriesCentres must submit a syllabus entry for every candidate in each examination session. It is important that you check the accuracy of your entries before submitting them to CIE as incorrect entries may result in you receiving insufficient examination materials or incurring additional fees.
Key Point
The submission of final entries is a critical point in the examination schedule. All activities that follow are dependent on the final entry information being correct. It is therefore important that you take great care in ensuring the accuracy of your final entries and that they are submitted to CIE by the published deadlines.
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What method should be used to submit Final Entries?Entry Method Source of Syllabus and Component Information
CIE Direct Excel Entry Spreadsheet
Entry Spreadsheet Procedures for the Submission of Entries booklet (E.3)
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When are Final Entries required?You should ensure that Final Entries are received by CIE by the following dates:
Examination Session Entry Submission Date
June 21 February
November (1st time entries) 16 August
November (Retake entries) 21 September
Key Point – You should be aware that any final entries received after the published entry submission date will be subject to a late entry penalty fee.
Level 1 late fee is 55.000 for 2010-11
Level 2 late fee is 110.000 for 2010-11
Level 3 late fee is 165.000 for 2010-11
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What Final Entry information is required?The following information is needed for each candidate:
• A four digit Candidate Number.
• Full name of the candidate (as it should appear on certificates).
• Gender of the candidate.
• Date of birth.
• Syllabus code and entry option code for each syllabus you wish the candidate to be entered for (a complete list of syllabus and entry option codes can be found in the E.3 booklet).
• Previous candidate number (the centre and candidate number from a previous session – only required if results are to be carried forward from a previous session).
• Group Award entry (required for those candidates wishing to enter for the ICE or AICE Diploma Group Award).
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Entry ConfirmationOnce your final entries have been processed CIE will be provided you with entry confirmation information.
• Statements of Entry (shown opposite) are provided for each candidate. They show the personal details of each candidate and syllabus and component entries that have been submitted for that candidate. They also inform the candidate of the timetable date for each examination component.
Key Point – You must ensure that a Statement of Entry is given to every candidate so that they can personally check their candidate details and the entry options that have been made on their behalf.
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Entry ConfirmationOther documents that are provided with the despatch of Statements of Entry are:
• Candidate Entry List – a summary listing of all candidates and the entries that have been made.
• Centre Summary of Entries – shows the total number of entries made for each syllabus and component.
• Centre Entry Warning List – provides a warning of potential timetable clashes for individual candidates.
• Notice to Candidates – it is essential that a copy is given to all candidates and that you ensure that every has read this document before they sit their first examination component.
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Entry AmendmentsYou may find, after your candidates have had an opportunity to check their Statements of Entry, that you need to make amendments to final entries. The types of entry amendments that you may have are:
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
www.cie.org.uk
Entry AmendmentsYou may find, after your candidates have had an opportunity to check their Statements of Entry, that you need to make amendments to final entries. The types of entry amendments that you may have
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
Key Point – All syllabus or entry option changes (highlighted above) made after the published entry submission date will be subject to late entry fees.
www.cie.org.uk
Entry AmendmentsYou may find, after your candidates have had an opportunity to check their Statements of Entry, that you need to make amendments to final entries. The types of entry amendments that you may have
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
Key Point – CIE will not refund entry fees when a candidate or syllabus is deleted except where it is on medical grounds and the appropriate medical certificate is submitted.
www.cie.org.uk
Entry AmendmentsYou may find, after your candidates have had an opportunity to check their Statements of Entry, that you need to make amendments to final entries. The types of entry amendments that you may have
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
Key Point – Changes to candidate details are not subject to a late entry penalty fee.
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Timetable Deviations
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Timetable Deviations• A timetable clash occurs when a candidate is entered for two or more
components which have been timetabled in the same session. Such cases are highlighted to Centres on the Centre Entry Warning List which is part of the entry confirmation documentation.
• Most timetable clashes can be simply resolved by the candidate sitting both components in the same session, provided that the combined time of the components does not exceed 3 hours. In such cases, appropriate arrangements should be made by the Examinations Co-ordinator and CIE does not need to be informed.
• A timetable deviation occurs where a component has to be sat outside the published timetable session. In these cases CIE must be informed of the situation and must agree to the timetable deviation arrangements that you are planning to put in place.
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Timetable Deviations• There are acceptable and unacceptable reasons for allowing a paper to be
moved. These are listed in the Handbook for Centres and the Administrative Guide.
• CIE will only allow papers to be sat after the published timetable date, not before.
• NOTE: National holidays are not a valid reason for a timetable deviation; you need to check the schedules well in advance to make your own special arrangements.
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Timetable Deviation Form
The Application Form for a Timetable Deviation (INT/E24) which can be found in Section D of the Administrative Guide should be completed and either faxed or posted to CIE.
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When should Timetable Deviations applications be submitted to CIE?
Application forms should be received by CIE by the following dates:
• June session 17 April• November session 11 October
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Special Arrangements
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What is a Special Arrangement?Centres entering candidates who have a permanent disability or who suffer from a medical condition which will affect performance at the time of the examination can apply to CIE in advance of the examination for a Special Arrangement to be made to allow the candidate to gain access to the examination.
Special arrangements will be made available to candidates with the following disabilities:
• Physical disabilities.• Visual impairment.• Hearing impairment• Learning disabilities.
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What Special Arrangements can be provided?
• The use of a word processor.
• Modified question papers such as enlarged print, Braille or use of simplified carrier language.
• Extra time.
• Exemptions from parts of the assessment criteria.
• Use of a Reader.
• Use of a Writer (Scribe/Amanuensis).
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Special Arrangement Form
The application forms for Special Arrangements, which can be found in Section D of the Administrative Guide, should be completed and either faxed or posted to CIE.
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When should Special Arrangement applications be submitted to CIE?
For modified question papers (e.g. Braille or enlarged print), application forms should be received by CIE by the following dates:
• June session 21 January• November session 1 July
For all other Special Arrangements (e.g. extra time), application forms should be received by CIE by the following dates:
• June session 21 February• November session 16 August
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Emergency Special ArrangementsYou may encounter a situation where emergency arrangements need to be made. For example, a candidate may break their arm the day before an examination and be unable to write.
If there is insufficient time to contact CIE then you may have to grant a Special Arrangement to enable the candidate to sit the examination and then submit the application after the event. Provided that the arrangements you made meet the regulations in the Handbook for Centres then CIE will accept your application.
Key Point – The are numerous reasons why a candidate may require a Special Arrangement. The Handbook for Centres can only cover the more common examples. If you are in doubt about the appropriateness of a Special Arrangement application then you should contact CIE Customer Services who can provide guidance.
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Despatches of Examination Materials
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Despatches of Examination MaterialsCIE will despatch to you all of the materials that you will need to conduct examinations in your Centre.
Most of the materials that you will receive are based on your final entry information. However, you should be aware that some materials are required before the final entry submission date so these materials will be despatched based on your estimated entry information.
A detailed despatch schedule is published in the Administrative Guide.
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Despatches of Examination MaterialsThe key despatches of materials that you will receive are as follows:
• Early Question Papers and Instructions –materials and instructions for project components, practical components, Art coursework components and speaking tests.
• Admin Despatch One – examination stationery (e.g. script envelopes, graph paper), Forecast Grade forms and mark sheets for internally assessed work.
• Admin Despatch Two – Attendance Registers and bar-coded script labels.
• Question Paper Despatch – question papers for the main timetable period and answer sheets for multiple choice components.
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Forecast Grades
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What are Forecast Grades?A forecast grade is the grade that a teacher expects a candidate to achieve for the syllabus. Although it is not compulsory to submit forecast grades we advise you do so because they provide valuable information to CIE when setting syllabus grade thresholds or when a candidate is absent through sickness or requires Special Consideration.
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How are Forecast Grades used?• In grading, as a check between actual grades and Forecast Grades.
• In instances where a candidate’s scripts may have been lost or damaged.
• In cases of Special Consideration.
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What method should be used to submit Forecast Grades?• You can use CAMEO to create an electronic forecast grade file which can be
sent to CIE using CIE Direct.
• Alternatively you can use the Forecast Grade forms provided, which should be posted to CIE.
When should Forecast Grades be submitted to CIE?
The dates for submitting Forecast Grade information to CIE are published in the Administrative Guide.
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Internally Assessed Marks
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What are Internally Assessed Marks?An Internally Assessed Mark is a mark for a coursework component that is assessed by teachers at your Centre. You are required to submit Internally Assessed Marks and samples of coursework for all coursework components to allow CIE to carry out moderation.
Failure to submit an Internally Assessed Mark for a given candidate when one is required will usually result in the candidate being awarded ‘No Result’ in the syllabus.
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What method should be used to submit Internally Assessed Marks?• You can use CAMEO to create an electronic internally assessed mark file
which can be sent to CIE using CIE Direct.
• Alternatively you can use the Internally Assessed Mark Sheets provided by CIE.
In addition to the Internally Assessed Marks you are required to submit samples of Coursework to CIE for moderation. The criteria for selecting your coursework sample and details of the other information that you need to provide is included in the Handbook for Centres and the Administrative Guide.
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When should Forecast Grades be submitted to CIE?
The dates for submitting Forecast Grade information to CIE are published in the Administrative Guide.
End of Part 2
Part 3 – The Examination Session
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Secure Handling of Question Papers
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Receipt of Question Papers from CIEQuestion papers should be checked carefully upon receipt. CIE should be notified immediately if:
• there is any discrepancy between materials that you have received and the despatch note;
• you have received any materials that you do not need;
• any of the materials you have received have been damaged in any way;
• you suspect there may have been a breach of security
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Storage of Question Papers • Question papers must be locked away in a place of high security, ideally a
safe, in a secure locked room until the timetabled start of the examination.
• The packets of question papers must not be opened until the time appointed for the examination concerned unless instructed to open earlier.
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Examination Accommodation
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The Examination Room It is important that you plan each examination session well in advance and that you consider the following issues when reserving your examination rooms. Detailed regulations for examination accommodation are contained in the Handbook for Centres. You need to consider the following:
• Your examination rooms need to be large enough to accommodate the numbers of candidates you will have in each session.
• Conditions should be a appropriate. You need to consider:– Heating.– Ventilation.– Lighting.– The level of extraneous noise.
• All candidates should be seated at separate desks facing in the same direction.
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The Examination Room • For written examinations desks must be spaced 1.25m apart.
• For multiple choice components, candidates should be seated 3m apart wherever possible.
• There must be no helpful material displayed in the examination room.
• A reliable clock must be visible to all candidates.
• You need to ensure arrangements are in place for candidates who will be sitting examinations in other rooms (e.g. candidates who have been granted the use of a reader or scribe).
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Notice to Candidates
The poster CIE Notice to Candidates must be displayed both inside and outside the examination room.
Key Point – It is essential that you ensure that every candidate has read the Notice to Candidates before they sit their first examination component.
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Examination Invigilation
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Invigilation of Examinations The Invigilator is the most important person in the examination room. Without an Invigilator there can be no examination.
It is important that all Invigilators are trained to ensure consistency of invigilation for all examination sessions. They should also be familiar with the regulations for the conduct of an examination contained in the Handbook for Centres.
The Checklist for Invigilators which can be found in the Handbook for Centres and the Administrative Guide is a very useful tool for Invigilators to use to ensure that all regulations for the conduct of an examination have been satisfied.
You should note that there are separate checklists for Science Practical components and IT Practical components as the invigilation requirements for these forms of assessment differ from those for written examinations.
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Who can invigilate your examinations? • It is the responsibility of the Head of Centre to ensure that the suitably qualified
and experienced invigilators are appointed.
• No relative of a candidate must serve as the sole invigilator.
• A teacher who prepared candidates for the examination can act as an Invigilator but must not serve as the sole invigilator
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How many Invigilators are needed? • At least one invigilator is required for every 25 candidates for a written
examination.
• At least one invigilator is required for every 15 candidates for a practical examination.
• A sole invigilator, must be able to summon help.
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Before the Examination
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Before the Examination • The Invigilator must be satisfied as to the identity of every candidate. Any
candidates not known to the Centre, such as private candidates, are required to present documentary evidence of their identity (e.g. an ID photocard or a passport).
• Ensure that all candidates are sitting in the correct seat.
• The invigilators must ensure that only those persons authorised are allowed access to the examination room.
• Remind candidates that the examination is deemed to be in progress from the time they enter the room until the scripts have been collected.
• Give candidates an opportunity to hand in any unauthorised materials to the Invigilator.
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Before the Examination • Warn candidates that they are forbidden to communicate with anyone whilst in
the examination room.
• Refer to the front of the question paper for the precise requirements of any authorised materials particularly the use of dictionaries and calculators.
• Ensure that details of any erratum notices are brought to the attention of the candidates.
• Remind candidates to write in blue or black ink and that correction fluid must not be used.
• Advise candidates that all work, including rough work, must be done on the examination stationery.
• Tell candidates when they may begin and how much time they have.
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Unauthorised material • Only official examination stationery is to be used.
• Invigilators must ensure that candidates take into the examination room only those materials which are permitted.
• Any unauthorised materials, such as those listed below, must be handed in before the examination begins:
– Calculator cases and instruction leaflets.– Bags.– Pencil cases.– Personal TVs/stereos.– Mobile phones.– Palm top computers.
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Unauthorised material Key Point – Candidates found in possession of a Mobile Phone during examinations is an increasing problem.
The CIE regulations state that candidates found in possession will be disqualified from the syllabus whether the phone is switched on or not.
We strongly advise you therefore to make a point of stressing to all candidates that mobile phones are classified as unauthorised material and must be handed in before the examination.
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Starting the Examination
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Starting the Examination • Open the question paper packet in the examination room in the candidates’
presence.
• Instruct candidates to enter names, centre and candidate numbers on answer booklets.
• Announce clearly when the candidates may begin writing their answers, having specified the time allowed for the examination.
• A clock must be visible to candidates during the examination
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What do you do if ……… Question - A candidate asks for an explanation of a question in the examination
paper?
You should never answer any question relating to the content of the exam paper.
Question - A candidate says they can’t answer a question because there is an error in the question paper?
Just because the candidate suspects there is an error does not mean there is one. Never confirm there is an error unless an erratum notice has been issued for the examination question paper.
In all cases you should respond quickly to a candidate to minimise disturbance to other candidates.
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During the Examination
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During the Examination • The Invigilator must complete the Attendance Register.
• The Invigilators must be vigilant and supervise the candidates at all times to prevent cheating and distractions. To remain vigilant we advise that Invigilators:
– Change their position in the room regularly.
– Not to talk unnecessarily to other invigilators.
– Not to perform any other task except invigilation.
– Invigilate from the back of the room
– If more than one invigilator, they do not congregate in one part of the room.
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Records of the Examination • A record of invigilation arrangements should be kept so that the Examinations
Co-ordinator knows which Invigilator attended each examination session.
• It is important that the Attendance Register is completed accurately.
• A record of seating arrangements signed by the Invigilators must be kept.
Key Point – In cases of suspected malpractice CIE will ask for details of the invigilation arrangements to be provided and for a copy of the seating plan.
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Late Arrivals
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What should you do if a candidate arrives late for an examination?• There are acceptable and unacceptable reasons for a candidate arriving late for
an examination.
– Acceptable reasons for a candidate arriving late for an examination would be something outside the control of the candidate such as transport difficulties or sudden illness.
– Unacceptable reasons would be because of negligence or oversight which would include oversleeping or misreading the timetable.
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What should you do if a candidate arrives late for an examination?• A candidate who arrives after the starting time for an examination may be
allowed to sit the examination, but should be warned that CIE reserves the right not to accept the answer script.
• The candidate may be allowed the full time for the examination at the discretion of the Centre. In such cases the point reached at the time when the other candidates finish should, where practicable, be indicated on the candidate’s script.
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What should you do if a candidate arrives late for an examination?• In cases where a candidate was late for an acceptable reason, so long as CIE is
satisfied that there has been no breach of security, the work completed in the whole of the examination, including the work complete in any additional time, will be accepted.
• In cases where a candidate was late for an unacceptable reason, so long as CIE is satisfied that there has been no breach of security, the work completed in the normal time will be accepted but the work completed in any additional time will not normally be accepted.
• In all cases, the script must be sent to CIE in the normal way and the Head of Centre should send a full report in writing to CIE. Full details of the information that should be provided are included in the Handbook for Centres.
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Leaving the Examination Room
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Leaving the examination room• A candidate must NEVER leave the examination room unsupervised if they
intend to return and continue the examination
• No candidate is permitted to leave the examination room permanently until one hour after the starting time of the examination, unless the paper is shorter than one hour.
• If a candidate completes the examination early, they must hand in their work before leaving the examination room. They will not be permitted to re-enter the exam room.
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Finishing the Examination
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Finishing the Examination• The Invigilator should inform the candidates when there are 5 minutes remaining.
• When the time is up, the Invigilator should instruct the candidates to stop writing.
• Candidates should be instructed to assemble their work in order and fasten all papers together.
• The Invigilator should collect all scripts ensuring all work is collected from desks including the rough work.
• The scripts should be collected in the order that candidates are listed on Attendance Register
• Once all scripts, unused stationery and question papers have been collected the Invigilator can dismiss the candidates.
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The 24 hour security rule• No copy of a question paper may be taken from the examination room except
by the designated Centre staff responsible for the collection of the question papers.
• All question papers must be collected at the end of the examination and stored securely for 24 hours from the end of the time of the examination session specified for each paper by CIE.
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After the Examination
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After the examination• Place the scripts and Attendance Register in a CIE script envelope.
Key Point – It is essential that you check that the contents of the script packet match the information provided on the Attendance Register.
• Ensure that the correct bar coded script packet label is attached to each packet of answer scripts.
• Ensure that no other correspondence (e.g. requests for Special Consideration)
is included in the script packet. These must be sent to CIE separately, through the Parent Centre (British Council Colombia).
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Despatching scripts to CIE• Wherever possible scripts should be despatched to CIE immediately after the
examination has been taken using the despatch labels supplied by CIE.
• Where this is not possible, periodic despatches of scripts must be made at least at the end of each week.
• All scripts must be kept in a secure place prior to despatch.
• All scripts must reach CIE by the following dates:
– May/June Examination – 5 July
– October/November Examination – 10 December
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Special Consideration
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What is Special Consideration?• Special Consideration is a small adjustment to the marks achieved by a
candidate to make some allowance for the fact that the candidate sat the examination under adverse conditions.
• In some cases you or the Invigilator will need to make a decision on whether a candidate is in a fit state to sit the examination. If you decide that a candidate is too ill or distressed to sit the examination, or will be a distraction to others in the examination room, then you should recommend that the candidate does not sit the component. You should then apply for Part Absence Special Consideration on behalf of the candidate.
• For Special Consideration to be granted in respect of a missed component, the candidate must have completed a minimum of 50% of the assessment measured in terms of the weightings given to each component of the syllabus (excluding carried forward components). Component weighting information is published in the Procedures for the Submission of Entries (E.3) booklet.
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What is Special Consideration?Examples of acceptable reasons for Special Consideration are:
– Recent personal illness
– Accident.
– Death in the family
– Serious disturbances during the examination
– Part of an examination is missed due to circumstances beyond the control of the candidate.
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How should Special Consideration applications be submitted to CIE?The form Application for Special Consideration for Part Absent Candidates and Candidates with a Temporary Disability, which can be found in Section D of the Administrative Guide, should be completed and either faxed or posted to CIE. You must attach any supporting medical evidence to the application form. Under no circumstances should Special Consideration documentation be sent in the script packet.
When should Special Consideration applications be submitted to CIE?
You must submit applications for Special Consideration to CIE within 7 days from the last examination date in the syllabus affected.
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Special Consideration Form
The application form for Special Consideration, which can be found in Section D of the Administrative Guide, should be completed and either faxed or posted to CIE.
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Irregular Conduct
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Irregular conduct
• The invigilator must report all cases of irregularity or misconduct to CIE.
• If the conduct of a candidate is such that his/her continued presence in the exam would disrupt others, then he/she may be removed from the exam room.
• In the event of an emergency such as a fire alarm or bomb alert, the invigilator must evacuate the examination room ensuring that candidates remain supervised and that no question papers or answer scripts are removed from the examination room.
• Any infringement of the regulations by a candidate or a Centre may lead to disqualification by CIE.
Irregular Conduct is any action that may put the integrity or security of CIE’s examinations at risk.
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Malpractice and MaladministrationMalpractice and maladministration are those actions that may threaten the integrity of CIE examinations and certification.
•CIE investigates all reported cases of malpractice and maladministration.
•The following are examples of malpractice by candidates:
– Copying from another candidate.
– Collusion or attempted collusion with another person during an examination.
– The inclusion of offensive or obscene material in scripts or coursework.
– The introduction of unauthorised material into the examination room.
– Impersonation.
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Malpractice and MaladministrationAny non compliance with the guidelines for the conduct of examinations stipulated in the Handbook for Centres or any action by a member of staff to contravene CIE regulations, will be deemed as maladministration or malpractice by the Centre.
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Investigating Malpractice and MaladministrationWhere a case of suspected dishonesty is reported, either by the Invigilator or by one of CIE’s Examiners, the Centres will be asked to provide information to assist with the investigation. The following information should be provided by the Centre:
– Written statements that include a detailed account of events and describe the procedure for informing staff and candidates of CIE’s regulations.
– Statements form the Invigilators and any other staff involved.
– Statements from the candidates involved.
– A copy of the seating plan.
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Malpractice and Maladministration Outcomes• All cases of suspected malpractice or maladministration will be considered by
CIE’s Malpractice Committee.
• Centres will be informed in writing of the decision of the Malpractice Committee.
• If malpractice or maladministration is confirmed the penalties will include:
– The award of zero marks for a component.
– Disqualification from the syllabus affected.
– Disqualification from all syllabuses.
– Debarring candidates from entering for future CIE examinations.
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Appeals against the decisions of the Malpractice Committee• Any appeal against the decision of the CIE Malpractice Committee will be
considered by the CIE Malpractice Appeals Committee.
• All appeals must be made within 28 days of being informed of the decision of the CIE Malpractice Committee.
• All appeals must be made in writing by the Centre and should include any additional information or evidence that you wish the Malpractice Appeals Committee to consider.
• The outcome of the appeal is regarded as final and CIE will not enter into any further correspondence about an appeal with the Centre after notification of the outcome.
End of Part 3
Part 4 – Post-Exam Activities
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Examination Results
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Examination ResultsCIE publishes examination results in the following ways:
– Examination results are posted on CIE Direct for Examinations Co-ordinators to view and print.
– Examination results are also provided in hard copy in a number of different formats.
Examination results that are published initially are provisional and CIE reserves the right to amend the information given. Results will be confirmed at a later date by the issue of Certificates.
It is the responsibility of the Centre to ensure that results are forwarded to every candidate.
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What are dates for the publication of results?
• Results are posted to CIE Direct as soon as they have been confirmed by CIE. The dates for publication on CIE Direct for each examination session are provided in the Administrative Guide.
• You will receive hard copy results documentation about 10 days after results are posted to CIE Direct.
• Results can be issued to candidates as soon as they become available on CIE Direct or as soon as the hard copy has been received.
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What results documentation is provided?
A statement of results is provided for each candidate.
The statement lists each of the components that the candidate was entered for and the syllabus grades that have been achieved in each case.
For Group Award candidates the statement will show the result achieved in the ICE or AICE (Diploma) Group Award.
Statement of Results
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What results documentation is provided?
The Results Broadsheet provides a summary report of the grades achieved by each candidate.
It is designed to provide information to the Examinations Co-ordinator and teaching staff at your Centre.
Results Broadsheet
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What results documentation is provided?
This report shows for each syllabus the result and component grades achieved by each candidate.
It is intended for the information of teaching staff.
Syllabus Results and Component Grades
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What results documentation is provided?
This summary shows, for each Internally Assessed component, the adjustments made by CIE to the marks provided by the Centre.
Moderation Adjustment Summary Reports
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Enquiries About Examination Results
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What are enquiries about examination results?
• CIE carries out extensive quality checks prior to results being issued. However, an enquiry about examination results service is available to Centres if it is felt that additional investigation into the result of one or more candidates is appropriate.
• CIE offers a number of different enquiry services for which an administrative fee is charged.
• CIE will inform the Centre in writing of the outcome of each enquiry about examination results.
• If a result is changed following an enquiry about examination results then CIE will issue revised Statements of Results and Certificates.
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What enquiry about examination results services are available?• Service 1, Clerical Re-check – a check that all work has been marked and
that all marks have been added correctly and transferred to CIE’s examination database.
• Service 2, Review of Marking – a review of the marking by a senior examiner of all externally assessed components. Includes a Clerical Re-check.
• Service 3, Review of Marking and Report – a review of the marking by a senior examiner of all externally assessed components and a report on an individual candidates performance. Includes a Clerical Re-check.
• Service 4, Review of Marking and Report for a Group of Candidates – a review of the marking and a report on performance by a senior examiner of all externally assessed components for a group of candidates. The group nominated by the Centre should be no fewer than 5 and no more than 15 candidates. Includes a Clerical Re-check.
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What enquiry about examination results services are available?• Service 5, Re-moderation of Coursework with Report – a re-moderation by a
senior moderator of a Centre’s coursework marks and a report on the assessment of candidates.
• Service 6, Recalculation of the AICE Diploma – a clerical check of the calculation of the AICE Diploma Group Award result.
• Service 7, Review of Marking, Report and Photocopy of Marked Script – as Service 3 with the addition of the return of a photocopy of the candidates marked scripts.
• Service 8, Review of Marking, Report and Photocopy of Marked Scripts for a Group of Candidates – as Service 4 with the addition of the return of a photocopy of the marked scripts for each candidate.
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INT Form E
All requests for an enquiry about examination results should be made using the form Enquiries About Examination Results (INT FORM E). These forms are included in the despatch of hard copy results and are also published in the Administrative Guide.
Key Point – All requests must be made by the Centre. CIE will not consider enquiries made by candidates or parents of candidates.
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When can I request an enquiry about examination result?• Requests for an enquiry about examination results can be made as soon as
results are published to Centres.
• The final deadlines for the submission of enquiries are:
– May/June Session – 30 September
– October/November Session – 26 February
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How much does it cost for an enquiry about examination results?• The enquiry fees for each enquiry service are listed on the reverse of form
Enquiries About Examination Results (INT FORM E).
• CIE will invoice Centres for the enquiry fees. Centres must not enclose cheques or bank drafts when submitting enquiries.
• If a result is changed following an enquiry about examination results then CIE will refund the enquiry fee.
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Certificates
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What results documentation is provided?
The certificate provides final confirmation of a candidate’s results.
The certificate includes the following security features that you should look for to confirm that the certificate is genuine:
• A metallic holographic security strip.
• A multi-tonal watermark.
• A line of micro-text.
• The signature of the Vice-Chancellor of The University of Cambridge
CIE Certificate
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Reports on the Examination
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Reports on the Examination• Reports on the Examination are produced after each examination session and provide
feedback to teachers on how candidates performed in the examination.
• The reports are provided on CD-ROM. The are also available to be downloaded from the CIE Teacher Support website.
• Reports on the Examination are published to Centres in the following months:
– May/June Session – in October following the examination session
– October/November Session – in April following the examination session
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• by telephone:
• by e-mail:
• by post:
• website
1 325 9090
jim.johnston@britishcouncil.org.corussell.hammond@britishcouncil.org.cooscar.reyes@britishcouncil.org.co
British Council Colombia Exams DepartmentCarrera 9 No. 76-49, Piso 5Bogota, D.C.
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Contacting your CIE Parent CentreIf you have any questions regarding this presentation or require any further guidance, you should contact CIE Customer Services in the British Council:
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