exam contingency plan -...
TRANSCRIPT
Page 1 of 104
ExaminationHandbook
2017-18Issue 3 November 2017
Index
Examination Policy Handbook…………………………………………………………………….3
Complaints and Appeals Procedure (exams) ………………………………………………30
Controlled Assessment Policy…………………………….……………………………………….39
Disability Policy (exams) …………………………………………….………………………………48
Emergency Evacuation Policy (exams) ………………..………………………………….….61
Exam Contingency Plan…………..……………...………………………………………………….66
Internal Appeals Procedures…………………………………………………………………….…81
Non-examination Assessment Policy………………………………………….…………….…90
Page 2 of 104
Examination
Policy
Handbook
This policy is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer Anne Marie McKeown
Review date December 2017
Date of next review December 2018
Contents
Page 3 of 104
Purpose of the policy....................................................................................................................................................
Roles and responsibilities overview..............................................................................................................................
Head of centre (HoC)................................................................................................................................................
Exam contingency plan.........................................................................................................................................
Internal appeals procedures.................................................................................................................................
Disability policy (exams).......................................................................................................................................
Complaints and appeals procedure (exams).........................................................................................................
Child protection/safeguarding policy (centre-wide).............................................................................................
Data protection policy (centre-wide)....................................................................................................................
Exams officer (EO).....................................................................................................................................................
Special educational needs co-ordinator (SENCo)......................................................................................................
Teaching staff...........................................................................................................................................................
Invigilators................................................................................................................................................................
Reception staff.........................................................................................................................................................
Site staff...................................................................................................................................................................
Candidates...............................................................................................................................................................
The exam cycle............................................................................................................................................................
Planning.......................................................................................................................................................................
Information sharing.............................................................................................................................................
Information gathering..........................................................................................................................................
Annual exams plan...............................................................................................................................................
Access arrangements...........................................................................................................................................
Access arrangements policy.................................................................................................................................
Word processor policy.........................................................................................................................................
A statement detailing the criteria the centre uses to award and allocate word processors for examinations....
Separate invigilation within the centre................................................................................................................
Internal assessment and endorsements..............................................................................................................
Controlled assessment policy..............................................................................................................................
Non-examination assessment policy...................................................................................................................
Invigilation...........................................................................................................................................................
Entries..........................................................................................................................................................................
Estimated entries.................................................................................................................................................
Final entries.........................................................................................................................................................
Entry fees.............................................................................................................................................................
Late entries..........................................................................................................................................................
Re-sit entries........................................................................................................................................................
Private candidates...............................................................................................................................................
Transfer of credit.................................................................................................................................................
Page 4 of 104
Candidate statements of entry............................................................................................................................
Pre-exams....................................................................................................................................................................
Access arrangements...........................................................................................................................................
Briefing candidates..............................................................................................................................................
Food and drink in exam rooms............................................................................................................................
Wrist watches in exam rooms..............................................................................................................................
Access to scripts, enquiries about results and appeals procedures.....................................................................
Dispatch of exam scripts......................................................................................................................................
Estimated grades.................................................................................................................................................
Internal assessment and endorsements.............................................................................................................
Invigilation...........................................................................................................................................................
JCQ inspection visit..............................................................................................................................................
Seating and identifying candidates in exam rooms..............................................................................................
Verifying candidate identity procedure...............................................................................................................
Security of exam materials..................................................................................................................................
Timetabling and rooming.....................................................................................................................................
Alternative site arrangements.............................................................................................................................
Transferred candidate arrangements..................................................................................................................
Internal exams.....................................................................................................................................................
Exam time....................................................................................................................................................................
Access arrangements...........................................................................................................................................
Candidate absence...............................................................................................................................................
Candidate absence procedure.............................................................................................................................
Candidate behaviour...........................................................................................................................................
Candidate personal belongings............................................................................................................................
Candidate late arrival...........................................................................................................................................
Candidate late arrival procedure.........................................................................................................................
Conducting exams................................................................................................................................................
Dispatch of exam scripts......................................................................................................................................
Exam rooms.........................................................................................................................................................
Emergency evacuation policy...............................................................................................................................
Lockdown policy……………………………………………………………………………………………………………………………………………….
Irregularities........................................................................................................................................................
Malpractice..........................................................................................................................................................
Special consideration...........................................................................................................................................
Special consideration policy.................................................................................................................................
Unauthorised materials.......................................................................................................................................
Arrangements for unauthorised materials taken into the exam room................................................................
Page 5 of 104
Internal exams.....................................................................................................................................................
Results and post-results...............................................................................................................................................
Internal assessment.............................................................................................................................................
Managing results day(s).......................................................................................................................................
Accessing and issuing results...............................................................................................................................
Post-results services............................................................................................................................................
Analysis of results................................................................................................................................................
Certificates...........................................................................................................................................................
Issue of certificates procedure.............................................................................................................................
Retention of certificates procedure.....................................................................................................................
Review.........................................................................................................................................................................
Retention of exam records..........................................................................................................................................
Exams archiving policy.........................................................................................................................................
Page 6 of 104
Purpose of the policy
Caledonia Campus is committed to ensuring that the exams management and administration process is run effectively and efficiently. This policy will ensure that:
all aspects of the centre’s exam process are documented and other relevant exams-related policies, procedures and plans are signposted, thus
o the workforce is well informed and supportedo all centre staff involved in the exams process clearly understand their roles and responsibilitieso all exams and assessments are conducted in accordance with JCQ and awarding body regulations,
guidance and instructionso exam candidates understand the exams process and what is expected of them.
This policy is communicated to all relevant centre staff, after each annual review, during staff briefings and the policy is posted on the staff intranet/school website.
NB: Caledonia Campus has two centres and there is an exam officer at each centre. Exam procedures are discussed regularly to ensure consistency between centres.
Roles and responsibilities overview
Head of centre (HoC)
Will be familiar with the contents, refer to and direct relevant centre staff to annually updated JCQ publications including:
o http://www.jcq.org.uk/exams-office/general-regulations o http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations o http://www.jcq.org.uk/exams-office/access-arrangements-and-special-consideration o http://www.jcq.org.uk/exams-office/malpractice o http://www.jcq.org.uk/exams-office/non-examination-assessments (and the instructions for
conducting controlled assessment and coursework)
and
o https://tcforum.ecdl.co.uk/tcforum/secure-acf/news-information/document-library/operations- manual.php
The HoC will ensure:
the centre has appropriate accommodation to support the size of the cohorts being taught the National Centre Number Register (NCNR) annual update (administered on behalf of the JCQ member
awarding bodies by OCR) is responded to by the end of October (2017) confirming they are both aware of and adhering to the latest version of the JCQ regulations and instructions for conducting examinations
the exams officer (EO) attends appropriate training events offered by awarding bodies, MIS providers and other external providers to enable the exam process to be effectively managed and administered
a named member of staff acts as the Special Educational Needs Co-ordinator (SENCo) centre staff are supported and appropriately trained to undertake key tasks within the exams process
Page 7 of 104
teaching staff undertake key tasks, as detailed in this policy, within the exams process (exam cycle) and meet internal deadlines set by the EO and SENCo
that a teacher who teaches the subject being examined, or a senior member of teaching staff who has had overall responsibility for the candidates preparation for the examination, is not an invigilator during a timetabled written exam or on-screen test
teaching staff keep themselves updated with awarding body teaching-specific information to confirm effective delivery of qualifications
teaching staff attend relevant awarding body training and update events security within the examination process is managed according to JCQ and awarding body regulations,
guidance and instructions includingo the location of the centre’s secure storage unit is in an area solely assigned to examinationso the relevant awarding body is immediately informed if the security of question papers or
confidential supporting instructions is put at risk o that arrangements are in place to check that the correct question paper packets are opened by
authorised members of centre staff procedures are in place in the event of the centre being unavailable for examinations owing to an
unforeseen emergency risks to the exam process are assessed and appropriate risk management processes are undertaken and a
written exam contingency plan is in place (that allows the HoC to act immediately in the event of an emergency or staff absence)
the required internal appeals procedures are in place and are accessible to all candidates (and parents/carers)
an exams disability policy is in place showing the centre’s compliance with relevant legislation and good practice in relation to the Equality Act 2010 and the conduct of examinations
a complaints and appeals procedure covering general complaints regarding the centre’s delivery or administration of a qualification is in place which is drawn to the attention of candidates (and parents/carers)
the centre has a child protection/safeguarding policy in place, including Disclosure and Barring Service (DBS) clearance, which satisfies current legislative requirements
the centre has a data protection policy in place members of centre staff are only entered for qualifications through the centre as a last resort where the
member of staff is unable to find another centreo that awarding bodies are notified before the associated entries are submitted, of any members of
centre staff who are sitting examinations and assessments at the centreo that during the examination series the member of centre staff is treated as per any other
candidate entered for that examination, does not have access to examination materials and does not receive any preferential treatment
that awarding bodies are notified before the associated entries are submitted, where a candidate is being taught and prepared for examinations and assessments by a relative or where a relative of exams office staff is being entered for examinations and assessments
o If a candidate is entered for an awarding body’s examinations at the centre where a relative is employed, that during the examination series the candidate’s relative does not have unaccompanied access to examination materials
Page 8 of 104
o If the relative in question is a member of exams office staff, that appropriate arrangements are made to ensure that another person is present for all of the administrative arrangements relating to the candidate’s examinations
members of centre staff do not forward e-mails and letters from awarding body or JCQ personnel without prior consent to third parties or upload such correspondence onto social media sites such as Facebook
members of centre staff do not advise parents/candidates to contact awarding bodies/JCQ directly
Exam contingency planThe plan is posted on the staff intranet.Internal appeals proceduresProcedures are posted on the school website.
Disability policy (exams)The policy is posted on the staff intranet.
Complaints and appeals procedure (exams)The procedure is posted on the staff intranet.
Child protection/safeguarding policy (centre-wide)This policy which satisfies current legislative requirements and includes information relating to Disclosure and Barring Service (DBS) clearance including where this relates to the exam process is posted on the staff intranet.
Data protection policy (centre-wide)This policy which includes information relating to the exam process (for example, if candidate results can be issued on request to a third party (including a parent/carer) with OR without the permission of the candidate is posted on the staff intranet.
Exams officer (EO)
The EO will:
be fully familiar with the contents of annually updated JCQ publications including:o http://www.jcq.org.uk/exams-office/general-regulations o http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations o http://www.jcq.org.uk/exams-office/malpractice o http://www.jcq.org.uk/exams-office/post-results-services
be fully familiar with the contents of annually updated information from awarding bodies on administrative procedures, key tasks, key dates and deadlines
ensure key tasks are undertaken and key dates and deadlines met recruit, train and deploy a team of internal/external invigilators; appoint lead invigilators, as required ensure that awarding bodies are notified before the associated entries are submitted, where a candidate
is being taught and prepared for examinations and assessments by a relative or where a relative of exams office staff is being entered for examinations and assessments
Special educational needs co-ordinator (SENCo)
Will be fully familiar with the contents, refer to and direct relevant centre staff to annually updated JCQ publications including:
o http://www.jcq.org.uk/exams-office/access-arrangements-and-special-consideration
Page 9 of 104
Lead on the access arrangements and reasonable adjustments process (referred to in this policy as ‘access arrangements’)
If not the qualified specialist assessor, will work with the person appointed, on all matters relating to assessing candidates and the administration of the assessment process
Will present when requested by a JCQ inspector, evidence of the specialist assessor’s qualification Will provide, when requested by a JCQ inspector, the files of access arrangement candidates or will
ensure the HoC or EO has access to these files in case of the SENCo absence
Teaching staff
Teaching staff will:
undertake key tasks, as detailed in this policy, within the exams process and meet internal deadlines set by the EO and SENCo
keep themselves updated with awarding body teaching-specific information to confirm effective delivery of qualifications
attend relevant awarding body training and update events
Invigilators
Members of the invigilation team will: attend training, update, briefing and review sessions as required provide information as requested on their availability to invigilate sign a confidentiality and security agreement (external invigilators) and confirm whether they have any
current maladministration/malpractice sanctions applied to them
Reception staff
Will support the EO in dealing with exam-related deliveries and dispatches with due regard to security at all times.
Site staff
Will support the EO in relevant matters relating to exam rooms and resources.
Candidates
Where applicable in this policy, the term ‘candidates’ refers to candidates and/or their parents/carers.
Page 10 of 104
The exam cycle
The exams management and administration process that needs to be undertaken for each exam series is often referred to as the exam cycle and relevant tasks required within this grouped into the following stages:
planning entries pre-exams exam time results and post-results
This exam policy identifies the roles and responsibilities of centre staff within this cycle.
Planning
Information sharingThe HoC will direct relevant centre staff to annually updated JCQ publications including:
http://www.jcq.org.uk/exams-office/general-regulations http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations http://www.jcq.org.uk/exams-office/access-arrangements-and-special-consideration http://www.jcq.org.uk/exams-office/malpractice http://www.jcq.org.uk/exams-office/non-examination-assessments (and the instructions for conducting
controlled assessment and coursework)
The EO will:
inform relevant centre staff of JCQ and awarding body documentation relating to the exam process that has been updated
signpost relevant centre staff to information that should be provided to candidates as the centre administrator, approve relevant access rights for centre staff using awarding body secure
extranet sites
Information gatheringThe EO will:
undertake an annual information gathering exercise in preparation for each new academic year to ensure data about all qualifications being delivered is up to date and correct
start to undertake this exercise each August using a centre-devised information gathering form collate all data/information gathered as one central point of reference research awarding body guidance to identify administrative processes, key tasks, key dates and deadlines
for all qualifications produce an annual exams plan of key tasks and key dates to ensure all external deadlines can be
effectively met; inform key centre staff of internal deadlines collect information on internal exams to enable preparation for and conduct of mocks/PPEs/end of year
sessions
Annual exams planThe annual exams plan is communicated to staff by email and posted on the staff intranet.
Page 11 of 104
The HoC will:
ensure teaching staff o respond to requests from the EO on information gathering and meet the internal deadline for the
return of informationo inform the EO of any changes to information in a timely manner minimising the risk of late or
other penalty fees being incurred by an awarding bodyo are familiar with the annual exams plan of internal deadlines
Access arrangements The HoC will:
ensure there is appropriate accommodation for candidates requiring access arrangements in the centre ensure a written process is in place to not only check the qualification(s) of their assessor(s) but that the
assessment process is administered correctly ensure the SENCo is fully supported in effectively implementing access arrangements and reasonable
adjustments once approved provide a statement for inspection purposes which details the criteria the centre uses to award and
allocate word processors for examinations
The SENCo will:
assess affected candidates (or work with the appointed specialist assessor) to identify access arrangements requirements
gather evidence of need to support access arrangements liaise with teaching staff to gather evidence of normal way of working determine candidate eligibility for arrangements or adjustments that are centre-delegated gather signed data protection notices from candidates where required apply for approval through Access arrangements online (AAO), where required or through the awarding
body where qualifications sit outside the scope of AAO keep relevant evidence on file for JCQ inspection purposes employ good practice in relation to the Equality Act 2010 liaise with the EO regarding exam time arrangements for access arrangement candidates ensure staff appointed to facilitate access arrangements for candidates are appropriately trained and
understand the rules of the particular access arrangement liaise with the EO to ensure that invigilators are made aware of the Equality Act 2010 and are trained in
disability issues provide and annually review an Access arrangements policy to bring all aspects of the process together in
relation to identifying the need for, requesting and implementing access arrangements provide and annually review a centre policy on the use of word processors in exams and assessments ensure criteria for candidates allowed separate invigilation within the centre is clear, meets the
requirements of JCQ access arrangements and best meets the needs of individual candidates and remaining candidates in main exam rooms
Page 12 of 104
Access arrangements policy
The centre’s policy is noted in the exam handbook. This policy and/or the Disability policy (exams) includes the process to check the qualification(s) of the centre’s assessor(s) and documents the processes that confirm the assessment process is administered correctly.
Word processor policy
The policy is noted in the exam handbook.
A statement detailing the criteria the centre uses to award and allocate word processors for examinations is located in Appendix 1 of the Disability policy (exams).Arrangements for printing a candidate’s word-processed work are also included in Appendix 1 of the Disability policy (exams).Separate invigilation within the centre
The centre’s criteria (or policy) is noted in the exam handbook.
Teaching staff will support the SENCo in determining and implementing appropriate access arrangements.
Internal assessment and endorsementsThe HoC will ensure:
a written internal appeals procedure relating to internal assessment decisions is in place and that details of this procedure are communicated, made widely available and accessible to all candidates (see Roles and responsibilities overview)
a written policy for the management of controlled assessment is still in place for any legacy GCSE qualifications being delivered which include a proportion of controlled assessment
a written policy with regard to the management of non-examination assessment is in place for new GCE and GCSE qualifications being delivered which include a proportion of non-examination assessment (For CCEA GCSE centres this would be a written controlled assessment policy)
any irregularities are investigated and any cases of suspected malpractice reported to the awarding body, as required
Controlled assessment policy
The policy is posted on the staff intranet.
Non-examination assessment policy
The policy is posted on the staff intranet.
The HoC will ensure:
teaching staff have the necessary and appropriate knowledge, understanding, skills, and training to set, conduct, mark and authenticate candidates’ work (including private candidates)
a process of internal moderation and standardisation is in place teaching staff inform candidates of their centre assessed marks as a candidate is allowed to request a
review of the centre’s marking before marks are submitted to the awarding body teaching staff delivering any legacy GCSE qualifications (which include a proportion of controlled
assessment) follow instructions for conducting controlled assessment http://www.jcq.org.uk/exams-office/controlled-assessments/ and subject-specific information where provided by the awarding body
Page 13 of 104
teaching staff delivering legacy GCE unitised AS and A-level qualifications (which include a proportion of coursework), Entry Level or Project qualifications follow instructions for conducting coursework http://www.jcq.org.uk/exams-office/coursework and subject-specific information where provided by the awarding body
teaching staff delivering new GCE & GCSE qualifications (which include a proportion of non-examination assessment) follow instructions for conducting non-examination assessments http://www.jcq.org.uk/exams-office/non-examination-assessments and subject-specific information where provided by the awarding body
for other qualifications, teaching staff follow appropriate instructions issued by the awarding body
Teaching staff will ensure:
appropriate instructions for conducting internal assessment are followed candidates are aware of JCQ or awarding body information for candidates on producing work that is
internally assessed candidates are provided with relevant JCQ Information for candidates documents (controlled
assessments, coursework, non-examination assessments, social media) in electronic OR in hard copy format prior to assessments taking place
candidates are informed of their centre assessed marks as a candidate is allowed to request a review of the centre’s marking before marks are submitted to the awarding body
The EO will:
identify relevant key dates and administrative processes that need to be followed in relation to internal assessment
signpost teaching staff to relevant JCQ information for candidates documents that are annually updated
InvigilationThe HoC will
ensure relevant support is provided to the EO in recruiting, training and deploying a team of invigilators ensure, if contracting supply staff to act as invigilators or to facilitate an access arrangement, that such
persons are competent and fully trained, understanding what is and what is not permissible determine if additional invigilators will be deployed in timed Art exams in addition to the subject teacher
The EO will:
recruit additional invigilators where required to effectively cover all exam periods/series’ throughout the academic year
collect information on new recruits to identify if they have invigilated previously and if any current maladministration/malpractice sanctions are applied to them
provide an annual training event for new invigilators and an update event for experienced invigilators in the conduct of exams
ensure invigilators supervising access arrangement candidates understand their role (and the role of a facilitator who may be supporting a candidate) and the rules and regulations of the access arrangement(s)
liaise with the SENCo to ensure that invigilators are made aware of the Equality Act 2010 and are trained in disability issues
collect evaluation of training to inform future events
Entries
Page 14 of 104
The term ‘entries’ is used to describe entry/registration information for internally and externally assessed components, and certification of qualifications against which a result will be reported.
Estimated entriesThe EO will request estimated or early entry information, where this may be required by awarding bodies, from teaching staff in a timely manner to ensure awarding body external deadlines for submission can be met.
Estimated entries collection and submission procedure
1. The awarding body identifies a deadline (key date) for submitting estimated entries2. Information gathered from teaching staff (during the annual information gathering exercise) is used to
inform potential future entries for each qualification and an estimated number of candidates3. This information is submitted to awarding bodies online (via awarding body secure extranet sites)
Guidance on submitting estimated entries (and if this is required) is provided in awarding body administrative guides.
Teaching staff will:
provide information requested by the EO to the internal deadline inform the EO immediately of any subsequent changes to information
Final entriesThe EO will:
request final entry information from teaching staff in a timely manner to ensure awarding body external deadlines for submission can be met
inform teaching staff of subsequent deadlines for making changes to final entry information without charge
confirm with teaching staff final entry information that has been submitted to awarding bodies ensure as far as possible that entry processes minimise the risk of entries or registrations being missed
and reduce the potential for late or other penalty fees being charged by awarding bodies
Final entries collection and submission procedure
1. The awarding body identifies a deadline (key date) for submitting final entries2. The EO
a. accesses basedata files from awarding body websites (some basedata may need to be requested directly from the awarding body)
b. downloads the basedata into the centre’s managements information system (MIS)c. creates marksheets (showing class list and qualification information)d. distributes marksheets for teaching staff to confirm candidates to be enterede. identifies an internal deadline for teachers to return marksheets f. inputs final entry information into the MISg. creates an entry file and submits to each awarding body by electronic data interchange (EDI)/A2C
order (via the A2C system)
Guidance on submitting final entries is provided in awarding body administrative (entry) guides.
Teaching staff will:
provide information requested by the EO to the internal deadline
Page 15 of 104
inform the EO immediately, or at the very least prior to the deadlines, of any subsequent changes to final entry information, which includes:
o changes to candidate personal detailso amendments to existing entrieso withdrawals of existing entries
check final entry submission information provided by the EO and confirm information is correct
Entry feesFees for first time entry are paid by the school
Late entriesThe EO will:
have clear entry procedures in place to minimise the risk of late entries charge any late or other penalty fees to departmental budgets
The HoC will ensure teaching staff minimise the risk of late entries by
following procedures identified by the EO in relation to making final entries meeting internal deadlines identified by the EO for making final entries
Re-sit entriesThe EO will
issue results to candidates where relevant, inform teaching staff and candidates of re-sit opportunities in the next available exam
series identify the process for requesting a re-sit entry
Where still enrolled at the centre, candidates:
may request to retake a qualification (or component of a qualification where this is available) in the next available exam series using the centre-devised re-sit entry form
may be asked to pay the appropriate entry fee
Private candidatesThe centre accepts entries from private candidates for qualifications that the centre determines it can effectively administer and conduct exams for.
The EO will: identify awarding body processes and information for private candidates provide an entry process for private candidates to follow charge the private candidate the appropriate fees which will comprise:
o the entry fee charged by the awarding body liaise with the SENCo regarding any access arrangements and reasonable adjustments required by a
private candidate (including distance learners and home educated candidates)
Transfer of creditThe EO will:
Page 16 of 104
provide information to relevant centre staff/candidates on the arrangements for transferring credit for GCE AS qualifications between specifications or awarding bodies midway through a legacy unitised GCE A level course
meet the awarding body deadline for requesting transfer of credit
Teaching staff will identify affected candidates to the EO.
Candidate statements of entryThe EO will provide candidates with statements of entry for checking.
Teaching staff will ensure candidates check statements of entry and return any relevant confirmation required to the EO.
Candidates will confirm entry information is correct and notify the EO of any discrepancies.
Pre-exams
Access arrangementsThe SENCo will ensure:
appropriate arrangements, adjustments and adaptations are in place to facilitate access for candidates where they are disabled within the meaning of the Equality Act (unless a temporary emergency arrangement is required at the time of an exam)
a candidate is involved in any decisions about arrangements, adjustments and /or adaptations that may be put in place for him/her
exam information (JCQ information for candidates documents, individual exam timetable etc.) is adapted where this may be required for a disabled candidate to access it
that where a person is appointed to facilitate an access arrangement for a candidateo the facilitator appointed meets JCQ requirementso the facilitator is appropriately trained and fully understands the rules of the particular access
arrangement(s)o a record is retained for the required period of the training given to facilitators
For private candidates
the necessary and appropriate steps are undertaken to gather an appropriate picture of need and demonstrate normal way of working for a private candidate (including distance learners and home educated candidates) and that the candidate is assessed by the centre’s appointed assessor
Briefing candidatesPrior to exams taking place the EO will:
issue individual exam timetable information to candidates (including private candidates) issue relevant JCQ information for candidates documents (on-screen tests, social media and written
examinations to candidates (including private candidates) where relevant, issue awarding body information to candidates (including private candidates) issue centre exam information to candidates (including private candidates) which will include information
on:o exam clasheso arriving late for an examo absence or illness during exams
Page 17 of 104
o what equipment is/is not provided by the centreo the centre’s policy on food, drink and wrist watches in exam roomso when results and certificates will be issuedo the post-results services and how the centre will administer requests from candidates for access
to scripts, enquiries about results and appeals
Food and drink in exam roomsFood is not allowed in exam rooms. Drinks are allowed as long as all labels are removed from drink containers.
Wrist watches in exam roomsPrior to an exam starting, candidates will be instructed by invigilators to remove their wrist watches and place them on the invigilator’s desk
Access to scripts, enquiries about results and appeals procedures 1. Candidates are informed through the issue of a candidate exam handbook of the post-results services that
will be made available to them by the awarding bodies after the issue of results2. The handbook details these services which are currently
a) enquiries about results (EARs) b) appeals against the outcome of an EARc) access to scripts (ATS)
3. The handbook informs candidates that on collection of results a) they will be provided with detailed information on the deadlines, fees and charges for these
services as they relate to their qualifications b) they can ask the EO for an enquiry, consent and payment form in order to make an EAR or ATS
requestc) no request for a post-results service will be accepted without the candidate providing informed
consent/permissiond) no request will be processed without the relevant fee being paid
4. Private candidates are informed through the issue of final exam information when results and certificates will be issued and that post-results services must only be requested through the centre and not directly to the awarding body
Dispatch of exam scriptsThe EO will identify and confirm arrangements for the dispatch of candidate exam scripts with the DfE ‘yellow label service’ or the awarding body where qualifications sit outside the scope of the service.
Estimated gradesThe HoC will ensure teaching staff provide estimated grade information to the EO to the internal deadline (where this still may be required by the awarding body).
The EO will:
submit estimated grade information to awarding bodies to meet the external deadline (where this may still be required by the awarding body)
keep a record to track what has been sent
Page 18 of 104
Internal assessment and endorsementsThe HoC will ensure:
teaching staff assess and authenticate candidates’ work according to awarding body requirements teaching staff assess endorsed components according to awarding body requirements a written procedure is in place to appeal internal assessment decisions and make requests for reviews of
marking and ensure that details of this procedure are communicated, made widely available and accessible to all candidates
teaching staff provide marks for internally assessed components and grades for endorsements of qualifications to the EO to the internal deadline
teaching staff provide required samples of work for moderation and sample recordings for monitoring to the EO to the internal deadline
The SENCo will:
liaise with teaching staff to implement appropriate access arrangements for candidates undertaking internal assessments and practical endorsements
Teaching staff will:
support the SENCo in implementing appropriate access arrangements for candidates undertaking internal assessments and practical endorsements
ensure candidates are informed their centre assessed marks so that they may appeal an internal assessment decision and request a review of the centre’s marking before marks are submitted to awarding bodies
The EO will:
submit marks, endorsement grades and samples to awarding bodies/moderators to meet the external deadline
keep a record to track what has been sent log samples returned to the centre ensure teaching staff are aware of the guidelines in terms of retention and subsequent disposal of
candidates’ work
Candidates will authenticate their work as required by the awarding body.
InvigilationThe EO will:
provide an invigilation handbook and train/update invigilators annually retain a record for the required period of the training given to invigilators deploy invigilators effectively to exam rooms throughout an exam ensure that where a candidate and an invigilator who additionally acts as a practical assistant, a reader
and/or a scribe are accommodated in an exam room on a 1:1 basis, a roving invigilator will be deployed to enter the room at regular intervals in order to observe the conducting of the exam, ensuring that all relevant rules are being adhered to
allocate invigilators to exam rooms (or where supervising candidates due to a timetable variation) as per the required ratios
liaise with the SENCo regarding the facilitation and invigilation of access arrangement candidates
The SENCo will liaise with the EO regarding facilitation and invigilation of access arrangement candidates.
Page 19 of 104
Invigilators will provide information as requested on their availability to invigilate throughout an exam series.
JCQ inspection visitThe HoC or the EO will accompany the Inspector throughout the course of the visit, including inspection of the centre’s secure storage facility.
Seating and identifying candidates in exam roomsThe EO will
ensure a written procedure is in place to verify candidate identity including private candidates ensure that invigilators are aware of the procedure provide seating plans for exam rooms as per JCQ and awarding body requirements
Verifying candidate identity procedure1. A senior member of centre staff (authorised by the HoC) who knows the candidates confirms their
identity and seating as candidates enter the exam roomAND2. A private, external or transferred candidate who is not known to the centre will be required to show
photographic documentary evidence to prove their identity (A private candidate will be required to provide in each exam their photographic ID that was checked by the EO on accepting their entry/entries)
3. Where it is impossible to identify a candidate due to the wearing of religious clothing, such as a veil, the candidate will be approached by a member of staff of the same gender and taken to a private room where they will be politely asked to remove the religious clothing for identification purposes. Once identification has been established, the candidate will proceed as normal to sit the exam. Candidates will be informed in advance of this procedure and well before their first exam through the issue of their candidate exam handbook and/or a briefing assembly
Invigilators will:
follow the procedure for verifying candidate identity provided by the EO seat candidates in exam rooms as instructed by the EO in the seating plan
Security of exam materialsThe EO will:
have a process in place to record confidential materials delivered to the centre and issued to authorised staff
have in place a recording system to track confidential materials taken from or returned to secure storage throughout the time the material is confidential
o this includes a record of the receipt, secure storage and tracking in and out of MFL speaking test materials
receive, check and securely store question papers and other exam materials according to JCQ and awarding body regulations
Reception staff will follow the process to record confidential materials delivered to the centre and issued to authorised staff.
Teaching staff will follow the recording system to track confidential materials taken from or returned to secure storage throughout the time the material is confidential including MFL speaking test materials.
Page 20 of 104
Timetabling and roomingThe EO will:
produce a master exam timetable for each exam series identify and resolve candidate exam clashes (only applying overnight supervision arrangements in rare
and exceptional circumstances and as a last resort) identify exam rooms and specialist equipment requirements allocate invigilators to exam rooms (or where supervising candidates due to a timetable variation) as per
the required ratios liaise with site staff to ensure exam rooms are set up according to JCQ and awarding body regulations liaise with the SENCo regarding rooming of access arrangement candidates
The SENCo will:
liaise with the EO regarding rooming of access arrangement candidates. liaise with other relevant centre staff to ensure appropriate arrangements, adjustments and adaptations
are in place to facilitate access for disabled candidates to exams
Site staff will liaise with the EO to ensure exam rooms are set up according to JCQ and awarding body regulations.
Alternative site arrangementsThe EO will:
ensure question papers will only be taken to an alternative site where the published criteria for an alternative site arrangement has been met
will inform the JCQ Centre Inspection Service using the JCQ Alternative Site form of any alternative sites that will be used to conduct timetabled examination components of the qualifications listed in the JCQ regulations
Transferred candidate arrangementsThe EO will:
liaise with the host or entering centre, as required process requests to the awarding body deadline where relevant (for an internal candidate) inform the candidate of the arrangements that have been
made for their transferred candidate arrangements
Internal examsThe EO will:
prepare for the conduct of internal exams under external conditions provide a centre exam timetable of subjects and rooms provide seating plans for exam rooms request internal exam papers and any other subject specific requirements from teaching staff arrange invigilation
The SENCo will liaise with teaching staff to make appropriate arrangements for access arrangement candidates.
Teaching staff will:
provide exam papers and materials to the EO to the deadline specified by the EO
Page 21 of 104
OR conduct internal exams in classrooms support the SENCo in making appropriate arrangements for access arrangement candidates
Exam time
Access arrangementsThe EO will:
provide cover sheets for access arrangement candidates’ scripts where required for particular access arrangements
have a process in place to deal with emergency (temporary) access arrangements as they arise at the time of exams
o apply for approval through AAO where required or through the awarding body where qualifications sit outside the scope of AAO
The SENCo will liaise with the EO where a facilitator may be required to support a candidate requiring an emergency (temporary) access arrangement at the time of exams.
Candidate absenceInvigilators will:
be informed of the procedure/process for dealing with absent candidates through invigilator training ensure that confirmed absent candidates are clearly marked as such on the attendance register and
seating plan
Candidate absence procedure Every effort will be made to ensure candidates attend every exam As soon as candidates are all seated in the exam room, and as far as possible before the exam starts,
empty desks as shown on the seating plan will identify absent candidates The attendance officer will make every effort to determine the whereabouts of a candidate absent from
an exam and get him/her into the exam room as soon as possible If a candidate subsequently arrives late, the candidate late arrival procedure will be followed The HoC will instigate internal disciplinary procedures for persistent absentees from exams
Candidates will be re-charged relevant entry fees for unauthorised absence from exams.
Candidate behaviourSee Irregularities below.
Candidate personal belongingsSee Unauthorised materials below.
Candidate late arrivalThe EO will:
in accordance with the regulations, ensure that candidates who arrive very late for an exam are reported to the awarding body as soon as practically possible after the exam has taken place
warn candidates that their work may not be accepted for marking by the awarding body
Invigilators will:
Page 22 of 104
be informed of the procedure/process for dealing with late/very late arrival candidates through training ensure that relevant information is recorded on the exam room incident log
Candidate late arrival procedure A late arrival is where a candidate arrives after 9.30 and by 10.00 am for a morning exam and after 2.00
and by 2.30 pm for an afternoon examo Where a candidate arrives late for an exam, the candidate will be allowed into the exam room and as
far as possible be allowed the full time to complete the exam A very late arrival is where a candidate arrives after 10.00 am for a morning exam and after 2.30 pm for
an afternoon examo Where a candidate arrives very late for an exam, the candidate will be allowed into the exam room
and as far as possible be allowed the full time to complete the exam, subject to extended rooming and invigilation arrangements being available
o The EO will warn the candidate that his/her work may not be accepted for marking by the awarding body
o The EO will complete the JCQ/VLA Very late arrival form and submit to the awarding body within seven days of the exam
In all cases, before he/she is seated in the exam room, the candidate will be o asked to hand over any unauthorised materials o read any erratum notices
Where a candidate arrives after an exam has finished and other candidates have left the exam room, he/she will not be allowed to take the exam
The HoC will instigate internal disciplinary procedures for persistent late arrivals to exams
Conducting examsThe HoC will ensure venues used for conducting exams meet the requirements of JCQ and awarding bodies.
The EO will:
ensure exams are conducted according to JCQ and awarding body instructions and regulations use an exam day checklist to ensure each exam session is fully prepared for, unplanned events can be
dealt with and associated follow-up is completed
Dispatch of exam scriptsThe EO will:
pack and dispatch scripts as instructed by JCQ and awarding bodies keep appropriate records to track dispatch ensure appropriate arrangements are in place for the collection and despatch of scripts and that scripts
are stored securely until collected by ParcelForce
Reception staff will ensure that where script packages are awaiting collection they will be kept secure until Parcelforce arrives.
Exam papers and materialsThe EO will:
organise exam question papers and associated confidential resources in date order in secure storage attach erratum notices received to relevant exam question paper packets in secure storage
Page 23 of 104
collate attendance registers and examiner details in date order regularly check mail or email inbox for updates from awarding bodies avoid potential breaches of security by ensuring an additional member of centre staff (who can be an
invigilator) checks the time, date and any other paper details before an exam question paper packet is opened at the start of an exam
where allowed by the awarding body, only release exam papers and materials to teaching departments for teaching and learning purposes after the published finishing time of the exam, or until any clash candidates have completed the exam
Exam roomsThe HoC will ensure:
the EO is fully supported in ensuring exam rooms are set up and conducted as instructed by JCQ and awarding bodies
that prior to exams commencing, revision or coaching sessions for candidates will not be held in the designated exam room(s)
ensure only authorised centre staff according to the regulations are present in exam rooms a written centre policy/procedure for dealing with an emergency evacuation of the examination room is
in place arrangements are in place for a candidate with a disability who may need assistance if an exam room is
evacuated a centre policy/procedure for dealing with a lockdown situation during the conducting of examinations is
in place
Emergency evacuation policyThe policy is posted on the staff intranet.Lockdown policy Lockdown procedures are contained within the Crisis Management Policy which is posted on the staff intranet.
The EO will
ensure exam rooms are set up and conducted as instructed by JCQ and awarding bodies o ensure JCQ ICE is available in main exam rooms (in hard copy or electronic format) or the
invigilator fully briefed on ICE in other exam rooms o ensure awarding body instructions where these may be provided in addition to ICE are provided
in all exam rooms provide authorised exam materials which candidates are not expected to provide themselves brief invigilators on exams to be conducted on a session by session basis (including the arrangements in
place for any transferred candidates) provide invigilators with appropriate resources to effectively conduct exams ensure sole invigilators have an appropriate means of summoning assistance ensure invigilators understand how to deal with candidates who may need to leave the exam room
temporarily ensure invigilators and candidates are aware of the emergency evacuation procedure ensure invigilators are aware of arrangements in place for a candidate with a disability who may need
assistance if an exam room is evacuated ensure exams are started on time and no later than 30 minutes after the published start time (no later
than 9.30 for a morning session and no later than 2.00 pm for an afternoon session)
Page 24 of 104
Site staff will:
ensure exam rooms are available and set up as requested by the EO ensure grounds or centre maintenance work does not disturb exam candidates in exam rooms ensure fire alarm testing does not take place during exam sessions
Invigilators will conduct exams in every exam room as instructed in training/update events and briefing sessions
Candidates will be required to remain in the exam room for the full duration of the exam.
IrregularitiesThe HoC will:
ensure any cases of alleged, suspected or actual incidents of malpractice or maladministration before, during or after examinations/assessments (by centre staff, candidates, invigilators) are investigated and reported to the awarding body immediately, by completing the appropriate documentation
ensure support is provided for the EO and invigilators when dealing with disruptive candidates in exam rooms
according to the regulations, make the decision to remove a candidate from an exam room where the candidate is disrupting others remaining in the room
instigate internal disciplinary procedures for disruptive candidates
The EO will:
provide an exam room incident log in all exam rooms for recording any incidents or irregularities action any required follow-up and reports to awarding bodies as soon as practically possible after the
exam has taken placeo for instances of alleged, suspected or actual incidents of malpractice by candidates, ensure the
JCQ/ M1 Suspected candidate malpractice report form is submitted immediately to the awarding body
Invigilators will record any incidents or irregularities on the exam room incident log (for example, late/very late arrival, candidate or centre staff suspected malpractice, candidate illness, disruption or disturbance in the exam room, emergency evacuation).
MalpracticeSee Irregularities above.
Special considerationThe EO will:
process appropriate requests for special consideration to awarding bodies gather evidence which may need to be provided by other staff in centre or candidates submit to awarding bodies to the external deadline
Candidates will provide appropriate evidence to support special consideration requests, where required.
Special consideration policyThe policy is posted on the staff intranet/school website.
Page 25 of 104
Unauthorised materialsArrangements for unauthorised materials taken into the exam room Candidates are informed of what is and what is not allowed in exam rooms prior to exams taking place
through the issue of a candidate exam handbook and/or a briefing assembly Prior to the start of an exam, candidates are reminded, through the standard invigilator announcement,
that mobile phones or other unauthorised items in the candidates’ possession must be handed to the invigilator
Unauthorised materials are placed on the invigilator desk OR on the floor at the front of the exam room Candidates are instructed that personal belongings not allowed at exam desks are placed at the back of
the exam room OR in lockers provided outside the exam room
Invigilators will be informed of the arrangements through training.
Internal examsThe EO will:
brief invigilators on conducting internal exams return candidate scripts to teaching staff for marking
Invigilators will conduct internal exams as briefed by the EO.
Page 26 of 104
Results and post-results
Internal assessmentThe HoC will ensure:
teaching staff keep candidates’ work, whether part of the moderation sample or not, secure and for the required period stated by JCQ and awarding bodies
work is returned to candidates or disposed of according to the requirements
Managing results day(s)The HoC will
identify centre staff who will be involved in the main summer results day(s) and their role ensure senior members of staff are accessible to candidates after the publication of results so that results
may be discussed and decisions made on the submission of enquiries and ensure candidates are informed of the periods during which centre staff will be available so that they may plan accordingly
Site staff will ensure the centre is open and accessible to centre staff and candidates, as required.
Accessing and issuing resultsThe EO will:
inform candidates in advance of when and how results will be released to them access results from awarding bodies under restricted release of results, where this is provided by the
awarding bodyo access result files sent by awarding bodies by EDI/A2C polling (via the A2C system) and download
into the MIS resolve any missing or incomplete results with awarding bodies issue statements of results to candidates on the publication of results date provide summaries of results for relevant centre staff on the publication of results date
The HoC will determine if candidate results can be issued on request to a third party (including a parent/carer) with OR without the permission of the candidate.
Post-results servicesThe EO will:
provide information to candidates (including private candidates) and staff on the services provided by awarding bodies and the fees charged
ensure that all candidates (including private candidates) are aware that all requests must be made through the centre
publish internal deadlines for requesting the services to ensure the external deadlines can be effectively met
provide a process to record requests for services and ensure that candidates have provided their written consent for clerical checks, reviews of marking and access to scripts services after the publication of exam results and collect fees where relevant
submit requests to awarding bodies to meet the external deadline track requests to conclusion and inform candidates (including private candidates) and relevant centre
staff of outcomes
Page 27 of 104
update centre results information, where applicable
The HoC will:
understand that in the event of an awarding body initiating an extended review of marking, candidates’ marks and subject grades may be lowered, confirmed or raised
ensure an internal appeals procedure is available where candidates disagree with any decision made by the centre not to support a clerical check, a review of marking, a review of moderation or an appeal
Teaching staff will:
meet internal deadlines to request the services and gain relevant candidate informed consent identify the budget to which fees should be charged
Candidates will:
meet internal deadlines to request the services provide informed consent and fees, where relevant
Analysis of resultsFollowing the publication of results, the (EO/HOC) will:
provide analysis of results to appropriate centre staff provide results information to external organisations where required undertake the Key Stage 4/16-18 Performance Tables checking exercise
CertificatesCertificates are provided to centres by awarding bodies after results have been confirmed. The process for issuing certificates to candidates is detailed below. A record is kept of the certificates that have been issued.
Issue of certificates procedure1. An annual awards evening is arranged to take place after the deadline for issue of certificates by
awarding bodies2. This is arranged by EO/HOC3. Candidates are informed of this event prior to exams taking place by the EO through the candidate exam
handbook4. Certificates are issued during the event
Retention of certificates procedure Unclaimed certificates are kept securely for a minimum of one year from the date of issue After 2 years, uncollected certificates are confidentially destroyed A record of certificates that have been destroyed is retained for four years from their date of destruction
Review
The EO will:
provide the HoC with an overview of the exam year, highlighting what went well and what could be developed/improved in terms of exams management and administrative processes within the stages of the exam cycle
collect and evaluate feedback from staff, candidates and invigilators to inform review
Page 28 of 104
The HoC will work with the EO to produce a plan to action any required improvements identified in the review.
Retention of exam records
The EO will:
keep records as required by JCQ and awarding bodies for the required period keep records as required by the centre’s records management policy provide an exams archiving policy that identifies information held, retention period and method of
disposal
Exams archiving policyThe policy is posted on the staff intranet.
Complaints and
Appeals
Procedure
Page 29 of 104
This procedure is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Date of next review December 2018
Page 30 of 104
ContentsGrounds for complaint.................................................................................................................................................
Complaints and appeals procedure.............................................................................................................................
Complaints and appeals form..................................................................................................................................
Complaints and appeals log.....................................................................................................................................
Page 31 of 104
Purpose of the procedure
This procedure confirms Caledonia Campus’ compliance with JCQ’s General Regulations for Approved Centres 2017-2018, section 5.7 that the centre has in place “a written complaints and appeals procedure which will cover general complaints regarding the centre’s delivery or administration of a qualification.”
Grounds for complaint
A candidate (or his/her/parent/carer) may make a complaint on the grounds below (this is not an exhaustive list).Teaching and learning
Quality of teaching and learning, for exampleo Non-subject specialist teacher without adequate training/subject matter expertise utilised on a
long-term basis o Teacher lacking knowledge of new specification/incorrect core content studied/taughto Core content not adequately coveredo Inadequate feedback for a learner following assessment(s)
Pre-release/advance material/set task issued by the awarding body not provided on time to an exam candidate
The taking of an assessment, which contributes to the final grade of the qualification, not conducted according to the JCQ/awarding body instructions
The marking of an internal assessment, which contributes to the final grade of the qualification, not undertaken according to the requirements of the awarding body (complainant should refer to the centre’s internal appeals procedure)
Centre fails to adhere to its internal appeals procedure Candidate not informed of his/her centre assessed marks prior to marks being submitted to the awarding
body Candidate not informed of his/her centre assessed marks in sufficient time to request/appeal a review of
marking prior to marks being submitted to the awarding body Candidate not given sufficient time to review materials to make a decision whether to request a review of
centre assessed marks
Access arrangements
Candidate not assessed by the centre’s appointed assessor Candidate not involved in decisions made regarding his/her access arrangements Candidate did not consent to personal data being shared electronically (by the non-acquisition of a signed
Data Protection Notice) Candidate not informed/adequately informed of the arrangements in place and the subjects or
components of subjects where the arrangements would not apply Exam information not appropriately adapted for a disabled candidate to access it Adapted equipment put in place failed during exam/assessment Approved access arrangement(s) not put in place at the time of an exam/assessment Appropriate arrangements not put in place at the time of an exam/assessment as a consequence of a
temporary injury or impairment
Entries
Failure to clearly explain a decision of early entry for a qualification to candidate (or parent/carer)
Page 32 of 104
Candidate not entered/entered late (incurring a late entry fee) for a required exam/assessment Candidate entered for a wrong exam/assessment Candidate entered for a wrong tier of entry
Conducting examinations
Failure to adequately brief candidate on exam timetable/exam regulations prior to exam/assessment taking place
Room in which exam held did not provide candidate with appropriate conditions for taking the exam Inadequate invigilation in an exam room Failure to conduct exam according to the regulations Online system failed during exam/assessment Disruption during exam/assessment Alleged, suspected or actual malpractice incident not investigated/reported Eligible application for special consideration for a candidate not submitted/not submitted to timescale Failure to inform/update candidate on the outcome of a special consideration application
Results and Post-results
Before exams, candidate not made aware of the arrangements for post-results services and the accessibility of senior members of centre staff after the publication of results
Candidate not having access to a member of senior staff after the publication of results to discuss/make decision on the submission of an enquiry
Candidate request for return of work after moderation and work not available/disposed of earlier than allowed in the regulations
Candidate (or parent/carer) unhappy with a result (complainant to refer via exams officer to awarding body post-results services)
Candidate (or parent/carer) unhappy with a centre decision not to support a clerical check, a review of marking, a review of moderation or an appeal (complainant to refer via exams officer to the centre’s internal appeals procedure)
Centre applied for the wrong post-results service/for the wrong exam paper for a candidate Centre missed awarding body deadline to apply for a post-results service Centre applied for a post-results service for candidate without gaining required candidate
consent/permission
Page 33 of 104
Complaints and appeals procedure
If a candidate (or his/her parent/carer) has a general concern or complaint about Caledonia Campus’ delivery or administration of a qualification he/she is following, Caledonia Campus encourages him/her to try to resolve this informally in the first instance. A concern or complaint should be made in person, by telephone or in writing to the head of centre.
If a complaint fails to be resolved informally the candidate (or his/her parent/carer) is then at liberty to make a formal complaint.
How to make a formal complaint
A complaint should be submitted in writing by completing a complaints and appeals form Forms are available from the exams officer Completed forms should be returned to the head of centre Forms received will be logged by the centre and acknowledged within 5 working days
How a formal complaint is investigated
The head of centre will further investigate the complaint and report on the findings and conclusion The findings and conclusion will be provided to the complainant within 8 working weeks
AppealsFollowing the outcome, if the complainant remains dissatisfied and believes there are clear grounds, an appeal can be submitted.
Any appeal must be submitted in writing by again completing a complaints and appeals form Forms received will be logged by the centre and acknowledged within 5 working days The appeal will be referred to the Chair of Governors (or a special Committee of the Governing body) for
consideration The Chair of Governors (or Committee) will inform the appellant of the final conclusion in due course
Page 34 of 104
Complaints and appeals formFOR CENTRE USE ONLY
Date received
Please tick box to indicate the nature of your complaint/appeal Reference No.
£ Complaint/appeal against the centre’s delivery of a qualification£ Complaint/appeal against the centre’s administration of a qualification
Page 35 of 104
Name of complainant/appellant
Learner name if different to complainant/appellant
Please state the grounds for your complaint/appeal below:
If your complaint is lengthy please write as bullet points; please keep to the point and include relevant detail such as dates, names etc. and provide any evidence you may have to support what you say
Your appeal should identify the centre’s failure to follow procedures as set out in the relevant policy, and/or issues in teaching and learning which have impacted the candidate
If necessary, continue on an additional page if this form is being completed electronically or overleaf if hard copy being completed
Detail any steps you have already taken to resolve the issue(s) and what you would consider to be a good resolution to the issue(s):
Complainant/appellant signature: Date of signature:
This form must be completed in full; an incomplete form will be returned to the complainant/appellant
Complaints and appeals log
Page 36 of 104
On receipt, all complaints/appeals are assigned a reference number and logged. Outcome and outcome date is also recorded.
Ref No. Date received Complaint or Appeal Outcome Outcome date
Page 37 of 104
Controlled
Assessment
Policy
This policy is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Date of next review December 2018
Contents
Purpose of the policy...................................................................................................................................................
Roles and responsibilities............................................................................................................................................
Head of centre.........................................................................................................................................................
Page 38 of 104
Teaching staff...........................................................................................................................................................
Exams officer (exams office staff)............................................................................................................................
Special educational needs coordinator/additional learning support.......................................................................
Risk management process...........................................................................................................................................
Page 39 of 104
Purpose of the policy
This purpose of this policy is to
identify staff responsibilities in planning and managing controlled assessment for legacy GCSE qualifications
examine potential risks and issues relating to the implementation of controlled assessment and how these might be managed and mitigated through forward planning and remedial actions
at Caledonia Campus.
The term ‘assessment’ where used in this policy, relates to controlled assessment.
This policy does not cover specific instructions for conducting controlled assessments which are provided by JCQ and awarding bodies.
Roles and responsibilities
Head of centre
Accountable for the safe and secure conduct of assessments. Ensure assessments comply with JCQ guidelines and awarding bodies’ subject-specific instructions. At the start of the academic year, begin coordinating with heads of department/subject staff to schedule
assessments. (It is advisable that controlled assessments are spread throughout the academic years of Key Stage 4.)
Map overall resource management requirements for the academic year. As part of this resolve:o clashes/problems over the timing or operation of assessments; o issues arising from the need for particular facilities (rooms, IT networks, time out of centre etc.);
Ensure that all staff involved have a calendar of events. Create, publish and update an internal appeals policy for assessments. Decides on the awarding body and specification for a particular GCSE Internally standardises the marking of all teachers involved in assessing an internally assessed component. Ensures that individual teachers fully understand their responsibilities with regard to assessment. Ensures that individual teachers fully understand the requirements of the awarding body's specification, are
familiar with the relevant teachers' notes and any other subject specific instructions. Where appropriate, develops new assessment tasks or adapt sample awarding body assessment tasks to
meet local circumstances, in line with the awarding body’s specification and control requirements.
Teaching staff
Understand and comply with the general guidelines detailed within the JCQ publication Instructions for conducting controlled assessments.
Understand and comply with the awarding body’s specification for conducting assessments, including any subject-specific instructions, teachers’ notes or additional information on the awarding body’s website.
Keep live assessments and candidates’ work secure and confidential at all times whilst in their possession. Supply to the exams officer (EO) details of all entry/unit codes for assessments to the internal deadline
specified by the EO. Obtain confidential materials/tasks set by awarding bodies in sufficient time to prepare for the assessment(s)
and ensure that such materials are stored securely at all times.
Page 40 of 104
Liaise with the special educational needs coordinator (SENCo) regarding the support required for access arrangement candidates taking assessments.
Supervise assessments (at the specified level of control). Undertake the tasks required under the regulations, only permitting assistance to candidates as the specification allows.
Retain candidates’ work securely between assessment sessions (if more than one). Ensure that candidates and supervising teachers sign authentication forms on completion of an assessment. Mark internally assessed components using the mark scheme provided by the awarding body. Inform candidates of their marks which will be submitted to the awarding body, making it clear that these
marks are subject to change through the moderation process. Advise candidates of their marks within a sufficient window in order to allow time for any internal appeal to
be concluded prior to the submission of centre marks to the awarding body.
Submit marks by hard copy marksheet or input online (via awarding body secure extranet sites) to the deadline specified by the awarding body, keeping a record of the marks awarded.OR
Complete hardcopy marksheets provided by the EO and return to the EO by the internal deadline specified by the EO, keeping a record of the marks awarded.
Submit the required samples of candidates’ marked work to the moderator by the deadline specified by the awarding body, keeping a record of the work submitted.OR
Provide the requested samples of candidates’ work to the EO by the internal deadline specified by the EO, keeping a record of the work provided.
Post-completion, retain all candidates’ work securely until the closing date for enquiries about results. In the event that an enquiry is submitted, retain candidates’ work securely until the outcome of the enquiry and any subsequent appeal has been conveyed to the centre.
Exams officer (exams office staff)
Where confidential materials from awarding bodies are directly received by the exams office, to be responsible for receipt, safe storage and safe transmission, whether in CD or hard copy format.
Direct teaching staff in the process for providing marks and samples of candidates’ marked work to awarding bodies.
Distribute marksheets, where provided in hard copy by the awarding body, for teaching staff to record the marks they have awarded.
Confirm with teaching staff that marks have been submitted by the deadline specified by the awarding body.OR
Collate marks and submit by hard copy marksheet or input online (via awarding body secure extranet sites) to the deadline specified by the awarding body, keeping a record of the marks awarded.OR
Input/collate marks in the centre’s MIS and submit to the awarding bodies by electronic data interchange (EDI)/A2C polling (via A2C).
Submit the required samples of candidates’ marked work to the moderator by the deadline specified by the awarding body, keeping a record of the work submitted.OR
Page 41 of 104
Confirm with teaching staff that the requested samples of candidates’ work have been submitted to the moderator by the deadline specified by the awarding body.
In exceptional circumstances and at the direction of the senior leadership team, where assessments cannot be conducted in the classroom, arrange suitable accommodation (for example, the main exam hall) where assessments for the whole cohort may be carried out in one sitting.
Special educational needs coordinator/additional learning support
For eligible candidates, ensure access arrangements are in place and awarding body approval, where required, has been obtained prior to assessments taking place.
Work with teaching staff to ensure requirements for access arrangement candidates requiring the support of a facilitator (reader, scribe etc.) in assessments are met.
Ensure that staff acting as an access arrangement facilitator (reader, scribe etc.) are fully trained in their role.
Page 42 of 104
Risk management process
Potential risks and issuesPossible remedial action
StaffForward planning Action
Timetabling
Assessment schedule clashes with other activities
Plan/establish priorities well ahead (e.g. at the start of the academic year)
Plan dates in consultation with centre calendar – negotiate with other parties
Head of centre
Teaching staff
Too many assessments close together across legacy GCSE subjects
Plan assessments so they are spaced over the duration of the course Space assessments to allow candidates
some time between themHead of centre
Teaching staff
Accommodation
Insufficient space in classrooms for candidates
Once the size of the cohort is known at the start of the year, flag instances where regular classroom space may not be suitable to conduct assessments
Use more than one classroom or multiple sittings where necessary
Where appropriate, arrange to conduct assessments in the main exam hall for the whole cohort (written exam conditions will not however apply to the assessment)
Teaching staff
Teaching staff
Exams officer
Insufficient facilities for all candidates
Careful planning ahead and booking of rooms / centre facilities Use multiple sittings where necessary Teaching staff
Downloading awarding body set tasks
IT system unavailable on day of assessment
Download tasks well ahead of scheduled assessment date in all cases
Book IT equipment well ahead and download tasks before scheduled date of assessment
Teaching staff
OR
Exams officer
Teaching staff unable to access task details
OR
Exams officer unable to access task details
Test secure access rights ahead of controlled assessment schedule every year and every session
Ensure teaching staff have access rights for the correct area of awarding body secure extranet sites well ahead of the controlled assessment schedule
OR
Ensure exams officer has access rights for the correct area of awarding body secure extranet sites well ahead of the controlled assessment schedule
Teaching staff
OR
Exams officer
Loss of task details in transmission
Download tasks well ahead of scheduled assessment date Contact awarding body and ask for
replacement task; download again
Teaching staff
OR
Exams officer
Absent candidates
Candidates absent for all Plan alternative session(s) for Seek awarding body guidance where Teaching staff
Page 43 of 104
or part of assessment (various reasons)
candidatescandidate unable to attend alternative session OR
Exams officer
Absent teachers
Teaching staff absent at key points in the assessment process
An individual record by teacher will be kept of progress in terms of conducting the three assessment stages
- task setting- task taking - task marking
The exam contingency plan for Teaching staff extended absence at key points in the exam cycle will be implemented
Appropriate cover will be arranged
Head of centre
Teaching staff
Control levels for task taking
The assessment is undertaken under incorrect level of control (time, resources, supervision and collaboration)
Ensure teaching staff know what level is applicable and understand what is involved. Provide training if required
Ensure teaching staff are fully familiar with the JCQ publication Instructions for conducting controlled assessments
Seek guidance from the awarding body Head of centre
Teaching staff
Supervision
Student study diary/plan not provided or completed*
Ensure teaching staff are aware of the need for study diary/plans to be completed early in course
Ensure candidates start, continue and complete study diary/plans that are signed after every session
Teaching staff
Teaching staff do not understand that the supervision of assessments is their responsibility
Ensure teaching staff fully understand the nature of assessments and their role in supervising assessments
Ensure teaching staff are fully familiar with the JCQ publication Instructions for conducting controlled assessments
Head of centre
Teaching staff
A suitable supervisor has not been arranged for an assessment where teaching staff are not supervising
A suitable supervisor must be arranged for any assessment session where a teacher is not supervising, in line with the awarding body’s specification
A suitable supervisor will be arrangedHead of centre
Teaching staff
Task setting
Teaching staff fail to correctly set tasks
Ensure teaching staff fully understand the task setting arrangements as defined in the awarding body’s specification**
Seek guidance from the awarding bodyHead of centre
Teaching staff
Assessments have not been moderated in line with the awarding body’s specification
Check specification and plan required moderation appropriately Seek guidance from the awarding body
Head of centre
Teaching staff
Page 44 of 104
Security of materials
Assessment tasks not kept secure before assessment
Ensure teaching staff fully understand the importance of task security
Contact the awarding body to request/obtain different assessment tasks
Head of centre
Teaching staff
Candidates’ work not kept secure during or after assessment
Define the appropriate level of security, in line with the awarding body’s requirements, for each department as necessary
Seek guidance from the awarding bodyHead of centre
Teaching staff
Insufficient or insecure storage space
Look at provision for suitable storage at the start of the course
Find alternative storage within the centre
Head of centre
Teaching staff
Deadlines
Deadlines not met by candidates
Ensure all candidates are briefed on deadlines and the penalties for not meeting them
Mark what candidates have produced by the deadline
Seek guidance from awarding body on further action
Teaching staff
Deadlines for marking and/or paperwork not met by teaching staff
Ensure teaching staff are given clear deadlines (prior to the awarding body deadline) to complete marking/paperwork (Marks can then be processed and submitted ahead of awarding body deadlines)
Seek guidance from awarding bodyHead of centre
Teaching staff
Exams officer
Authentication
Candidate fails to sign authentication form
Ensure all candidates have authentication forms to sign
Ensure that the authentication form is securely attached to their work when it is completed and handed in for marking
Find candidate and ensure authentication form is signed
Teaching staff
Teaching staff fail to complete authentication forms or leave before completing the authentication process
Ensure teaching staff fully understand the importance of authentication forms and the requirement of a signature
Return the authentication form to the teacher for signature
Ensure authentication forms are signed as work is marked
Head of centre
Teaching staff
Marking
Teaching staff interpret marking descriptions incorrectly
Ensure appropriate training and practicing of marking
Plan for sampling of marking during the practice phase
Arrange for re-marking
Consult the awarding body’s specification for appropriate procedures
Head of centre
Teaching staff
Centre does not run the standardisation activity as required by the awarding
Plan against the awarding body’s requirements for standardisation, i.e. when and how this activity must be
Check with the awarding body whether a later standardisation event can be arranged
Head of centre
Teaching staff
Page 45 of 104
body conducted
Lost or damaged candidates’ work
Loss, damage to or destruction of assessment evidence before it can be marked
Assessment evidence will be safely stored at all times as per the JCQ and awarding body requirements
The exam contingency plan for Assessment evidence is not available to be marked will be implemented
Seek guidance from the awarding body
Head of centre
Teaching staff
Exams officer
* Not all assessments will require the completion of a study diary or study plans ** All tasks whether set by the awarding body or the centre must be developed in line with the requirements of the specification.
Page 46 of 104
Disability
Policy (Exams)
This policy is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Page 47 of 104
Date of next review December 2018
ContentsPurpose of the policy...................................................................................................................................................
The Equality Act 2010 definition of disability..............................................................................................................
Identifying the need for access arrangements.............................................................................................................
Roles and responsibilities........................................................................................................................................
Requesting access arrangements................................................................................................................................
Roles and responsibilities........................................................................................................................................
Implementing access arrangements and the conduct of exams..................................................................................
Roles and responsibilities........................................................................................................................................
External assessments...............................................................................................................................................
Internal assessments...............................................................................................................................................
Internal exams.........................................................................................................................................................
Facilitating access to assessment.................................................................................................................................
Accessibility to exam rooms....................................................................................................................................
Exam information for candidates.............................................................................................................................
Exam seating arrangements....................................................................................................................................
Candidates requiring access arrangements.............................................................................................................
Emergency evacuation of the exam room...............................................................................................................
Facilitating access scenarios....................................................................................................................................
Appendix 1...................................................................................................................................................................
The criteria Caledonia Campus uses to award and allocate word processors for examinations..............................
Caledonia Campus printing arrangements for candidates using word processors in examinations........................
Page 48 of 104
Purpose of the policy
This document is provided as an exams-specific supplement to the centre-wide accessibility procedure/plan which details how Caledonia Campus “recognises its duties towards disabled candidates as defined under the terms of the Equality Act 2010†. This must include a duty to explore and provide access to suitable courses, submit applications for reasonable adjustments and make reasonable adjustments to the service the centre provides to disabled candidates…
†or any legislation in a relevant jurisdiction other than England and Wales which has an equivalent purpose and effect”
Quote taken directly from chapter 5.4 of the JCQ publication General regulations for approved centreshttp://www.jcq.org.uk/exams-office/general-regulations
This publication is further referred to in this policy as GR.
This policy details how Caledonia Campus facilitates access to assessment for disabled candidates by outlining staff roles and responsibilities in relation to
identifying the need for appropriate arrangements, reasonable adjustments and/or adaptations (referred to in this policy as ‘access arrangements’)
requesting access arrangements implementing access arrangements and the conduct of exams good practice in relation to the Equality Act 2010
The Equality Act 2010 definition of disability
A definition is provided on page 4 of the current JCQ publication Adjustments for candidates with disabilities and learning difficulties Access Arrangements and Reasonable Adjustments
This publication is further referred to in this policy as AA.
Identifying the need for access arrangements
Roles and responsibilities
The head of centre (HoC) will: be fully familiar with the contents, refer to and direct relevant centre staff to annually updated JCQ
publications including GR and AA ensure that processes for identifying the need for access arrangements and reasonable adjustments
(referred to in this policy as ‘access arrangements’) for individual candidates (including private candidates) are clearly defined and documented
ensure that staff roles and responsibilities in identifying, requesting and implementing access arrangements are clearly defined and documented
ensure an appropriately qualified assessor(s) is appointed and that evidence of the appropriate qualification(s) of the person(s) appointed is held on file
ensure that the assessment process is administered in accordance with the regulations ensure a policy showing the centre’s compliance with relevant legislation is in place
The special educational needs co-ordinator (SENCo) will:
Page 49 of 104
be fully familiar with the contents, refer to and direct relevant centre staff to annually updated JCQ publications including AA
lead on the access arrangements process to facilitate access to exams/assessment for candidates if not the appropriately qualified assessor, will work with the person appointed, on all matters relating to
assessing candidates and the administration of the assessment process ensure the qualified assessor(s) has access to the assessment objectives for the relevant specification(s) a
candidate is undertaking ensure that all assessments carried out and arrangements put in place comply with JCQ and awarding
body regulations and guidance complete appropriate documentation as required by the regulations of JCQ and the awarding body ensure arrangements put in place reflect a candidate’s normal way of working within the centre and that
evidence to support the needs of a candidate show a history of support and provision within the centre ensure the need for access arrangements for a candidate will be considered on a subject by subject basis liaise with teaching staff, relevant support staff and the exams officer to ensure centre-delegated and
awarding body approved access arrangements are put in place for candidates taking internal and external exams/assessments
present when requested by the JCQ Centre Inspector, evidence of the specialist assessor’s qualification
Teaching staff will:
inform the SENCo of any support that might be needed by a candidate provide information to evidence the normal way of working of a candidate support the SENCo as required in identifying the need for access arrangements
Support staff (for example, Learning Support Assistants, Teaching Assistants and Communication Support Workers) will (where appropriate)
provide comments/observations to support the SENCo in painting a holistic picture of need confirming normal way of working for a candidate
The assessor of candidates with learning difficulties will:
(An assessor of candidates with learning difficulties will be an appropriately qualified access arrangements assessor/psychologist/specialist assessor)
have a detailed understanding of the current JCQ publication AA conduct appropriate assessments to identify the need(s) of a candidate provide appropriate evidence to confirm the need(s) of a candidate complete appropriate documentation as required by the regulations of JCQ and the awarding body
Requesting access arrangements
Roles and responsibilities
The SENCo will: determine if the arrangements identified for a candidate require prior approval from the awarding body
before the arrangements are put in place or if approval is centre-delegated follow guidance in AA Chapter 8 to process approval applications for access arrangements for those
qualifications listed on page 2 of AA
Page 50 of 104
have a username and password for one or more awarding body secure extranet sites in order to gain access to Access arrangements online (AAO)
apply for approval where this is required, through AAO, or through the awarding body where qualifications sit outside the scope of AAO
ensure appropriate evidence is held on file to confirm validation responses in AAO; examples might include:
o painting a holistic picture of need confirming normal way of working on section A of JCQ form 8 o a completed specialist assessment necessary to support the application recorded on section C of
form 8o a body of evidence to substantiate the candidate’s normal way of working within the centre
ensure where form 8 (Profile of learning difficulties) is required to be completed, the original form is signed by hand and dated as required prior to approval being sought and that the original form is provided for processing and inspection purposes
ensure the names of all other assessors, who are assessing candidates studying qualifications as listed on page 2 of AA, are entered into AAO to confirm their status including any professionals working outside the centre
confirm by ticking the ‘Confirmation’ box prior to submitting the application for approval that the ‘malpractice consequence statement’ has been read and accepted
make an awarding body referral through AAO where the initial application for approval may not be approved by AAO, where it is deemed by the centre that the candidate does meet the criteria for the arrangement(s)
ensure that arrangements, and approval where required, are in place before a candidate takes his/her first exam or assessment (which is externally assessed or internally assessed/externally moderated)
ensure that where approval is required that this is applied for by the awarding body’s published deadline maintain a file for each candidate that will include:
o completed JCQ/awarding body application forms and evidence formso appropriate evidence to support the need for the arrangemento appropriate evidence to support normal way of working within the centreo in addition, for those qualifications listed on page 2 of AA (where approval is required), a print out
of the AAO approval and a signed data protection notice (which provides candidate consent to their personal details being shared)
will present the files when requested by the JCQ Centre Inspector
The exams officer (EO) will:
liaise with teaching staff regarding any appropriate modified paper requirements for candidates liaise with the SENCo to ensure arrangements are in place to either order a non-interactive electronic
(PDF) question paper or to open question paper packets in the secure room within 90 minutes of the published starting time for the exam where the centre is permitted to modify a timetabled written component exam paper (copy on coloured paper, enlarge to A3 or copy to single sided print)
have a username and password for one or more awarding body secure extranet sites in order to gain access to Access arrangements online(AAO)
follow the appropriate process (AAO for those qualifications listed on page 74 of AA; JCQ Form 7 or Form VQ/EA) to order published modified papers, by the awarding body’s published deadline for the exam series, where these may be required for a candidate
Page 51 of 104
Implementing access arrangements and the conduct of exams
Roles and responsibilities
External assessments
These are assessments which are normally set and marked/examined by an awarding body which must be conducted according to awarding body instructions and/or the JCQ publication Instructions for conducting examinations http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations.
This publication is further referred to in this procedure as ICE.
The HoC will: support the SENCo, the exams officer and other relevant centre staff in ensuring appropriate
arrangements, adjustments and adaptations are in place to facilitate access for disabled candidates to exams
be familiar with the Checklist for heads of centre and examination officers – The Equality Act 2010 and conduct of examinations provided in the current ICE (page 44)
The SENCo will: ensure a candidate is involved in any decisions about arrangements, adjustments and/or adaptations that
may be put in place for him/her and ensure the candidate understands what will happen at exam time ensure exam information (JCQ information for candidates documents, individual exam timetable etc.) is
adapted where this may be required for a disabled candidate to access it ensure that prior to any arrangements being put in place checks are made that arrangements do not
impact on any assessment criteria/competence standards being tested ensure that any arrangements put in place do not unfairly disadvantage or advantage disabled candidates liaise with relevant centre staff regarding the provision of appropriate rooming and equipment that may
be required to facilitate access for disabled candidates to exams appoint appropriate centre staff as facilitators to support candidates who have been approved the use of:
o a practical assistanto a promptero an Oral Language Modifiero a readero a scribeo a Sign Language Interpreter
ensure facilitators supporting candidates are appropriately trained and understand the rules of the particular access arrangement(s)
ensure a record of the training given to invigilators and those facilitating an access arrangement for a candidate under examination conditions is kept and retained on file until the deadline for enquiries about results has passed or until any appeal, malpractice or other results enquiry has been completed, whichever is later
ensure candidates are aware of the access arrangements that are in place for their exams and assessments
ensure the facilitator is known by or introduced to the candidate prior to exams ensure a facilitator acting as a prompter is aware of the appropriate way to prompt depending on the
needs of the candidate
Page 52 of 104
liaise with the EO regarding facilitation and invigilation of access arrangement candidates in exams liaise with the EO to ensure that invigilators are made aware of the Equality Act 2010 and are trained in
disability issues ensure cover sheets are completed as required by facilitators liaise with the EO where a facilitator may be required to support a candidate requiring an emergency
(temporary) access arrangement at the time of exams
The EO will: liaise with the SENCo and other relevant centre staff to ensure appropriate arrangements, adjustments
and adaptations are in place to facilitate access for disabled candidates to exams liaise with the SENCo to ensure exam information (JCQ information for candidates documents, individual
exam timetable etc.) is adapted where this may be required for a disabled candidate to access it liaise with the SENCo regarding the facilitation and invigilation of access arrangement candidates liaise with the SENCo regarding rooming of access arrangement candidates ensure appropriate seating arrangements are in place where different arrangements may need to be
made for a candidate to facilitate access to his/her exams ensure invigilators supervising access arrangement candidates are trained in their role and understand
the invigilation arrangements required for access arrangement candidates as detailed in ICE 7 and 8 ensure a record of the training given to invigilators is kept and retained on file until the deadline for
enquiries about results has passed or until any appeal, malpractice or other results enquiry has been completed, whichever is later
liaise with the SENCo to ensure that invigilators are made aware of the Equality Act 2010 and are trained in disability issues
ensure invigilators are briefed prior to each exam session of the arrangements in place for a disabled candidate in their exam room
provide cover sheets prior to the start of an exam where required for particular access arrangements and ensure that these have been fully completed before candidates’ scripts are dispatched to examiners/markers
print pre-populated cover sheets from AAO where this is required for those qualifications listed on page 2 of AA
check in advance of dated exams/assessments that modified paper orders have arrived (and if not will contact the awarding body to ensure that papers are available when required)
make modifications that are delegated to the centre (a question paper copied onto coloured paper, an A4 to A3 enlarged paper or a paper printed on single sheets or where a question paper may need to be scanned into PDF format where a candidate is approved the use of a computer reader) that may be required and will either access a non-interactive electronic (PDF) question paper or open the exam question paper packet in the secure room no earlier than 90 minutes prior to the published start time of the exam
understand that where permitted/approved, secure exam question paper packets may need to be opened early where preparation is required by the facilitator (Oral Language Modifier, Live Speaker, Sign Language Interpreter only)
ensure that the facilitator only has access to the papers 60 minutes prior to the published start time of the exam
have a process in place to deal with emergency (temporary) access arrangements as they arise at the time of exams in terms of rooming and invigilation
Page 53 of 104
liaise with the SENCo where a facilitator may be required to support a candidate requiring an emergency (temporary) access arrangement at the time of exams
where required for emergency (temporary) access arrangements, apply for approval through AAO or through the awarding body where qualifications sit outside the scope of AAO
Other relevant centre staff could include:
those responsible for IT or other specialist equipment that may need to be provided or adapted for a candidate
those responsible for rooms and non-specialist equipment (chairs, tables, clocks etc.) used for exams that may need to be adapted for a candidate
those responsible for the centre’s emergency evacuation procedures and the arrangements that may need to be in place for a candidate with a disability who may need assistance when an exam room is evacuated
Internal assessments
These are assessments which are normally set by a centre/awarding body, marked and internally verified by the centre and moderated by the awarding body.
The SENCo will: liaise with teaching staff to implement appropriate access arrangements for candidates. ensure centre-delegated and awarding body approved arrangements are in place prior to a candidate
taking his/her first formal supervised assessment ensure candidates are aware of the access arrangements that are in place for their assessments ensure facilitators supporting candidates are appropriately trained and understand the rules of the
particular access arrangement(s) ensures cover sheets are completed as required by facilitators liaise with the teacher where a facilitator may be required to support a candidate requiring an emergency
(temporary) access arrangement at the time of his/her formal supervised assessment
Teaching staff will:
support the SENCo in implementing appropriate access arrangements for candidates liaise with the SENCo regarding assessment materials that may need to be modified for a candidate provide the SENCo with assessment schedules to ensure arrangements are put in place when required
Internal exams
These are exams or tests which are set and marked within the centre; normally a pre-cursor to external assessments (exams).
The SENCo will liaise with teaching staff to implement appropriate access arrangements for candidates.
Teaching staff will:
support the SENCo in implementing appropriate access arrangements for candidates provide exam materials that may need to be modified for a candidate
Page 54 of 104
provide the SENCo with internal exam timetable to ensure arrangements are put in place when required
Facilitating access to assessment
The following information confirms Caledonia Campus good practice in relation to the Equality Act 2010 and the conduct of examinations.
On a candidate by candidate basis, consideration is given to adapting assessment arrangements adapting assessment materials the provision of specialist equipment or adaptation of standard equipment adaptation of the physical environment for access purposes
Accessibility to exam rooms
Entrances to the centre and corridors to access exam rooms are well lit by natural or fluorescent lighting Tactile surfaces and/or warning signs highlight steps or change in floor level All corridors to access exam rooms are wide enough to allow access for wheelchair users Exam rooms for wheelchair users or candidates with reduced mobility are always located on the ground
floor During exam timetabling and rooming, the EO will ensure as far as possible that exam rooms for
wheelchair users or candidates with reduced mobility are located close to an adapted bathroom facility As part of the required conditions for exam rooms, heating, lighting, ventilation and level of outside noise
are checked in every room prior to each exam taking place by the EO/invigilator; site staff are notified to action any issues
Exam information for candidates
Exam information (including individual timetables and JCQ information for candidates) is provided to all candidates prior to exams taking place by the EO
o Where a candidate is identified as requiring support to access this information, this will be provided as far as possible by the SEN department to ensure the candidate understands all the information that has been provided
o This might include for example, ensuring that information is suitably sized and adapted
Exam seating arrangements
The EO will make appropriate seating plan arrangements so exam desks for wheelchair users, candidates with reduced mobility and candidates with other physical or medical conditions where they may need to leave the exam room temporarily, will be located near the door for ease of access to and from the exam room
o Where candidates may need to leave the exam room temporarily, they will be escorted to and from the room in line with the required JCQ supervision arrangements
Where it is known prior to an exam that a candidate may become unwell during the exam, changes will be made to the seating plan arrangements to seat them close to the door to make them feel more comfortable and to limit any disruption to candidates in the exam room
Page 55 of 104
The SENCo will ensure as far as possible that adapted seating or exam desks and any other appropriate aids are provided so that affected candidates are able to take their exams in conditions that are comfortable and appropriate to the needs of their disability or temporary condition at the time of the exam
As far as possible exam rooms will be located near seating areas or chairs may be provided outside the exam room to enable those with a disability or those candidates who experience extreme stress or anxiety, to sit and rest before they enter the room
During the briefing session prior to each exam, the EO will make invigilators aware of any special arrangements that are in place for candidates including:
o the seating plan o adapted seating, exam desks or other specialist equipmento details of any medication, food or drink that may need to be taken during the examo those who may need to leave the exam room temporarilyo those with access arrangements
Candidates requiring access arrangements
The SENCo will ensure when appropriate that o where a candidate has been approved a facilitated access arrangement, the facilitator appointed
will be known by or introduced to the candidate prior to exams to reduce any difficulties the candidate may have in relating to a stranger
o where a candidate has been granted the use of a prompter, the prompter will be made aware of appropriate/inappropriate ways of prompting dependent on the nature of the candidate’s disability
The EO will ensure that where a candidate has been granted supervised rest breaks, the area or room allocated for the break is suitably comfortable whilst also allowing the security of the exam to be maintained
At the direction of the SENCo, IT staff will o ensure that where a candidate has been approved the use of assistive software/assistive
technology in exams, these will be checked and tested prior to exams taking placeo ensure for on-screen tests that hardware and software have been appropriately adapted where a
candidate may have sensory impairment(s)
Emergency evacuation of the exam room
The EO ensureso invigilator training sessions include the procedures to be followed for the emergency evacuation
of the exam roomo prior to each exam invigilators are briefed on any special evacuation arrangements in place for a
candidate who may need assistance in leaving the exam room and reaching the assembly pointo prior to each exam, all candidates are made aware that they must follow the instructions of the
invigilator in case of emergency evacuation of the exam roomo where procedures may be different for a candidate who may need assistance, the candidate is
informed of the evacuation arrangements that are in place for them
Page 56 of 104
Facilitating access scenarios
The table provides scenarios where arrangements, adjustments and adaptations are considered to meet the need(s) of a candidate and the actions considered/taken by the centre for the purposes of facilitating access.
Example of candidate need(s)
Arrangements explored Centre actions
A medical condition which prevents the candidate from taking exams in the centre
Alternative site for the conduct of examinations
Supervised rest breaks
SENCo gathers evidence to support the need for the candidate to take exams at home
Pastoral head provides written statement for file to confirm the need
Approval confirmed by SENCo; AAO approval for both arrangements not required
Pastoral head discussion with candidate to confirm the arrangements should be put in place
EO submits appropriate ‘Alternative site for the conduct of exams form’
EO provides candidate with exam timetable and JCQ information for candidates
Pastoral head confirms with candidate the information is understood
Pastoral head agrees with candidate that prior to each exam will call to confirm fitness to take exam
EO allocates invigilator(s) to candidate’s timetable; confirms time of collection of exam papers and materials
Invigilator monitors candidate’s condition for each exam and records any issues on incident log
Invigilator records rest breaks (time and duration) on incident log and confirms set time given for exam
Invigilator briefs EO after each exam on how candidate’s performance in exam may have been affected by his/her condition
EO discusses with pastoral head if candidate is eligible for special consideration (candidate present but disadvantaged)
EO processes request(s) for special consideration where applicable; incident log(s) provides supporting evidence
Pastoral head informs candidate where special consideration has been requested
Persistent and significant difficulties in accessing written text
Reader/computer reader
25% Extra time
Separate invigilation within the centre
SENCo confirms candidate is disabled within the meaning of the Equality Act 2010
EO checks papers for those testing reading
SENCo sources computer reader or examination reading pen for use in papers (or sections of papers) testing reading OR up to 50% extra time applied for
SENCo ensures the original form 8 is signed by hand and dated, with Sections A, B and C completed; keeps on file with body of supporting evidence, printed approval from AAO and signed data protection notice
Significant difficulty in concentrating
Prompter
Separate invigilation within the centre
SENCo liaises with teaching staff/relevant support staff to gather evidence to support substantial and long term adverse impairment
SENCo confirms with candidate how and when he/she will be prompted
SENCo OR EO briefs invigilator to monitor candidate and the method of prompting (call out his/her name to bring his attention back to the
Page 57 of 104
paper - confirms requirement for separate room)
A wheelchair user Desk
Rooms
Facilities
Seating arrangements
Practical assistant
SENCo applies for practical assistant to help candidate set up wheelchair and other equipment in PE practical assessment; approval automatically fails so awarding body referral lists the tasks that will be performed
Site staff provide height adjustable desk in exam room
EO allocates exam room on ground floor near adapted bathroom facilities
Site staff spaces desks to allow wheelchair access
EO seats candidate near exam room door
SENCo confirms arrangements in place to assist the candidate in case of emergency evacuation of the exam room
EO prints practical assistant cover sheet printed from AAO; which is completed by facilitator and inserted inside the candidate’s script where this is applicable to the assessment
Page 58 of 104
Appendix 1
The criteria Caledonia Campus uses to award and allocate word processors for examinations
The provision of laptops for an examination and ‘normal way of working’
‘Normal way of working’ in a Focus school and policy in this school as directed by the head of centre, is work produced in a handwritten format. The exception to this will be any student on the SEN register or one who has specific access arrangements in place.
As many exam laptops as are needed by qualifying students are requested from the IT department at head office by filling in a request online. These are then sent out to the school on loan to the school for the duration of the exam session.
Caledonia Campus’ printing arrangements for candidates using word processors in examinations
After an exam has finished, the following arrangements are in place for printing the word-processed work of a candidate.
Where a printer is provided in the exam room, the candidate will remain under supervision until his/her typed script has been printed out and collected by the invigilator
Where a printer is not provided in the exam room, the invigilator will collect the candidate’s memory stick and other exam materials and escort the candidate under supervision to the printing area
On completion of printing, the typed script will be presented to the candidate for verification purposes The candidate will then be dismissed from supervision (unless he/she is subject to clash supervision
arrangements)
Page 59 of 104
Emergency
Evacuation
Policy (exams)
This policy is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Date of next review December 2018
Page 60 of 104
ContentsPurpose of the policy...................................................................................................................................................
When is an emergency evacuation required?.............................................................................................................
Emergency evacuation of an exam room....................................................................................................................
Roles and responsibilities........................................................................................................................................
Emergency evacuation procedure...............................................................................................................................
Page 61 of 104
Purpose of the policy
This policy details how Caledonia Campus deals with an emergency evacuation of the exam room(s) by defining staff roles and responsibilities and confirming the emergency evacuation procedure.
When is an emergency evacuation required?
An emergency evacuation is required where it is unsafe for candidates to remain in the exam room. This might include a fire in the exam room, the fire alarm sounding to warn of fire, bomb alert or other serious threat.
In exceptional situations, where candidates might be severely disadvantaged or distressed by remaining in the exam room, the emergency evacuation procedure may also need to be followed. This might include situations where there is severe disruption in the exam room, serious illness of a candidate or invigilator or similarly serious incidents.
Emergency evacuation of an exam room
Roles and responsibilities
Head of centre Ensures the emergency evacuation policy for exams is fit for purpose and complies with relevant health
and safety regulation Ensures all staff and appointed fire marshals are aware of the policy and procedures to be followed when
an emergency evacuation of an exam room is required
Special educational needs coordinator (SENCo) Ensures appropriate arrangements are in place for the emergency evacuation of a disabled candidate
from an exam room where different procedures or assistance may need to be provided for the candidate Ensures the candidate is informed prior to taking their exams of what will happen in the event of an
emergency evacuation
Exams officer Ensures invigilators are trained in emergency evacuation procedures and how an incident and actions
taken must be recorded Ensures candidates are briefed (Candidate exam handbook), prior to exams taking place, on what will
happen in the event of an emergency in the exam room Provides invigilators with a copy of the emergency evacuation procedures for every exam room Provides a standard invigilator announcement for each exam which includes appropriate information for
candidates regarding what will happen if the fire alarm sounds Provides an exam room incident log in each exam room Liaises with the SENCo and other relevant staff prior to each exam where different procedures or
assistance may need to be provided for a disabled candidate Briefs invigilators prior to each exam where different procedures or assistance may need to be provided
for a disabled candidate Ensures appropriate follow-up is undertaken after an emergency evacuation reporting the incident to the
awarding body and the actions taken through the special consideration process
Invigilators By attending training, ensure they understand what to do in the event of an emergency in the exam room Follow the actions required in the emergency evacuation procedure issued to them for every exam room
Page 62 of 104
Confirm with the exams officer, where different procedures or assistance may need to be provided for a disabled candidate they are invigilating
Other relevant centre staff Support the head of centre, SENCo, exams officer and invigilators in ensuring the safe emergency
evacuation of exam rooms
Emergency evacuation procedure
Invigilators are made aware of the emergency evacuation procedure and the actions they are required to take through invigilator training sessions.
In the event of a fire alarm or other emergency that leads to an evacuation of the exam room, actions must be taken by invigilators in accordance with the JCQ publication Instructions for conducting examinations http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations [ICE] regulation 18: Emergencies).
In addition to the actions required by JCQ ICE regulation 18, invigilators are also informed of additional centre-specific actions and information.
Page 63 of 104
Emergency evacuation procedure
ICE 18 actions
Stop the candidates from writing
Collect the attendance register (in order to ensure all candidates are present)
Evacuate the examination room in line with the instructions given by the appropriate authority
Advise candidates to leave all question papers and scripts in the examination room (If there are only a few candidates, consider the possibility of taking the candidates (with question papers and scripts) to another place to finish the examination)
Inform candidates they must leave the room in silence
Supervise candidates as closely as possible while they are out of the examination room to make sure there is no discussion about the examination; when instructed, supervise the return of candidates to the exam room
Make a note of the time of the interruption and how long it lasted
Allow the candidates the full working time set for the examination
Make notes of the incident to enable the exams officer to produce a full report of the incident and of the action taken to be forwarded to the relevant awarding body
Additional centre-specific actions and information
In the event of a fire alarm during exams, invigilators should await instructions from the H&S Officer or the head of centre to determine whether the exam room should be evacuated OR evacuate the exam room immediately
Candidates should be instructed to leave all personal belongings in the exam room and be escorted to the to the nearest fire exit for evacuation
Candidates must further be escorted to the evacuation assembly point
If and when instructed by EO/HOC to return to the exam room, allow candidates time to settle down, reminding them they are still under exam conditions
Restart the exam and make relevant changes to the displayed finish time
All information regarding the evacuation must be recorded on the exam room incident log including
time and length of interruption time of restart of exam time of finish of restarted exam if candidates were able to be given the full working time set for the exam any relevant information regarding the behaviour of candidates during the evacuation and return to exam
room conditions etc.
Where not allowed to return to the exam room, or the decision is made that the exam must be abandoned – the centre’s exam contingency plan (Emergency evacuation) will be invoked and you will be briefed accordingly at the
Page 64 of 104
time
Exam
Contingency
PlanThis plan is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Date of next review December 2018
Page 65 of 104
ContentsPurpose of the plan.....................................................................................................................................................
Causes of potential disruption to the exam process....................................................................................................
1. Exams officer (EO) extended absence at key points in the exam process (cycle)
2. SENCo extended absence at key points in the exam cycle
3. Teaching staff extended absence at key points in the exam cycle
4. Invigilators - lack of appropriately trained invigilators or invigilator absence
5. Exam rooms - lack of appropriate rooms or main venues unavailable at short notice
6. Failure of IT systems
7. Emergency evacuation of the exam room
8. Disruption of teaching time – centre closed for an extended period
9. Candidates unable to take examinations because of a crisis – centre remains open
10. Centre unable to open as normal during the exams period
11. Disruption in the distribution of examination papers
12. Disruption to the transportation of completed examination scripts
13. Assessment evidence is not available to be marked
14. Centre unable to distribute results as normal
Further guidance to inform and implement contingency planning.............................................................................
Ofqual..........................................................................................................................................................................
JCQ...............................................................................................................................................................................
GOV.UK........................................................................................................................................................................
Page 66 of 104
Purpose of the plan
This plan examines potential risks and issues that could cause disruption to the management and administration of the exam process at Caledonia Campus. By outlining actions/procedures to be invoked in case of disruption it is intended to mitigate the impact these disruptions have on our exam process.
Alongside internal processes, this plan is informed by the Exam system contingency plan: England, Wales and Northern Ireland which provides guidance in the publication What schools and colleges and other centres should do if exams or other assessments are seriously disrupted.
This plan also confirms Caledonia Campus is compliant with the JCQ regulation (section 5.3, General Regulations for Approved Centres 2017-2018) that the centre has in place a written examination contingency plan which covers all aspects of examination administration. This will allow members of the senior leadership team to act immediately in the event of an emergency or staff absence.
Causes of potential disruption to the exam process
1. Exams officer (EO) extended absence at key points in the exam process (cycle)
Criteria for implementation of the plan
The following main key tasks/areas in the management and administration of each stage of the exam cycle would be at risk.
Planning Annual data collection exercise not undertaken to collate information on qualifications and awarding body
specifications being delivered Annual exams plan not produced identifying essential key tasks, key dates and deadlines Sufficient invigilators not recruited and trained
Entries Awarding bodies not being informed of early/estimated entries which prompts release of early information
required by teaching staff Candidates not being entered with awarding bodies for external exams/assessment Awarding body entry deadlines missed or late or other penalty fees being incurred
Pre-exams (exam preparation) New invigilators not trained or existing invigilators not updated on changes to instructions for conducting
exams affecting invigilators Exam timetabling, rooming allocation; and invigilation schedules not prepared Candidates not briefed on exam timetables and awarding body information for candidates Exam/assessment materials and candidates’ work not stored under required secure conditions Internal assessment marks and samples of candidates’ work not submitted to awarding bodies/external
moderators
Exam time Exams/assessments not taken under the conditions prescribed by awarding bodies Required reports/requests not submitted to awarding bodies during exam/assessment periods e.g. very late
Page 67 of 104
arrival, suspected malpractice, special consideration Candidates’ scripts not dispatched as required to awarding body examiners/markers
Results and post-results Access to examination results affecting the distribution of results to candidates The facilitation of the post-results services
Centre actions to mitigate the impact of this risk
1. The HoC will ensure a robust exams policy is in place identifying roles and responsibilities of centre staff within the exams process (Exam officers at Millden and Ochil will communicate regularly)
2. The EO will produce an annual exams plan in August to identify key tasks, key dates and deadlines for the new academic year
3. The EO will produce a procedures manual covering all stages of the exam cycle identifying how the key tasks are undertaken
a. Once produced this manual will be annually reviewed and updated to ensure any changes to current regulations and processes are recorded
4. The EO will annually gather information from curriculum staff in August on the qualifications being delivered in the new academic year and collate this information into a composite summary
5. A list of exam support contacts will be provided in the procedures manual; this will include JCQ, all awarding bodies the centre works with, local EO network group, The Exams Office, management information system (MIS) provider
6. The line manager will be briefed by the EO on the location of the annual exams plan, the procedures manual and the composite list of qualifications being delivered
7. As needed, the line manager will appoint a deputy to cover the role during the EO absencea. The line manager will brief the deputy on the location of the annual exams plan, the procedures
manual and the composite list of qualifications being delivered8. As needed, the deputy will make contact with a local EO who may agree to act as a buddy/mentor9. As needed, the line manager will arrange MIS training for the deputy on entries and/or results10. The deputy will research JCQ, relevant awarding body and The Exams Office websites to determine the
information and resources available to support them in their role
2. SENCo extended absence at key points in the exam cycle
Criteria for implementation of the plan
The following main key tasks/areas in the management and administration of the stages of the exam cycle would be at risk.
Planning Candidates not tested/assessed to identify potential access arrangement requirements The centre fails to recognise its duties towards disabled candidates as defined under the terms of the Equality
Act 2010 Evidence of need and evidence to support normal way of working not collated
Pre-exams (exam preparation) Approval for access arrangements not applied for to the awarding body Centre-delegated arrangements not put in place Modified paper requirements not identified in a timely manner to enable ordering to meet external deadline
Page 68 of 104
Staff providing support to access arrangement candidates not allocated and trained
Exam time Access arrangement candidate support not arranged for exam rooms
Centre actions to mitigate the impact of this risk
1. The SENCo will produce an Access arrangements policy which will include procedures to be followed in identifying and testing potential access arrangement candidates and collating evidence of need to support normal way of working
a. Once produced this policy will be annually reviewed and updated to ensure any changes to current regulations and processes are recorded
2. The SENCo will maintain an access arrangements file for each candidate as per JCQ requirements3. The line manager and the EO will be briefed by the SENCo on the location of the policy and candidate files4. As needed, the line manager will appoint a deputy to cover the role during the SENCo absence5. As needed, the deputy will make contact with a local SENCo who may agree to act as a buddy/mentor6. The deputy will research JCQ and relevant awarding body websites to determine the information and
resources available to support them in their role7. As needed, the deputy will seek to identify any candidates not yet tested or approved for access
arrangements for upcoming exams/assessments and take any necessary actions8. As needed, the deputy will identify relevant staff to support access arrangement candidates in exam rooms
and arrange relevant training
3. Teaching staff extended absence at key points in the exam cycle
Criteria for implementation of the plan
The following main key tasks/areas in the management and administration of the stages of the exam cycle would be at risk.
Entries Early/estimated entry information not provided to the exams officer on time; resulting in pre-release
information not being received Final entry information not provided to the exams officer on time; resulting in:
o candidates not being entered for exams/assessments or being entered lateo late or other penalty fees being charged by awarding bodies
Pre-exams Internal assessment task setting, task taking and task marking not undertaken Candidates not being informed of centre assessed marks before marks are submitted to the awarding body
and therefore not being able to consider appealing internal assessment decisions and requesting a review of the centre’s marking
Results and post-results Internal assessment marks and candidates’ work not available/provided to meet awarding body submission
deadlines potentially resulting in a delay to the issue of final results Guidance being unavailable to candidates after the issue of results (enquiries about results, re-sits etc.)
Centre actions to mitigate the impact of this risk
Page 69 of 104
1. The Head of centre (HoC) will provide the EO with details of estimated/final entries to the internal deadlines identified by the EO
2. The HoC will ensure a controlled assessment policy is in place for legacy GCSE specifications and a non-examination assessment policy for new GCSE and GCSE specifications are in place identifying roles and responsibilities of centre staff and how risks will be managed
3. The HoC will ensure teaching staff keep an individual record of progress in terms of conducting the three assessment stages - task setting- task taking - task marking
4. The HoC will ensure a clearly defined process will be followed by all teaching staff conducting assessments in terms of where the above record of progress, live assessments and candidates’ work will be safely stored
5. As needed, the HoC will appoint a subject-specialist deputy to assess candidates’ work a. Where a subject-specialist deputy is not available in-house, the HoC will approach a partner school
for support/assistance6. The HoC will ensure the EO is provided with internal assessment marks and the required samples of
candidates’ work to the internal deadlines identified by the EO7. The HoC will appoint a deputy, or act as the deputy, to provide guidance/advice to candidates after the issue
of results on matters relating to enquiries about results, re-sit opportunities etc.
4. Invigilators - lack of appropriately trained invigilators or invigilator absence
Criteria for implementation of the plan
The following main key tasks/areas in the management and administration of the stages of the exam cycle would be at risk.
Planning Failure to recruit and train sufficient invigilators to conduct exams
Pre-exams (exam preparation) Invigilator shortage on peak exam days
Exam time Invigilator absence on the day of an exam
Centre actions to mitigate the impact of this risk
1. The EO will use estimated entry information collated early in the academic year to determine likely invigilator numbers for upcoming exam series’
2. Where a likely shortfall of invigilators is identified, the EO will instigate a recruitment campaign3. Where the campaign fails to recruit sufficient invigilators, the HoC will support the EO in identifying
internal/cover staff who are able/willing to be trained as invigilators who may also be called on to invigilate on peak exam days/in an emergency situation to cover an absent invigilator on the day of an exam
4. Where the above may be unsuccessful, the HoC will approve the use/payment of agency staff and confirm that such persons are competent and fully trained
Page 70 of 104
5. Exam rooms - lack of appropriate rooms or main venues unavailable at short notice
Criteria for implementation of the plan
The following main key tasks/areas in the management and administration of the stages of the exam cycle would be at risk.
Pre-exams (exam preparation) EO unable to identify sufficient/appropriate rooms during exams timetable preparation Insufficient rooms available on peak exam days
Exam time Main exam venues unavailable due to an unexpected incident at exam time
Centre actions to mitigate the impact of this risk
1. As needed, the HoC willa. support the EO in identifying sufficient/appropriate roomsb. instruct the timetabling officer that exams take priority and that classes must be moved to free up
appropriate classrooms for exam usec. authorise the release of individual staff offices for exam use on peak exam days for 1:1 candidatesd. determine if an educational visit/school trip is appropriate on a peak exam day to free up classrooms
for exam use2. If all the above are unsuccessful, the HoC will support the sourcing of an alternative off-site venue
a. In the event of the centre being unusable for the purposes of sitting examinations it has been agreed that the local community meeting hall foyer at [Grangemouth (Ochil), Balmedie (Millden)] will be used as an exam centre and that this has been agreed with the hall trustees
b. As required, the EO will instigate the JCQ Alternative site process (http://www.jcq.org.uk/exams-office/forms/alternative-site-form-and-guidance-notes)
3. In an emergency situation, the HoC will immediately support the EO in sourcing an alternative off-site venue a. As required, the EO will instigate the JCQ Alternative site process
6. Failure of IT systems
Criteria for implementation of the plan
The following main key tasks/areas in the management and administration of the stages of the exam cycle would be at risk.
Entries Management information system (MIS) failure at final at final entry deadline
Pre-exams MIS system failure during exam preparation
Results and post-results MIS system failure at results release time
Centre actions to mitigate the impact of this risk
1. In any situation where IT systems failure affects urgent completion of key tasks, the EO will work with the MIS
Page 71 of 104
manager and MIS provider to explore the possibility of accessing the centre’s MIS remotely in another location
2. The EO will contact awarding bodies prior to the entry deadline to inform of the situation and to negotiate an extension to the deadline to avoid late entry fees being charged
a. If resolution cannot be achieved within the timescale agreed, the line manager will ensure the EO is provided with administrative support to input the entries manually through the awarding body secure extranet sites
i. Remedial action in this scenario will be undertaken as soon as practically possible to ensure entries are recorded in the MIS
3. Where exam preparation may be affected, the EO will, as far as possible, access information through other external sources
a. Candidate entry and exam timetable information will be accessed through awarding body secure extranet sites
b. Master exam timetable information will be accessed through the Exams timetable tool (http://www.theexamsoffice.org/exams_timetable_tool.asp) or through individual awarding body website exam timetable information
4. Where downloading results is affected, the EO will access result information through awarding body secure extranet sites
a. Remedial action in this scenario will be undertaken as soon as practically possible to ensure results are downloaded into the MIS
5. In all cases where a manual process (including accessing/exporting/printing information from awarding body secure extranet sites) has to replace an MIS automated process, the line manager with ensure the EO is provided with appropriate support to complete tasks to timescale
7. Emergency evacuation of the exam room
Criteria for implementation of the plan
Whole centre evacuation during exam time due to serious incident resulting in exam candidates being unable to start, proceed with or complete their exams
Centre actions to mitigate the impact of this risk
1. The HoC will ensure all exam candidates are supervised until an immediate resolution is found2. The HoC OR EO will immediately contact the awarding body/bodies of the affected exams to appraise them
of the situation and to seek guidance on how to proceed3. If an alternative venue cannot be immediately sourced the HoC will follow awarding body guidance on how
to proceed (see also scenario 5 above, Exam rooms – lack of appropriate rooms or main venues unable at short notice, regarding the location of the alternative venue)
4. If an immediate resolution is found and candidates are able to start or proceed with their exam, the HoC will make a judgement on how the disruption affected candidates
5. At the direction of the HoC the EO will submit special consideration applications for affected candidates6. The HoC will inform candidates (and their parents/carers) of special consideration applications that have
been made7. Where an exam is unable to be started or continued the HoC will inform candidates (and their
parents/carers) of the awarding body guidance given including if an opportunity to re-sit the exam in a future
Page 72 of 104
exam series is available for the particular qualification
8. Disruption of teaching time – centre closed for an extended period
Criteria for implementation of the plan
Centre closed or candidates are unable to attend for an extended period during normal teaching or study supported time, interrupting the provision of normal teaching and learning.
Centre actions to mitigate the impact of this risk
1. The HoC and relevant teaching staff will identify alternative methods of learning, alternative venues or both as a priority
2. The HoC will communicate with parents, carers and students about the disruption to teaching time and plans to address this
3. Priority arrangements for alternative methods of learning, alternative venues or both will be made for candidates who will be taking exams shortly
4. The EO will identify if exams are available in another future exam series5. Where appropriate and where available, candidates will be advised to take exams in the next available exams
series6. Where the disruption may extend into the exam period, actions identified in scenario 9 will be followed
9. Candidates unable to take examinations because of a crisis – centre remains open
Criteria for implementation of the plan
Candidates are unable to attend the examination centre to take examinations as normal.
Centre actions to mitigate the impact of this risk
1. Actions may vary dependent on the nature of the crisis for an individual candidate2. Where a candidate is fit to take an exam but is unable to attend the centre because of a crisis, the following
options will be explored in agreement with the candidate (and where appropriate, the parent/carer) and the relevant awarding bodies
a. The EO will make arrangements for the candidate to sit the exam at an alternative venueb. Where this might be another registered exam centre and where the situation meets the criteria, the
EO will instigate the JCQ Transferred candidate process (https://www.jcq.org.uk/exams-office/entries)
c. Where this might be a non-registered venue and where the situation meets the criteria, the EO will instigate the JCQ Alternative site process
d. Where appropriate, or where it is deemed the candidate’s performance in the exam has been adversely affected by the situation, the EO will make an application for special consideration (Candidate present for the assessment but disadvantaged) to the relevant awarding body (https://www.jcq.org.uk/exams-office/access-arrangements-and-special-consideration/regulations-and-guidance/a-guide-to-the-special-consideration-process-2017-2018)
3. Where a candidate is unfit to take an exam, the following options will be exploreda. The EO will determine if there is an opportunity for the candidate to take the exam missed in the next
Page 73 of 104
available exam seriesb. If this option is not available, where appropriate and the candidate has met the minimum
requirements, the EO will make an application for special consideration (Candidate absent from a timetabled component/unit for an acceptable reason) to the relevant awarding body
10. Centre unable to open as normal during the exams period
Criteria for implementation of the plan
Centre unable to open as normal for scheduled examinations
Centre actions to mitigate the impact of this risk
1. The EO will determine if there is an opportunity for candidates to take exams in the next available exam series
2. Where this is not an option, the EO will inform the awarding bodies of the situation as a priority and seek any guidance on how the situation should be managed
3. The HoC will determine any possibility of part of the centre being opened to exam candidates only4. The HoC or relevant centre staff will source an alternative venue to hold exams
a. In the event of the centre being unusable for the purposes of sitting examinations it has been agreed that the local community meeting hall foyer at [insert address] will be used as an exam centre and that this has been agreed with the hall trustees
5. The EO will instigate the JCQ Alternative site process6. The HoC will communicate with candidates (and where appropriate, parents/carers) and keep them informed
of arrangements being made7. Where relevant, the EO will make the appropriate special consideration applications to awarding bodies
11. Disruption in the distribution of examination papers
Criteria for implementation of the plan
Disruption to the distribution of examination papers to the centre in advance of examinations.
Centre actions to mitigate the impact of this risk
1. The EO will liaise with the awarding body to determine alternative arrangements2. Where this might be electronic access via an awarding body secure extranet site, the EO will arrange for the
papers to be accessed and printed in a secure area and be immediately placed in the centre’s secure exam storage as per the requirements in JCQ Instructions for conducting examinations, Chapter 1 (http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations)
3. Where electronic access is not available, the facility to fax an exam paper to the EO will be explored with the awarding body; the EO will follow the same secure process as above when printing and storing papers
4. In an extreme case, where electronic access or fax facility is unavailable, the EO will request that a copy of the paper(s) can be securely obtained from the nearest centre that has been provided with the relevant papers; the EO will follow the same secure process as above when printing and storing papers
Page 74 of 104
12. Disruption to the transportation of completed examination scripts
Criteria for implementation of the plan
Delay in normal collection arrangements for completed examination scripts.
Centre actions to mitigate the impact of this risk
1. The EO will liaise with the awarding body and/or the normal collection service to determine alternative arrangements
2. The EO will ensure that sealed packets of completed exam scripts are kept in secure storage until collection
13. Assessment evidence is not available to be marked
Criteria for implementation of the plan
Large scale damage to or destruction of completed examination scripts/assessment evidence before it can be marked.
Centre actions to mitigate the impact of this risk
1. The EO will contact the awarding body immediately for guidance on how candidate marks can be generated2. The HoC will inform candidates (and where relevant, parents/carers) of the situation and how this will be
resolved3. The HoC will investigate if any assessments taken by candidates under supervised conditions (internal exams
etc.) have been safely stored in the centre in case the awarding body may accept this as other appropriate evidence of candidate achievement
4. The EO will investigate if a re-sit opportunity is available in a subsequent assessment window or future exam series
5. Where relevant, the EO will instigate the special consideration process (Lost or damaged work)
14. Centre unable to distribute results as normal
Criteria for implementation of the plan
Centre is unable to access or manage the distribution of results to candidates, or to facilitate post-results services.
Centre actions to mitigate the impact of this risk
1. Actions identified in scenario 6, Failure of IT systems, will be followed to enable access to results2. If these actions are unsuccessful, the EO will contact awarding bodies about alternative options for gaining
access to results3. The HoC will make arrangements for candidates to collect results from an alternative site 4. The HoC will ensure appropriate teaching and pastoral staff are available at the alternative site to provide
advice and guidance to candidates collecting results 5. The EO will ensure information relating to post-results services is made available to candidates collecting
results from the alternative site6. The EO will provide information to candidates on how requests for enquiries about results and access to
scripts can be made remotely or by email (including the collection of candidate consent)
Page 75 of 104
7. As needed, the EO will work with the Finance Officer to determine how fees for post-results services can be collected from candidates
8. The EO will process enquiries about results and access to script requests online through the awarding body secure extranet sites as normal as this can be done remotely (providing secure username and password are available)
Page 76 of 104
Further guidance to inform and implement contingency planning
Ofqual
What schools and colleges and other centres should do if exams or other assessments are seriously disrupted
1. Contingency planning
You should prepare for possible disruption to exams and other assessments as part of your emergency planning and make sure your staff are aware of these plans…
2. Disruption to assessments or exams
In the absence of any instruction from the relevant awarding organisation, the school or college should assume that any exam or timetabled assessment should take place if it is possible for it to do so. This may mean having to locate alternative premises.
If the exam or assessment cannot take place, or if a student misses an exam or loses their assessment due to an emergency or other event outside the control of the school or college, you should discuss alternative arrangements with your awarding organisation.
2.1 The school or college should consider the following steps
Exam planning
1. Review your contingency plan well in advance of each exam series.2. Ensure that copies of question papers are received and stored under secure conditions.
In the event of disruption
1. Contact the relevant awarding organisation and follow its instructions.2. Take advice, or follow instructions, from relevant local or national agencies in deciding whether the school or
college is able to open.3. Identify whether the exam can be sat at an alternative venue, in agreement with the relevant awarding
organisation.4. Where accommodation is limited, prioritise students whose progression will be severely delayed if they do not
take their exams when planned.5. Communicate with parents, carers and students regarding any changes to the exam timetable.6. Advise students, where appropriate, to sit exams in the next available series.
After the exam
1. Consider whether students may be eligible for special consideration.2. Ensure that scripts are stored under secure conditions.3. Return scripts to awarding organisations in line with their instructions. Never make alternative arrangements for
the transportation of completed exam scripts, unless told to do so by the awarding organisation.
2.2 The awarding organisation should take the following steps
Exam planning
1. Establish, maintain and at all times comply with an up to date written contingency plan.2. Ensure that the arrangements that are in place with schools and colleges enable them to deliver and award
qualifications in accordance with its conditions of recognition.
In the event of disruption
1. Take all reasonable steps to mitigate any negative effect, in relation to its qualifications, arising from any disruption.
2. Provide effective guidance to any of its centres responsible for delivering qualifications on its behalf.3. Ensure that where an assessment is required to be completed under specified conditions, students complete the
assessment under those conditions (other than where any reasonable adjustments or special considerations require alternative conditions).
4. Promptly notify the relevant regulators about any event which could have a negative effect on students, standards or public confidence.
After the exam
Page 77 of 104
Consider any requests for special consideration for affected students. For example, those who may have lost their internally assessed work or whose performance in assessments or exams could have been affected by the disruption.
2.3 When a student misses an exam or is disadvantaged by the disruption
If you feel that the performance of all or some of your students has been negatively affected by the disruption you should ask your awarding organisation about applying for special consideration. The decision about what special consideration is, or is not appropriate, is for awarding organisations to make. Their decisions might be different, for different qualifications and for different subjects. However, we encourage awarding organisations to adopt a consistent approach, including between learners, schools or colleges, and awarding organisations, when dealing with a number of similar cases.
[Ofqual guidance extract taken directly from the Exam system contingency plan: England, Wales and Northern Ireland - What schools and colleges and other centres should do if exams or other assessments are seriously disrupted, sections 1 and 2 https://www.gov.uk/government/publications/exam-system-contingency-plan-england-wales-and-northern-ireland/what-schools-and-colleges-should-do-if-exams-or-other-assessments-are-seriously-disrupted]
JCQ
Contingency planning
The qualifications regulators, JCQ and government departments responsible for education have prepared and agreed information for schools and colleges in the event of examinations being seriously disrupted. This jointly agreed information will ensure consistency of response in the event of major disruption to the examinations system affecting significant numbers of candidates.
In addition, awarding bodies have their own well-established contingency plans in place to respond to disruptions. It is important that exams officers who are facing disruption liaise directly with the relevant awarding body/bodies.
Centres should prepare plans for any disruption to examinations as part of their general emergency planning. It is important to ensure that relevant centre staff are familiar with the plan. Consideration should be given as to how these arrangements will be communicated to candidates, parents and staff should disruption to examinations occur.
In the event that the head of centre decides the centre cannot be opened for scheduled examinations, the relevant awarding body must be informed as soon as possible. Awarding bodies will be able to offer advice regarding the alternative arrangements for conducting examinations that may be available and the options for candidates who have not been able to take scheduled examinations.
Further information may be found at:
https://www.gov.uk/government/publications/exam-system-contingency-plan-england-wales-and-northern-ireland/what-schools-and-colleges-should-do-if-exams-or-other-assessments-are-seriously-disrupted
[JCQ guidance taken directly from JCQ Instructions for conducting examinations http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations, page iv]
General regulations for approved centres
http://www.jcq.org.uk/exams-office/general-regulations
Guidance on alternative site arrangements
http://www.jcq.org.uk/exams-office/forms
Guidance on transferred candidate arrangements
https://www.jcq.org.uk/exams-office/entries
Instructions for conducting examinations
http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations
A guide to the special consideration process
http://www.jcq.org.uk/exams-office/access-arrangements-and-special-consideration/regulations-and-guidance
Page 78 of 104
GOV.UK
Emergency planning and response: Severe weather; Exam disruption
https://www.gov.uk/guidance/emergencies-and-severe-weather-schools-and-early-years-settings
Teaching time lost due to severe weather conditions
https://www.gov.uk/government/publications/teaching-time-lost-due-to-severe-weather-conditions
Dispatch of exam scripts guide: Ensuring the service runs smoothly; Contingency planning
https://www.gov.uk/government/publications/dispatch-of-exam-scripts-yellow-label-service
Statutory guidance on school closures
https://www.gov.uk/government/publications/school-organisation-maintained-schools
Wales
School closures – opening schools in extreme bad weather
http://gov.wales/topics/educationandskills/publications/guidance/schoolclosuresfaq/?lang=en
Northern Ireland
Exceptional closure days
https://www.education-ni.gov.uk/articles/exceptional-closure-days
Checklist for Principals when considering Opening or Closure of School
https://www.education-ni.gov.uk/publications/checklist-exceptional-closure-schools
School closures
https://www.nidirect.gov.uk/articles/school-closures
Page 79 of 104
Internal
Appeals
Procedures
These procedures are reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Date of next review December 2018
ContentsAppeals procedure against internal assessment decisions (centre assessed marks)......................................................
Appeals procedure against the centre’s decision not to support a clerical check, a review of marking, a review of moderation or an appeal............................................................................................................................................
Internal appeals form......................................................................................................................................................
Complaints and appeals log............................................................................................................................................
Further guidance to inform and implement appeals procedures........................................................................................
JCQ..................................................................................................................................................................................
Ofqual.............................................................................................................................................................................
Page 80 of 104
Appeals procedure against internal assessment decisions (centre assessed marks)
This procedure confirms Caledonia Campus’ compliance with JCQ’s General Regulations for Approved Centres 2017-2018, section 5.8, that the centre has in place “a written internal appeals procedure relating to internal assessment decisions and to ensure that details of this procedure are communicated, made widely available and accessible to all candidates” and that the centre “must inform candidates of their centre assessed marks as a candidate is allowed to request a review of the centre’s marking before marks are submitted to the awarding body.”
Certain components of GCSE and GCE qualifications (GCSE controlled assessments, GCE coursework, GCE and GCSE non-examination assessments) that contribute to the final grade of the qualification are internally assessed (marked) by the subject teacher. The marks awarded (the internal assessment decisions) are then submitted by the deadline set by the awarding body for external moderation.
Deadlines for the submission of marks (Summer 2018 exam series)
Date Qualification Details
GCSE See dates issued to staff
15/05/2018 GCE Final date for submission of coursework marks (AQA, OCR, Pearson and WJEC)
Caledonia Campus is committed to ensuring that whenever its staff mark candidates’ work this is done fairly, consistently and in accordance with the awarding body’s specification and subject-specific associated documents.
This is ensured by: subject staff having the necessary and appropriate knowledge, understanding, skills, and training in this
activity subject staff authenticating candidates work according to the requirements of the relevant awarding body where a number of subject teachers are involved in marking candidates’ work, a process of internal
moderation and standardisation led by nominated staff to ensure consistency of marking the centre having in place a robust policy with regard to the management of GCE and GCSE non-
examination assessments
On being informed of their centre assessed marks, if a candidate believes that the correct procedures were not followed in relation to the marking of his/her work, or that the assessor (subject teacher) has not properly applied the mark scheme to his/her marking, then he/she may make use of this appeals procedure to consider whether to request a review of the centre’s marking.
Caledonia Campus will
1. ensure that candidates are informed of their centre assessed marks so that they may consider requesting a review of the centre’s marking before marks are submitted to the awarding body
Page 81 of 104
2. inform candidates that they may request copies of materials (for example, a copy of their marked work, the relevant specification, the mark scheme and any other associated subject-specific documents) to assist them in considering whether to request a review of the centre’s marking of the assessment
3. having received a request for copies of materials, promptly make them available to the candidate within 3 working days
4. provide candidates with sufficient time in order to allow them to review the copies of materials and reach a decision
Requests for reviews of marking must be made in writing within 3 working days of receiving copies of the requested materials using the internal appeals form. Completed forms must be returned to the exams officer.
The head of centre will
5. allow 5 working days for the review to be carried out, to make any necessary changes to marks and to inform the candidate of the outcome, all before the awarding body’s deadline
6. ensure that the review of marking is carried out by an assessor who has appropriate competence, has had no previous involvement in the assessment of that candidate and has no personal interest in the review
7. instruct the reviewer to ensure that the candidate’s mark is consistent with the standard set by the centre
8. ensure the candidate will be informed in writing of the outcome of the review of the centre’s marking
9. ensure the outcome of the review of the centre’s marking will be made known to the head of centre and will be logged as a complaint. A written record will be kept and made available to the awarding body upon request. Should the review of the centre’s marking bring any irregularity in procedures to light, the awarding body will be informed immediately
After candidates’ work has been internally assessed, it is moderated by the awarding body to ensure consistency in marking between centres. The moderation process may lead to mark changes. This process is outside the control of Centre Name and is not covered by this procedure.
Content in the above procedure is taken from the JCQ publication Reviews of marking (centre assessed marks) suggested template for centres
Page 82 of 104
Appeals procedure against the centre’s decision not to support a clerical check, a review of marking, a review of moderation or an appeal
This procedure confirms Caledonia Campus’ compliance with JCQ’s General Regulations for Approved Centres 2017-2018, section 5.14 that the centre has in place “a written internal appeals procedure to manage disputes when a candidate disagrees with a centre decision not to support a clerical check, a review of marking, a review of moderation or an appeal...”
Following the issue of results, awarding bodies make post-results services available. Full details of these services, internal deadlines for requesting a service and fees charged are provided by the exams officer.
Candidates are also informed of the arrangements for post-results services before they sit any exams and the accessibility of senior members of centre staff immediately after the publication of results through a briefing assembly held in January and/or a candidate exam handbook issued to them in January.
If the centre or a candidate (or his/her parent/carer) has a concern and believes a result may not be accurate, an enquiry about the result may be requested.
Enquiries about results (EARs) offers three services.
Service 1 – clerical re-check Service 2 – review of marking Service 3 – review of moderation (this service is not available to an individual candidate)
Written candidate consent (informed consent via candidate email is acceptable) is required in all cases before a request for an EAR service 1 or 2 is submitted to the awarding body as with these services candidates’ marks and subject grades may be lowered. Candidate consent can only be collected after the publication of results.
If a concern is raised about a particular examination result, the exams officer, teaching staff and head of centre will investigate the feasibility of requesting an enquiry at the centre’s expense.
When Caledonia Campus does not uphold a request from a candidate (or his/her parent/carer), the candidate may pay the appropriate fee, and a request will be made to the awarding body on the candidate’s behalf.
If the candidate (or his/her parent/carer) believes there are grounds to appeal against the centre’s decision not to support an EAR, an appeal can be submitted to the centre using the internal appeals form at least one week prior to the internal deadline for submitting an EAR.
The appellant will be informed of the outcome of his/her appeal before the internal deadline for submitting an EAR.
Following the EAR outcome
Where the head of centre remains dissatisfied after receiving the outcome of an EAR and believes there are grounds for appeal, a preliminary appeal will be made to the awarding body, following the guidance in the JCQ publications Post-results services and JCQ Appeals Booklet (A guide to the awarding bodies’ appeals processes)..
Where the head of centre is satisfied after receiving the outcome of an EAR, but the candidate (or his/her parent/carer) is not satisfied, he/she may make a further representation to the head of centre. Following this, the head of centre’s decision as to whether to proceed with an appeal will be based upon the acceptable grounds for appeal as detailed in the JCQ Appeals Booklet. Candidates or parents/carers are not permitted to make direct representations to an awarding body.
The internal appeals form should be completed and submitted to the centre within 20 calendar days of the notification of the outcome of the EAR. Subject to the head of centre’s decision, this will allow the centre to
Page 83 of 104
process the preliminary appeal and submit to the awarding body within the required 30 calendar days of receiving the outcome of the EAR.
Awarding body fees which may be charged for the preliminary appeal must be paid by the appellant on submission of the internal appeals form. If the preliminary appeal is upheld by the awarding body, this fee will be refunded by the awarding body and repaid to the appellant by the centre.
Page 84 of 104
Internal appeals formFOR CENTRE USE ONLY
Date received
Please tick box to indicate the nature of your appeal and complete all white boxes on the form below
Reference No.
£ Appeal against an internal assessment decision and/or request for a review of marking£ Appeal against the centre’s decision not to support a clerical check, a review of marking, a review
of moderation or an appeal
Name of appellant
Candidate name if different to appellant
Awarding body Exam paper code
Subject Exam paper title
Please state the grounds for your appeal below:
(If applicable, tick below)
£ Where my appeal is against an internal assessment decision I wish to request a review of the centre’s marking
If necessary continue on an additional page if this form is being completed electronically or overleaf if hard copy being completed
Appellant signature: Date of signature:
Page 85 of 104
This form must be signed, dated and returned to the exams officer on behalf of the head of centre to the timescale indicated in the relevant appeals procedure
Complaints and appeals log
On receipt, all appeals will be assigned a reference number and logged.
The outcome of any reviews of the centre’s marking will be made known to the head of centre and will be logged as a complaint. A written record will be kept and made available to the awarding body upon request. Should the review of the centre’s marking bring any irregularity in procedures to light, the awarding body will be informed immediately.
Ref No. Date received Complaint or Appeal Outcome Outcome date
Page 86 of 104
Further guidance to inform and implement appeals procedures
JCQ
General Regulations for Approved Centres
https://www.jcq.org.uk/exams-office/general-regulations
Post-Results Services
https://www.jcq.org.uk/exams-office/post-results-services
JCQ Appeals Booklet
https://www.jcq.org.uk/exams-office/appeals
Notice to Centres - Reviews of marking (centre assessed marks)
https://www.jcq.org.uk/exams-office/controlled-assessments
https://www.jcq.org.uk/exams-office/coursework
https://www.jcq.org.uk/exams-office/non-examination-assessments
Ofqual
GCSE (9 to 1) qualification-level conditions and requirements https://www.gov.uk/government/publications/gcse-9-to-1-qualification-level-conditions
GCSE (A* to G) qualification-level conditions and requirements
https://www.gov.uk/government/publications/gcse-a-to-g-qualification-level-conditions-and-requirements
GCE qualification-level conditions and requirements https://www.gov.uk/government/publications/gce-qualification-level-conditions-and-requirements
Pre-reform GCE qualification-level conditions and requirements https://www.gov.uk/government/publications/gce-qualification-level-conditions-for-pre-reform-qualifications
Page 87 of 104
Non-examination
Assessment
Policy
This policy is reviewed annually to ensure compliance with current regulations
Reviewed by Signature
Exams Officer
Review date December 2017
Date of next review December 2018
ContentsWhat does this policy affect?.......................................................................................................................................
Page 88 of 104
Purpose of the policy...................................................................................................................................................
What are non-examination assessments?...................................................................................................................
Procedures for planning and managing non-examination assessments identifying staff roles and responsibilities....
The basic principles..................................................................................................................................................
Task setting..............................................................................................................................................................
Issuing of tasks.........................................................................................................................................................
Task taking...............................................................................................................................................................
Supervision..........................................................................................................................................................
Advice and feedback............................................................................................................................................
Resources............................................................................................................................................................
Word and time limits...........................................................................................................................................
Collaboration and group work.............................................................................................................................
Authentication procedures..................................................................................................................................
Presentation of work...........................................................................................................................................
Keeping materials secure.....................................................................................................................................
Task marking – externally assessed components....................................................................................................
Conduct of externally assessed work...................................................................................................................
Submission of work..............................................................................................................................................
Task marking – internally assessed components.....................................................................................................
Marking and annotation......................................................................................................................................
Internal standardisation.......................................................................................................................................
Submission of marks and work for moderation...................................................................................................
Storage and retention of work after submission of marks...................................................................................
External moderation - feedback..........................................................................................................................
Access arrangements...............................................................................................................................................
Special consideration...............................................................................................................................................
Malpractice..............................................................................................................................................................
Enquiries about results............................................................................................................................................
Practical Skills Endorsement for the A Level Sciences designed for use in England.................................................
Spoken Language Endorsement for GCSE English Language specifications designed for use in England................
Management of issues and potential risks associated with non-examination assessments........................................
Page 89 of 104
What does this policy affect?
This policy affects the delivery of subjects of reformed GCE and GCSE qualifications which contain a component(s) of non-examination assessment.
The regulator’s definition of an examination is very narrow and in effect any type of assessment that is not ‘externally set and taken by candidates at the same time under controlled conditions’ is classified as non-examination assessment (NEA). ‘NEA’ therefore includes, but is not limited to, internal assessment. Externally marked and/or externally set practical examinations taken at different times across centres are classified as ‘NEA’.
[Definition taken directly from the JCQ publication Instructions for conducting non-examination assessments – Foreword , page 3 ]
This publication is further referred to in this policy as NEA
Purpose of the policy
The purpose, as defined by JCQ, is to
cover procedures for planning and managing non-examination assessments define staff roles and responsibilities with respect to non-examination assessments manage risks associated with non-examination assessments
[NEA 1]
What are non-examination assessments?
Non-examination assessments measure subject-specific knowledge and skills that cannot be tested by timed written papers. There are three assessment stages and rules which apply to each stage. These rules often vary across subjects. The stages are:
task setting; task taking; task marking.
[NEA 1]
Procedures for planning and managing non-examination assessments identifying staff roles and responsibilities
The basic principles
Head of centre Ensures that the centre’s non-examination assessment policy is fit for purpose Ensures the centre’s internal appeals procedures clearly detail the procedure to be followed by
candidates (or their parents/carers) appealing against internal assessment decisions (centre assessed marks) and requesting a review of the centre’s marking
Ensures the correct conduct of non-examination assessments (including endorsements) which comply with NEA and awarding body subject-specific instructions
Ensures the centre-wide calendar records assessment schedules by the start of the academic year Confirms with subject leaders that appropriate awarding body forms and templates for non-examination
assessments (including endorsements) are used by teachers and candidates
Page 90 of 104
Ensures appropriate procedures are in place to internally standardise/verify the marks awarded by subject teachers in line with awarding body criteria
Ensures appropriate centre-devised templates are provided to capture/record relevant information given to candidates by subject teachers
Ensures appropriate centre-devised templates are provided to capture/record relevant information is received and understood by candidates
Where not provided by the awarding body, ensures a centre-devised template is provided for candidates to keep a detailed record of their own research, planning, resources etc.
Subject leader Ensures subject teachers understand their role and responsibilities within the non-examination
assessment process Ensures NEA and relevant awarding body subject specific instructions are followed in relation to the
conduct of non-examination assessments (including endorsements) Where applicable, liaises with all relevant parties in relation to arrangements for and conduct of the
monitoring visit for GCSE (9-1) Computer Science Works with senior leaders to ensure appropriate procedures are followed to internally standardise/verify
the marks awarded by subject teachers Understands the arrangements that the centre needs to put in place where the centre might accept
private candidates (including distance learners and home educated students) for components of non-examination assessment
Subject teacher Understands and complies with the general instructions as detailed in NEA Where these may also be provided by the awarding body, understands and complies with the awarding
body’s specification for conducting non-examination assessments, including any subject-specific instructions, teachers’ notes or additional information on the awarding body’s website
Marks internally assessed work to the criteria provided by the awarding body Ensures the exams officer is provided with relevant entry codes for subjects (whether the entry for the
internally assessed component forms part of the overall entry code or is made as a separate unit entry code) to the internal deadline for entries
Exams officer Signposts the annually updated JCQ publication Instructions for conducting non-examination
assessments to relevant centre staff Carries out tasks where these may be applicable to the role in supporting the
administration/management of non-examination assessment
Task setting
Subject teacher Selects tasks from a choice provided by the awarding body OR designs tasks where this is permitted by
criteria set out within the subject specification Makes candidates aware of the criteria used to assess their work
Issuing of tasks
Subject teacher
Page 91 of 104
Determines when set tasks are issued by the awarding body Identifies date(s) when tasks should be taken by candidates Accesses set tasks in sufficient time to allow planning, resourcing and teaching and ensures that materials
are stored securely at all times Ensures requirements for legacy specification tasks and new specification tasks are distinguished between
Task taking
Supervision
Subject teacher Checks the awarding body’s subject-specific requirements ensuring candidates take tasks under the
required conditions and supervision arrangements Ensures there is sufficient supervision to enable the work of a candidate to be authenticated Ensures there is sufficient supervision to ensure the work a candidate submits is their own Where candidates may work in groups, keeps a record of each candidate’s contribution Ensures candidates are aware of the JCQ documents Information for candidates - non-examination
assessments and Information for candidates - Social Media Ensures candidates understand and comply with the regulations in relevant JCQ documents Information
for candidates
Advice and feedback
Subject teacher As relevant to the subject/component, advises candidates on relevant aspects before candidates begin
working on a task When reviewing candidates’ work, unless prohibited by the specification, provides oral and written advice
at a general level to candidates Allows candidates to revise and re-draft work after advice has been given at a general level Records any assistance given beyond general advice and takes it into account in the marking or submits it
to the external examiner Ensures when work has been assessed, candidates are not allowed to revise it
Resources
Subject teacher Refers to the awarding body’s specification and/or associated documentation to determine if candidates
have restricted/unrestricted access to resources when planning and researching their tasks Ensures conditions for any formally supervised sessions are known and put in place Ensures conditions for any formally supervised sessions are understood and followed by candidates Ensures candidates understand that they are not allowed to introduce improved notes or new resources
between formally supervised sessions Ensures that where appropriate to include references, candidates keep a detailed record of their own
research, planning, resources etc.
Word and time limits
Subject teacher Refers to the awarding body’s specification to determine where word and time limits apply/are
mandatory
Page 92 of 104
Collaboration and group work
Subject teacher Unless stated otherwise in the awarding body’s specification, and where appropriate, allows candidates
to collaborate when carrying out research and preparatory work Ensures that it is possible to attribute assessable outcomes to individual candidates Ensures that where an assignment requires written work to be produced, each candidate writes up their
own account of the assignment Assesses the work of each candidate individually
Authentication procedures
Subject teacher Where required by the awarding body’s specification
o ensures candidates sign a declaration confirming the work they submit for final assessment is their own unaided work
o signs the teacher declaration of authentication confirming the requirements have been met Keeps signed candidate declarations on file until the deadline for enquiries about results has passed or
until any appeal, malpractice or other results enquiry has been completed, whichever is later Provides signed candidate declarations where these may be requested by a JCQ Centre Inspector Where there may be doubt about the authenticity of the work of a candidate or if malpractice is
suspected, follows the authentication procedures and malpractice information in NEA and informs the exams officer
Presentation of work
Subject teacher Obtains informed consent at the beginning of the course from parents/carers if videos or
photographs/images of candidates will be included as evidence of participation or contribution Instructs candidates to present work as detailed in NEA unless the awarding body’s specification gives
different subject-specific instructions Instructs candidates to add their candidate number, centre number and the component code of the
assessment as a header/footer on each page of their work
Keeping materials secure
Subject teacher When work is being undertaken by candidates under formal supervision, ensures work is securely stored
between sessions (if more than one session) When work is submitted by candidates for final assessment, ensures work is securely stored Follows secure storage instructions as defined in NEA 4.8 Takes sensible precautions when work is taken home for marking Stores internally assessed work, including the sample returned after awarding body moderation, securely
until the closing date for enquiries about results or until the outcome of an enquiry or any subsequent appeal has been conveyed to the centre
Reminds candidates of the need to keep their own work secure at all times and not share completed or partially completed work on-line, on social media or through any other means
Liaises with the IT Manager to ensure that appropriate arrangements are in place to restrict access between sessions to candidates’ work where work is stored electronically
IT Manager
Page 93 of 104
Ensures appropriate arrangements are in place to restrict access between sessions to candidates’ work where work is stored electronically
Task marking – externally assessed components
Conduct of externally assessed work
Subject teacher Liaises with the exams officer regarding arrangements for the conduct of any externally assessed non-
examination component of a specification Liaises with the Visiting Examiner where this may be applicable to any externally assessed component
Exams officer Arranges timetabling, rooming and invigilation where this is applicable to any externally assessed non-
examination component of a specification Conducts the externally assessed component within the window specified by the awarding body Conducts the externally assessed component according to the JCQ publication Instructions for conducting
examinations
Submission of work
Subject teacher Provides the attendance register to a Visiting Examiner
Exams officer Provides the attendance register to the subject teacher where the component may be assessed by a
Visiting Examiner Ensures the awarding body’s attendance register for any externally assessed component is completed
correctly to show candidates who are present and any who may be absent Where candidates’ work must be despatched to an awarding body’s examiner, ensures the completed
attendance register accompanies the work Keeps a copy of the attendance register until after the deadline for enquiries about results for the exam
series Packages the work as required by the awarding body and attaches the examiner address label Despatches the work to the awarding body’s instructions by the required deadline
Task marking – internally assessed components
Marking and annotation
Subject teacher Marks candidates’ work in accordance with the marking criteria provided by the awarding body Annotates candidates’ work as required to facilitate internal standardisation of marking and enable
external moderation to check that marking is in line with the assessment criteria Informs candidates of their marks which could be subject to change by the awarding body moderation
process Ensures candidates are informed to the timescale indicated in the centre’s internal appeals procedure to
enable an internal appeal/request for a review of marking to be submitted by a candidate and the outcome known before final marks are submitted to the awarding body
Page 94 of 104
Internal standardisation
Head of centre Ensures that internal standardisation of marks across assessors and teaching groups takes place as
required and to sequence Supports staff not familiar with the mark scheme (e.g. NQTs, supply staff etc.) Ensures accurate internal standardisation - for example by
o obtaining reference materials at an early stage in the course o holding a preliminary trial marking session prior to marking o carrying out further trial marking at appropriate points during the marking period o after most marking has been completed, holds a further meeting to make final adjustments o making final adjustments to marks prior to submissiono retaining work and evidence of standardisation
Subject teacher Indicates on work (or cover sheet) the date of marking Marks to common standards
Submission of marks and work for moderation
Subject teacher Inputs and submits marks online via the awarding body secure extranet site, keeping a record of the
marks awarded to the external deadline OR
Provides marks to the exams officer to the internal deadline Where responsible for marks input, ensures checks are made that marks for any additional candidates are
submitted and ensures mark input is checked before submission to avoid transcription errors Submits the requested samples of candidates’ work to the awarding body moderator by the external
deadline, keeping a record of the work submitted OR
Provides the moderation sample to the exams officer to the internal deadline Ensures the moderator is provided with authentication of candidates’ work, confirmation that internal
standardisation has been undertaken and any other subject-specific information where this may be required
Exams officer Inputs and submits marks online via the awarding body secure extranet site, keeping a record of the
marks submitted to the external deadlineOR
Confirms with subject teachers that marks have been submitted to the awarding body deadline Where responsible for marks input, ensures checks are made that marks for any additional candidates are
submitted and ensures mark input is checked before submission to avoid transcription errors Submits the requested samples of candidates’ work to the moderator by the awarding body deadline,
keeping a record of the work submittedOR
Confirms with Subject teacher that the moderation sample has been submitted to the awarding body deadline
Ensures that for postal moderation
Page 95 of 104
o work is dispatched in packaging provided by the awarding bodyo moderator label(s) provided by the awarding body are affixed to the packagingo proof of dispatch is obtained and kept on file until the successful issue of final results
Through the subject teacher, ensures the moderator is provided with authentication of candidates’ work, confirmation that internal standardisation has been undertaken and any other subject-specific information where this may be required
Storage and retention of work after submission of marks
Subject teacher Keeps a record of names and candidate numbers for candidates whose work was included in the
moderation sample Retains all marked candidates’ work (including any sample returned after moderation) under secure
conditions until after the deadline for enquiries about results Takes steps to protect any work stored electronically from corruption and has a back-up procedure in
place Retains evidence of work where retention may be a problem (for example, photos of artefacts etc.)
Exams officer Ensures any sample returned after moderation is logged and returned to the subject teacher for secure
storage and required retention
External moderation - feedback
Subject leader Checks moderator reports and ensures that any remedial action, if necessary, is undertaken before the
next examination series
Exams officer Accesses or signposts moderator reports to relevant staff Takes remedial action, if necessary, where feedback may relate to centre administration
Access arrangements
Subject teacher Works with the SENCo to ensure any access arrangements for eligible candidates are applied to
assessments
Special educational needs coordinator (SENCo) Follows the regulations and guidance in the JCQ publication Access Arrangements and Reasonable
Adjustments Where arrangements do not undermine the integrity of the qualification and is the candidate’s normal
way of working, will ensure access arrangements are in place and awarding body approval, where required, has been obtained prior to assessments taking place
Makes subject teachers aware of any access arrangements for eligible candidates which need to be applied to assessments
Works with subject teachers to ensure requirements for access arrangement candidates requiring the support of a facilitator in assessments are met
Ensures that staff acting as an access arrangement facilitator are fully trained in their role
Page 96 of 104
Special consideration
Subject teacher Understands that a candidate may be eligible for special consideration in assessments in certain situations
where a candidateo is absento produces a reduced quantity of worko work has been lost
Liaises with the exams officer when special consideration may need to be applied for a candidate taking assessments
Exams officer Refers to/directs relevant staff to the JCQ publication A guide to the special consideration process Where a candidate is eligible, submits an application for special consideration via the awarding body’s
secure extranet site to the prescribed timescale Where application for special consideration via the awarding body’s secure extranet site is not applicable,
submits the required form to the awarding body to the prescribed timescale Keeps required evidence on file to support the application
Malpractice
Head of centre Understands the responsibility to immediately report to the relevant awarding body any alleged,
suspected or actual incidents of malpractice involving candidates, teachers, invigilators or other administrative staff
Is familiar with the JCQ publication Suspected Malpractice in Examinations and Assessments: Policies and Procedures
Ensures that those members of teaching staff involved in the direct supervision of candidates producing non-examination assessment are aware of the potential for malpractice and ensures that teaching staff are reminded that failure to report allegations of malpractice or suspected malpractice constitutes malpractice in itself
Subject teacher Is aware of the JCQ Notice to Centres - Teachers sharing assessment material and candidates’ work Ensures candidates understand the JCQ document Information for candidates - non-examination
assessments Ensures candidates understand the JCQ document Information for candidates - Social Media Escalates and reports any alleged, suspected or actual incidents of malpractice involving candidates to the
head of centre
Exams officer Signposts the JCQ publication Suspected Malpractice in Examinations and Assessments: Policies and
Procedures to the head of centre Signposts the JCQ Notice to Centres - Teachers sharing assessment material and candidates’ work to
subject leads Signposts candidates to the relevant JCQ information for candidates documents Where required, supports the head of centre in investigating and reporting incidents of alleged,
suspected or actual malpractice
Page 97 of 104
Enquiries about results
Head of centre Ensures the centre’s internal appeals procedures clearly detail the procedure to be followed by candidates
(or their parents/carers) appealing against a centre decision not to support a clerical check, a review of marking, a review of moderation or an appeal
Subject leader Provides relevant support to subject teachers making decisions about enquiries about results
Subject teacher Provides advice and guidance to candidates on their results and the post-results services available Provides the exams officer with the original sample or relevant sample of candidates’ work that may be
required for an enquiry about results to the internal deadline Supports the exams officer in collecting candidate consent where required
Exams officer Is aware of the individual post-results services available for externally assessed and internally assessed
components of non-examination assessments as detailed in the JCQ publication Post Results Services, Information and guidance for centres
Provides/signposts relevant centre staff and candidates to post-results services information Ensures any requests for post-results services that are available to non-examination assessments are
submitted online via the awarding body secure extranet site to deadline Collects candidate consent where required
Practical Skills Endorsement for the A Level Sciences designed for use in England
Head of centre Provides a signed declaration as part of the National Centre Number Register Annual Update, that all
reasonable steps have been or will be taken to ensure that all candidates at the centre have had, or will have, the opportunity to undertake the prescribed practical activities
Ensures new lead teachers undertake the required training provided by the awarding body on the implementation of the practical endorsement
Ensures relevant centre staff liaise with all relevant parties in relation to arrangements for and conduct of the monitoring visit
Subject leader Confirms understanding of the Practical Skills Endorsement for the A Level Sciences designed for use in
England Ensures where the centre intends to enter candidates for the first time for one or more of the A level
subjects, the relevant awarding body will be contacted at the beginning of the course Undertakes training provided by the awarding body on the implementation of the practical endorsement Disseminates information to subject teachers ensuring the standards can be applied appropriately Liaises with all relevant parties in relation to arrangements for and conduct of the monitoring visit
Subject teacher
Ensures all the requirements in relation to the endorsement are known and understood Ensures the required arrangements for practical activities are in place Provides all the required centre records
Page 98 of 104
Ensures candidates provide the required records Provides any required information to the subject leader regarding the monitoring visit Assesses candidates using Common Practical Assessment Criteria (CPAC) Applies for an exemption where a candidate cannot access the practical endorsement due to a substantial
impairment Follows the awarding body’s instructions for the submission of candidates Pass or Not Classified
assessment outcome
Exams officer Follows the awarding body’s instructions for the submission of candidates Pass or Not Classified
assessment
Spoken Language Endorsement for GCSE English Language specifications designed for use in England
Head of centre Provides a signed declaration as part of the National Centre Number Register Annual Update, that all
reasonable steps have been or will be taken to ensure that all candidates at the centre have had, or will have, the opportunity to undertake the Spoken Language endorsement
Ensures the appropriate arrangements are in place for internal standardisation of assessments
Subject leader Confirms understanding of the Spoken Language Endorsement for GCSE English Language specifications
designed for use in England Ensures the required task setting and task taking instructions are followed by subject teachers Ensures subject teachers assess candidates, either live or from recordings, using the common assessment
criteria Ensures for monitoring purposes, audio-visual recordings of the presentations of a sample of candidates
are provided
Subject teacher Ensures all the requirements in relation to the endorsement are known and understood Follows the required task setting and task taking instructions Assesses candidates, either live or from recordings, using the common assessment criteria Provides audio-visual recordings of the presentations of a sample of candidates for monitoring purposes Follows the awarding body’s instructions for the submission of grades (Pass, Merit, Distinction or Not
Classified) and the storage and submission of recordings
Exams officer Follows the awarding body’s instructions for the submission of grades and the storage and submission of
recordings
Page 99 of 104
Management of issues and potential risks associated with non-examination assessments
Issue/Risk Centre actions to manage issue/mitigate risk Action by
Task settingAwarding body set task: IT failure/corruption of task details where set task details accessed from the awarding body online
Awarding body key date for accessing/downloading set task noted prior to start of courseIT systems checked prior to key dateAlternative IT system used to gain accessAwarding body contacted to request direct email of task details
Subject teacher
Centre set task: Subject teacher fails to meet the assessment criteria as detailed in the specification
Ensures that subject teachers access awarding body training information, practice materials etc.Records confirmation that subject teachers understand the task setting arrangements as defined in the awarding body’s specificationSamples assessment criteria in the centre set task
Head of centre
Candidates do not understand the marking criteria and what they need to do to gain credit
A simplified version of the awarding body’s marking criteria described in the specification that is not specific to the work of an individual candidate or group of candidates is produced for candidatesRecords confirm all candidates understand the marking criteriaCandidates confirm/record they understand the marking criteria
Subject leader
Subject teacherCandidates
Subject teacher long term absence during the task setting stage
See centre’s exam contingency plan - Teaching staff extended absence at key points in the exam cycle
Issuing of tasksTask for legacy specification given to candidates undertaking new specification
Ensures subject teachers take care to distinguish between requirements/tasks for legacy specifications and requirements/tasks for new specificationsAwarding body guidance sought where this issue remains unresolved
Subject leader
Subject leaderAwarding body set task not issued to candidates on time
Awarding body key date for accessing set task as detailed in the specification noted prior to start of courseCourse information issued to candidates contains details when set task will be issued and needs to be completed bySet task accessed well in advance to allow time for planning, resourcing and teaching
Subject leader
The wrong task is given to candidates
Ensures course planning and information taken from the awarding body’s specification confirms the correct task will be issued to candidatesAwarding body guidance sought where this issue remains unresolved
Subject leader
Subject teacher long term absence during the issuing of tasks stage
See centre’s exam contingency plan - Teaching staff extended absence at key points in the exam cycle
Task takingSupervisionPlanned assessments clash with other centre or candidate activities
Assessment plan identified for the start of the courseAssessment dates/periods included in centre wide calendar Subject leader
Rooms or facilities inadequate for candidates to take tasks under appropriate supervision
Timetabling organised to allocate appropriate rooms and IT facilities for the start of the courseStaggered sessions arranged where IT facilities insufficient for number of candidatesWhole cohort to undertake written task in large exam venue at the same time (exam conditions do not apply)
Subject leader
Insufficient supervision of candidates to enable work to be authenticated
Confirm subject teachers are aware of and follow the current JCQ publication Instructions for conducting non-examination assessments and any other specific instructions detailed in the awarding body’s specification in relation to the supervision of candidates
Head of centre
Page 100 of 104
Confirm subject teachers understand their role and responsibilities as detailed in the centre’s non-examination assessment policy
A candidate is suspected of malpractice prior to submitting their work for assessment
Instructions and processes in the current JCQ publication Instructions for conducting non-examination assessments (chapter 9 Malpractice) are followedAn internal investigation and where appropriate internal disciplinary procedures are followed
Head of centre
Access arrangements were not put in place for an assessment where a candidate is approved for arrangements
Relevant staff are signposted to the JCQ publication A guide to the special consideration process (chapter 2), to determine the process to be followed to apply for special consideration for the candidate
Exams officer
Advice and feedbackCandidate claims appropriate advice and feedback not given by subject teacher prior to starting on their work
Ensures a centre-wide process is in place for subject teachers to record all information provided to candidates before work begins as part of the centre’s quality assurance proceduresRegular monitoring of subject teacher completed records and sign-off to confirm monitoring activityFull records kept detailing all information and advice given to candidates prior to starting on their work as appropriate to the subject and componentCandidate confirms/records advice and feedback given prior to starting on their work
Head of centre
Head of centre
Subject teacher
Candidates
Candidate claims no advice and feedback given by subject teacher during the task-taking stage
Ensures a centre-wide process is in place for subject teachers to record all advice and feedback provided to candidates during the task-taking stage as part of the centre’s quality assurance proceduresRegular monitoring of subject teacher completed records and sign-off to confirm monitoring activityFull records kept detailing all advice and feedback given to candidates during the task-taking stage as appropriate to the subject and component Candidate confirms/records advice and feedback given during the task-taking stage
Head of centre
Head of centre
Subject teacher
Candidates
A third party claims that assistance was given to candidates by the subject teacher over and above that allowed in the regulations and specification
An investigation is conducted; candidates and subject teacher are interviewed and statements recorded where relevantRecords as detailed above are provided to confirm all assistance givenWhere appropriate, a suspected malpractice report is submitted to the awarding body
Head of centre
Subject leaderHead of centre
Candidate does not reference information from published source
Candidate is advised at a general level to reference information before work is submitted for formal assessmentCandidate is again referred to the JCQ document Information for candidates: non-examination assessmentsCandidate’s detailed record of his/her own research, planning, resources etc. is regularly checked to ensure continued completion
Subject teacher
Candidate does not set out references as required
Candidate is advised at a general level to review and re-draft the set out of references before work is submitted for formal assessmentCandidate is again referred to the JCQ document Information for candidates: non-examination assessmentsCandidate’s detailed record of his/her own research, planning, resources etc. is regularly checked to ensure continued completion
Subject teacher
Candidate joins the course late after formally supervised task taking has started
A separate supervised session(s) is arranged for the candidate to catch up Subject teacher
Candidate moves to another centre during the course
Awarding body guidance is sought to determine what can be done depending on the stage at which the move takes place
Subject leader
An excluded pupil wants to complete his/her non-
The awarding body specification is checked to determine if the specification is available to a candidate outside mainstream education
Subject leader
Page 101 of 104
examination assessment(s) If so, arrangements for supervision, authentication and marking are made separately for the candidate
ResourcesA candidate augments notes and resources between formally supervised sessions
Preparatory notes and the work to be assessed are collected in and kept secure between formally supervised sessionsWhere memory sticks are used by candidates, these are collected in and kept secure between formally supervised sessions Where work is stored on the centre’s network, access for candidates is restricted between formally supervised sessions
Subject teacher
A candidate fails to acknowledge sources on work that is submitted for assessment
Candidate’s detailed record of his/her own research, planning, resources etc. is checked to confirm all the sources used, including books, websites and audio/visual resourcesAwarding body guidance is sought on whether the work of the candidate should be marked where candidate’s detailed records acknowledges sources appropriatelyWhere confirmation is unavailable from candidate’s records, awarding body guidance is sought and/or a mark of zero is submitted to the awarding body for the candidate
Subject teacher
Word and time limitsA candidate is penalised by the awarding body for exceeding word or time limits
Records confirm the awarding body specification has been checked to determine if word or time limits are mandatoryWhere limits are for guidance only, candidates are discouraged from exceeding themCandidates confirm/record any information provided to them on word or time limits is known and understood
Subject leader
Subject teacher
Candidates
Collaboration and group workCandidates have worked in groups where the awarding body specification states this is not permitted
Records confirm the awarding body specification has been checked to determine if group work is permittedAwarding body guidance sought where this issue remains unresolved Subject leader
Authentication proceduresA teacher has doubts about the authenticity of the work submitted by a candidate for internal assessment
Candidate plagiarises other material
Records confirm subject staff have been made aware of the JCQ document Teachers sharing assessment material and candidates’ workRecords confirm that candidates have been issued with the current JCQ document Information for candidates: non-examination assessmentsCandidates confirm/record that they understand what they need to do to comply with the regulations for non-examination assessments as outlined in the JCQ document Information for candidates: non-examination assessmentsThe candidate’s work is not accepted for assessmentA mark of zero is recorded and submitted to the awarding body
Head of centre
Subject teacher
Candidates
Subject teacherSubject teacher
Candidate does not sign their authentication statement/declaration
Records confirm that candidates have been issued with the current JCQ document Information for candidates: non-examination assessmentsCandidates confirm/record they understand what they need to do to comply with the regulations as outlined in the JCQ document Information for candidates: non-examination assessmentsDeclaration is checked for signature before accepting the work of a candidate for formal assessment
Subject teacher
Candidates
Subject teacher
Subject teacher not available to sign authentication forms
Ensures a centre-wide process is in place for subject teachers to sign authentication forms at the point of marking candidates work as part of the centre’s quality assurance procedures
Head of centre
Presentation of workCandidate does not fully complete the awarding body’s cover sheet that is attached to their worked
Cover sheet is checked to ensure it is fully completed before accepting the work of a candidate for formal assessment
Subject teacher
Page 102 of 104
submitted for formal assessmentKeeping materials secureCandidates work between formal supervised sessions is not securely stored
Records confirm subject teachers are aware of and follow current JCQ publication Instructions for conducting non-examination assessmentsRegular monitoring ensures subject teacher use of appropriate secure storage
Head of centre
Head of centre
Adequate secure storage not available to subject teacher
Records confirm adequate/sufficient secure storage is available to subject teacher prior to the start of the courseAlternative secure storage sourced where required
Head of centre
Task marking – externally assessed componentsA candidate is absent on the day of the examiner visit for an acceptable reason
Awarding body guidance is sought to determine if alternative assessment arrangements can be made for the candidateIf not, eligibility for special consideration is explored and a request submitted to the awarding body where appropriate
Subject leader
Exams officer
A candidate is absent on the day of the examiner visit for an unacceptable reason
The candidate is marked absent on the attendance register Exams officer/Invigilator
Task marking – internally assessed componentsA candidate submits little or no work
Where a candidate submits no work, the candidate is recorded as absent when marks are submitted to the awarding bodyWhere a candidate submits little work, the work produced is assessed against the assessment criteria and a mark allocated appropriately; where the work does not meet any of the assessment criteria a mark of zero is submitted to the awarding body
Subject teacher
A candidate is unable to finish their work for unforeseen reason
Relevant staff are signposted to the JCQ publication A guide to the special consideration process (chapter 5), to determine eligibility and the process to be followed for shortfall in work
Exams officer
The work of a candidate is lost or damaged
Relevant staff are signposted to the JCQ publication A guide to the special consideration process (chapter 5), to determine eligibility and the process to be followed for lost or damaged work
Exams officer
Candidate malpractice is discovered
Instructions and processes in the current JCQ publication Instructions for conducting non-examination assessments (chapter 9 Malpractice) are followedInvestigation and reporting procedures in the current JCQ publication Suspected Malpractice in Examinations and Assessments are followedAppropriate internal disciplinary procedures are also followed
Head of centre
A teacher marks the work of his/her own child
A conflict of interest is declared by informing the awarding body that a teacher is teaching his/her own child at the start of the courseMarked work of said child is submitted for moderation whether part of the sample requested or not
Head of centre ORExams officer
An extension to the deadline for submission of marks is required for a legitimate reason
Awarding body is contacted to determine if an extension can be grantedRelevant staff are signposted to the JCQ publication A guide to the special consideration process (chapter 5), to determine eligibility and the process to be followed for non-examination assessment extension
Subject leaderExams officer
After submission of marks, it is discovered that the wrong task was given to candidates
Awarding body is contacted for guidanceRelevant staff are signposted to the JCQ publication A guide to the special consideration process (chapter 2), to determine eligibility and the process to be followed to apply for special consideration for candidates
Subject leaderExams officer
A candidate wishes to appeal/request a review of the marks awarded for their work by their teacher
Candidates are informed of the marks they have been awarded for their work prior to the marks being submitted to the awarding bodyRecords confirm candidates have been informed of their marksCandidates are informed that these marks are subject to change through the awarding body’s moderation processCandidates are informed of their marks to the timescale identified in the centre’s internal appeals procedure and prior to the internal deadline set by
Subject teacher
Subject teacherSubject teacher
Subject teacher
Page 103 of 104
the exams officer for the submission of marksThrough the candidate exam handbook, candidates are made aware of the centre’s internal appeals procedures and timescale for submitting an appeal/request for a review of the centre’s marking prior to the submission of marks to the awarding body
Exams officer
Deadline for submitting work for formal assessment not met by candidate
Records confirm deadlines given and understood by candidates at the start of the courseCandidates confirm/record deadlines known and understoodDepending on the circumstances, awarding body guidance sought to determine if the work can be accepted late for marking providing the awarding body’s deadline for submitting marks can be metDecision made (depending on the circumstances) if the work will be accepted late for marking or a mark of zero submitted to the awarding body for the candidate
Subject teacher
CandidatesSubject leader
Subject leader
Deadline for submitting marks and samples of candidates work ignored by subject teacher
Internal/external deadlines are published at the start of each academic yearReminders are issued through subject leader as deadlines approachRecords confirm deadlines known and understood by subject teachersWhere appropriate, internal disciplinary procedures are followed
Exams officer
Exams officerSubject leaderHead of centre
Subject teacher long term absence during the marking period
See centre’s exam contingency plan - Teaching staff extended absence at key points in the exam cycle
Page 104 of 104