Examination Policy

Policy Written by;	Grace Speakman	
Policy Ratified by;	Rachel Duffy	
Date of Policy	9/3/23	
Policy Reviewed by	Mrs Rachel Pilling	
Policy Reviewed by	Miss Jennifer Byrne	
Reviewed on 	29.06.2023	

Key staff involved in the exams policy

Role	Name(s)
	
Head Teacher	Grace Speakman (Interim)	
Curriculum Lead	Kate Collins	
Exams officer/ IQA	Jennifer Byrne	
SENCo	Adele Noble	
SLT member(s)	Julie Gillies, Kate Collins, Rachel Duffy, Adele Noble	

Contents
•	Key staff involved in the exams policy
•	Purpose of the policy 
•	Roles and responsibilities overview
•	Exam contingency plan 
•	Internal appeals procedures
•	Disability policy (exams)
•	Complaints and appeals procedure 
•	Child protection/safeguarding policy
•	Data protection policy
•	Access arrangements policy
The exam cycle
•	Planning: roles and responsibilities 
•	Information sharing 
•	Information gathering
•	Access arrangements
•	Word processor policy (exams) 
•	Separate invigilation within the centre
•	Internal assessment and endorsements
•	Controlled assessment policy 
•	A copy is kept in the exams office
•	Non-examination assessment policy 
•	Invigilation
•	Entries: roles and responsibilities
•	Estimated entries
•	Estimated entries collection and submission procedure
•	Final entries
•	Final entries collection and submission procedure 
•	Entry fees
•	Late entries 
•	Pre-exams: roles and responsibilities 
•	Access arrangements
•	Briefing candidates 
•	Access to scripts, enquiries about results and appeals procedures
•	Dispatch of exam scripts
•	Internal assessment
•	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
•	Internal exams
•	Exam time: roles and responsibilities
•	Access arrangements
•	Candidate absence
•	Candidate absence policy 
•	Candidate behaviour
•	Candidate belongings
•	Candidate late arrival
•	Candidate late arrival policy 
•	Conducting exams
•	Dispatch of exam scripts
•	Exam papers and materials
•	Exam rooms
•	Food and drink in exam rooms
•	Emergency evacuation policy 
•	Irregularities
•	Managing behaviour
•	Malpractice 
•	Special consideration 
•	Special consideration policy
•	Unauthorised materials 
•	Arrangements for unauthorised materials taken into the exam room
•	Internal exams
•	Results and post-results: roles and responsibilities
•	Internal assessment
•	Managing results day(s)
•	Results day programme 
•	Accessing results
•	Post-results services
•	Analysis of results
•	Certificates
•	Issue of certificates procedure
•	Retention of certificates policy 
•	Certificates that aren't collected are stored in a locked office and are destroyed after 3 years. A log is kept of destroyed certificates
•	Review: roles and responsibilities
•	Retention of records: roles and responsibilities
•	Exams archiving policy 

Purpose of the policy

The centre is committed to ensuring that the exams management and administration process is run effectively and efficiently. This exam policy will ensure that:
•	all aspects of the centre’s exam process is documented and other relevant exams-related policies, procedures and plans are signposted
•	the workforce is well informed and supported
•	all centre staff involved in the exams process clearly understand their roles and responsibilities
•	all exams and assessments are conducted in accordance with JCQ and awarding body regulations, guidance and instructions, thus ensuring that:
“... the integrity and security of the examination/assessment system is maintained at all times and is not brought into disrepute.” [JCQ General Regulations for Approved Centres (GR) 1]
•	exam candidates understand the exams process and what is expected of them.
This policy is reviewed annually to ensure ways of working in the centre are accurately reflected and that exams and assessments are conducted to current JCQ (and awarding body) regulations, instructions and guidance. This policy will be communicated to all relevant centre staff.

Roles and responsibilities overview
“The head of centre is responsible to the awarding bodies for making sure all examinations/assessments are conducted according to awarding body, JCQ instructions and the qualification specifications issued by the awarding bodies.
The head of centre may not appoint themselves as the examinations officer.” [GR 1]

Head of centre
•	Understands the contents, refers to and directs relevant centre staff to annually updated JCQ publications including:
General regulations for approved centres (GR)
Instructions for conducting examinations (ICE)
Access Arrangements and Reasonable Adjustments (AA)
Suspected Malpractice in Examinations and Assessments (SMEA)
Instructions for conducting non-examination assessments (NEA) (and the instructions for conducting
controlled assessment and coursework)
•	Ensures the centre has appropriate accommodation to support the size of the cohorts being taught
•	Ensures the National Centre Number Register Annual Update (administered on behalf of the JCQ member awarding bodies by OCR) is responded to by the end of October confirming they are both aware of and adhering to the latest version of the JCQ regulations and instructions for conducting examinations and approves the Head of Centre formal declaration
•	Ensures 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
•	Ensures a named member of staff acts as the Special Educational Needs Co-ordinator (SENCo)
•	Ensures centre staff are supported and appropriately trained to undertake key tasks within the exams process
•	Ensures centre staff undertake key tasks within the exams process and meet internal deadlines set by the EO
•	Ensures “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 the timetabled written examination or on-screen test…” [ICE 6]
•	Ensures security within the examination process is managed according to JCQ and awarding body regulations, guidance and instructions including:
•	the location of the centre’s secure storage unit is in an area solely assigned to examinations
•	the relevant awarding body is immediately informed if the security of question papers or
confidential supporting instructions is put at risk
•	that arrangements are in place to check that the correct question paper packets are opened by authorised members of centre staff
•	Ensures risks to the exam process are assessed and an appropriate contingency plan is in place (that allows the HoC to act immediately in the event of an emergency or staff absence)
Exam contingency plan
An exam contingency plan is kept on file in the exams office.
Internal appeals procedures
•	Ensures required internal appeals procedures are in place
•	Safe Start Internal Appeals Procedure 
Disability policy (exams)
•	Ensures a disability policy for exams showing the centre’s compliance with relevant legislation is in place
•	Copy of Disability Policy kept in exams office.
Complaints and appeals procedure
•	Ensures a complaints and appeals procedure covering general complaints regarding the centre’s delivery or administration of a qualification is in place
•	Complaints and appeals procedure for exams is in place and kept on file in exams office.
Child protection/safeguarding policy
•	Ensures the centre has a child protection/safeguarding policy in place, including Disclosure and Barring Service (DBS) clearance, which satisfies current legislative requirements
•	Copy of Child Protection Policy in shared school file and a copy kept in Exams office
Data protection policy
•	Ensures the centre has a data protection policy in place
•	Centre wide data protection policy
Access arrangements policy
•	Ensures the centre has documented processes in place relating to access arrangements and reasonable adjustments
•	Copy kept in exams office
Exams officer
•	Understands the contents of annually updated JCQ publications including:
•	General regulations for approved centres
•	Instructions for conducting examinations
•	Suspected Malpractice in Examinations and Assessments
•	Post-results services (PRS)
•	Is familiar with the contents of annually updated information from awarding bodies on administrative procedures, key tasks, key dates and deadlines
•	Ensures key tasks are undertaken and key dates and deadlines met
•	Recruits, trains and deploys a team of internal/external invigilators; appoints lead invigilators, as required and keeps a record of the training provided to invigilators for the required period
•	Ensures 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
Senior leaders (SLT)
•	Are familiar with the contents, refer to and direct relevant centre staff to annually updated JCQ publications including:
•	General regulations for approved centres
•	Instructions for conducting examinations
•	Access Arrangements and Reasonable Adjustments
•	Suspected Malpractice in Examinations and Assessments
•	Instructions for conducting non-examination assessments (and the instructions for conducting controlled assessment and coursework)
Special educational needs co-ordinator (SENCo)
•	Is familiar with the contents, refers to and directs relevant centre staff to annually updated JCQ publications including:
•	Access Arrangements and Reasonable Adjustments
•	Leads on the access arrangements and reasonable adjustments process (referred to in this policy as ‘access arrangements’)
•	If not the qualified access arrangements assessor, works with the person appointed, on all matters relating to assessing candidates and the administration of the assessment process
•	Presents when requested by a JCQ Centre Inspector, evidence of the assessor’s qualification
Curriculum Lead 
•	Ensures 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
•	Ensures teaching staff keep themselves updated with awarding body teacher-specific information to confirm effective delivery of qualifications
•	Ensures teaching staff attend relevant awarding body training and update events
Teaching staff
•	Undertake key tasks, as detailed in this policy, within the exams process and meet internal deadlines set by the EO and SENCo
•	Keep updated with awarding body teacher-specific information to confirm effective delivery of qualifications
•	Attend relevant awarding body training and update events
Invigilators
•	Attend training, update, briefing and review sessions as required
•	Provide information as requested on their availability to invigilate
•	Sign a confidentiality and security agreement and confirm whether they have any current maladministration/malpractice sanctions applied to them
Reception staff
•	Support the EO in dealing with exam-related deliveries and dispatches with due regard to the security of confidential materials
Site staff
•	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.
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 policy identifies roles and responsibilities of centre staff within this cycle.
Planning: roles and responsibilities
Information sharing

Head of centre
•	Directs relevant centre staff to annually updated JCQ publications including GR, ICE, AA, SMEA and NEA (and the instructions for conducting controlled assessment and coursework)
Exams officer
•	Signposts relevant centre staff to JCQ publications and awarding body documentation relating to the exams process that has been updated
•	Signposts relevant centre staff to JCQ information that should be provided to candidates
•	As the centre administrator, approves relevant access rights for centre staff to access awarding body secure extranet sites
Information gathering
Exams officer
•	Undertakes 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
•	Collates all information gathered into one central point of reference
•	Researches awarding body guidance to identify administrative processes, key tasks, key dates and deadlines for all relevant qualifications
•	Produces an annual exams plan of key tasks and key dates to ensure all external deadlines can be effectively met; informs key centre staff of internal deadlines
•	Ensures staff appointed to facilitate access arrangements for candidates are appropriately trained and understand the rules of the particular arrangement(s) and keeps a record of the training provided to facilitators for the required period
•	Applies for approval through Access arrangements online (AAO), where required or through the awarding body where qualifications sit outside the scope of AAO
•	
Curriculum Lead
•	Responds (or ensures teaching staff respond) to requests from the EO on information gathering
•	Meets the internal deadline for the return of information
•	Informs 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 body
•	Notes the internal deadlines in the annual exams plan and directs teaching staff to meet these
Access arrangements
Head of centre
•	Ensures there is appropriate accommodation for candidates requiring access arrangements in the centre
•	Ensures 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
•	Ensures the SENCo is fully supported in effectively implementing access arrangements and reasonable adjustments once approved
SENCo
•	Assesses candidates (or works with the appointed access arrangements assessor) to identify access arrangements requirements
•	Gathers evidence to support the need for access arrangements for a candidate
•	Liaises with teaching staff to gather evidence of normal way of working of an affected candidate
•	Determines candidate eligibility for arrangements or adjustments that are centre-delegated
•	Gathers signed data protection notices from candidates where required
•	Keeps relevant paperwork and evidence on file for JCQ inspection purposes
•	Employs good practice in relation to the Equality Act 2010
•	Liaises with the EO regarding exam time arrangements for access arrangement candidates
•	Provides and annually reviews a centre policy on the use of word processors in exams and assessments
•	Word processor policy (exams)
•	A copy of this is kept with Learning Support and in the exams office.
Separate invigilation within the centre
•	Ensures criteria for candidates granted separate invigilation within the centre is clear, meets JCQ regulations and best meets the needs of individual candidates and remaining candidates in main exam rooms
Senior Leaders, Head of department, Teaching staff
•	Support the SENCo in identifying and implementing appropriate access arrangements
•	Senior leaders provide a statement for inspection purposes which details the criteria the centre uses to award and allocate word processors for examinations
Internal assessment and endorsements
Head of centre
•	Ensures an internal appeals procedure relating to internal assessment decisions is in place for a candidate (or parent/carer) to appeal against and request a review of the centre’s marking
•	Ensures a policy for the management of controlled assessment is in place for legacy GCSE qualifications still being delivered which include elements of controlled assessment
Controlled assessment policy
A copy is kept in the exams office
Non-examination assessment policy
•	Ensures a non-examination assessment policy is in place for new GCSE qualifications
•	A copy is kept in the exams office
Senior leaders
•	Ensures irregularities are investigated and any cases of suspected malpractice reported to the awarding body, as required
•	Ensure teaching staff have the necessary and appropriate knowledge, understanding, skills, and training to set tasks, conduct task taking, and to assess, mark and authenticate candidates’ work
•	Ensure appropriate internal moderation, standardisation and verification processes are in place
Curriculum Lead
•	Ensures teaching staff delivering legacy GCSE qualifications (which contain elements of controlled assessment) follow JCQ Instructions for conducting controlled assessments and the specification provided by the awarding body
•	Ensures teaching staff delivering new GCSE specifications (which include components of nonexamination assessment) follow JCQ Instructions for conducting non-examination assessments and the specification provided by the awarding body
•	For other qualifications, ensures teaching staff follow appropriate instructions issued by the awarding body
•	Ensures teaching staff inform candidates of their centre assessed marks as a candidate may request a review of the centre’s marking before marks are submitted to the awarding body
Teaching staff
•	Ensure appropriate instructions for conducting internal assessment are followed
•	Ensure candidates are aware of JCQ and awarding body information for candidates on producing work that is internally assessed (controlled assessments, coursework, non-examination assessments, social media) prior to assessments taking place
•	Ensure candidates are informed of their centre assessed marks as a candidate may request a review of the centre’s marking before marks are submitted to the awarding body
Exams officer
•	Identifies relevant key dates and administrative processes that need to be followed in relation to internal assessment
•	Signposts teaching staff to relevant JCQ information for candidates documents that are annually updated
Invigilation
Head of centre
•	Ensures relevant support is provided to the EO in recruiting, training and deploying a team of invigilators
•	Ensures, 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
•	Determines if additional invigilators will be deployed in timed Art exams in addition to the subject teacher
Exams officer
•	Recruits additional invigilators where required to effectively cover all exam periods/series’ throughout the academic year
•	Collects information on new recruits to identify if they have invigilated previously and if any current maladministration/malpractice sanctions are applied to them
•	Provides an annual training event for new invigilators and an update event for invigilators on the conduct of exams
•	Ensures 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)
•	Ensures invigilators are made aware of the Equality Act 2010 and are trained in disability issues

Entries: roles and responsibilities

Estimated entries

Exams officer
•	Requests estimated or early entry information, where this may be required by awarding bodies, from HoDs in a timely manner to ensure awarding body external deadlines for submission can be met 
•	Estimated entries collection and submission procedure
•	Numbers collected from MISs via class lists and checked with Subject teachers in advance of the deadline. Submitted to the boards via their websites.
Head of department
•	Provides information requested by the EO to the internal deadline
•	Informs the EO immediately of any subsequent changes to information
Final entries

Exams officer
•	Requests final entry information from HoDs in a timely manner to ensure awarding body external deadlines for submission can be met
•	Informs HoDs of subsequent deadlines for making changes to final entry information without charge
•	Confirms with HoDs final entry information that has been submitted to awarding bodies
•	Ensures as far as possible that entry processes minimise the risk of entries or registrations being missed reducing the potential for late or other penalty fees being charged by awarding bodies
Final entries collection and submission procedure
•	Marksheets created in SIMs Examinations and shown to HOD to check and sign.
•	Entry statements printed and given to students confirming exams entered for and costs
•	involved.
•	Students advised via this method that they will be charged the exam fee for any missed exams.
•	Entries sent via EDI to exam boards
Head of department
•	Provides information requested by the EO to the internal deadline
•	Informs the EO immediately, or at the very least prior to the deadlines, of any subsequent changes to final entry information, which includes:
•	changes to candidate personal details
•	amendments to existing entries
•	withdrawals of existing entries
•	Checks final entry submission information provided by the EO and confirms information is correct
Entry fees
Entry fee report printed from Examinations entered and a copy given to finance to cross reference against invoices received.
Total used to manage Exams and data budget.
Late entries
Exams officer
•	Has clear entry procedures in place to minimise the risk of late entries
•	Charges any late or other penalty fees to departmental budgets
Head of department
Minimises the risk of late entries by@
•	following procedures identified by the EO in relation to making final entries on time
•	meeting internal deadlines identified by the EO for making final entries
•	
Pre-exams: roles and responsibilities

Access arrangements

SENCo
•	Ensures 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)
•	Ensures a candidate is involved in any decisions about arrangements, adjustments and /or adaptations that may be put in place for him/her
•	Ensures exam information (JCQ information for candidates information, individual exam timetable etc.) is adapted where this may be required for a disabled candidate to access it
•	Allocates appropriately trained centre staff to facilitate access arrangements for candidates in exams and assessments (ensuring that the facilitator appointed meets JCQ requirements and fully understands the rule of the particular access arrangement)

Briefing candidates

Exams officer
•	Issues individual exam timetable information to candidates
•	Prior to exams issues relevant JCQ information for candidates documents
•	Where relevant, issues relevant awarding body information to candidates
•	Issues centre exam information to candidates including information on:
•	exam clashes
•	arriving late for an exam
•	absence or illness during exams
•	what equipment is/is not provided by the centre
•	food and drink in exam rooms
•	wrist watches in exam rooms
•	when and how results will be issued and the staff that will be available
•	the post-results services and how the centre deals with requests from candidates
•	when and how certificates will be issued
Access to scripts, enquiries about results and appeals procedures
Safe Start follows the guidance of the exam boards in relation to Access to Scripts. Where possible, we use online access to scripts service. We request approval from the students in bulk.
This letter goes out with the EAR information before the students leave school at the end of year 11. We also request contact details for the students so that EAR approval can go directly to the student, instead of the parent/carer.

Safe Start policy is that:
- The centre will pay for all of the EARs that are requested by teachers.
- Students will pay for all of the EARs that are requested by the student, or not
 supported by the school.

Students are given the exams department contact details and EAR request form with their results day pack, and all EAR requests are handled and submitted through the exams department. All EAR requests are seen and checked by Heads of Department and Faculty before they are sent to the exam boards.

All information is made available to students:
- Firstly, in their timetable and GCSE information pack (before the exams start)
- Online via the Information Portal (from exam time onwards)
- Online on the School Website (from exam time onwards)
- Finally in their results pack on results day.
Dispatch of exam scripts
Exams officer
•	Identifies and confirms 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

Internal assessment

Head of centre
•	Ensures procedures are in place for candidates to appeal internal assessment decisions and make requests for reviews of marking
SENCo
•	Liaises with teaching staff to implement appropriate access arrangements for candidates undertaking internal assessments and practical endorsements
Teaching staff
•	Support the SENCo in implementing appropriate access arrangements for candidates undertaking internal assessments
•	Assess and authenticate candidates’ work
•	Assess endorsed components
•	Ensure candidates are informed of centre assessed marks prior to marks being submitted to awarding bodies
Head of department
•	Ensures teaching staff assess and authenticate candidates’ work to the awarding body requirements
•	Ensures teaching staff assess endorsed components according to awarding body requirements
•	Ensures teaching staff provide marks for internally assessed components and grades for endorsements of qualifications to the EO to the internal deadline
•	Ensures teaching staff provide required samples of work for moderation and sample recordings for monitoring to the EO to the internal deadline
Exams officer
•	Submits marks, endorsement grades and samples to awarding bodies/moderators/monitors to meet the external deadline
•	Keeps a record to track what has been sent
•	Logs moderated samples returned to the centre
•	Ensures teaching staff are aware of the requirements in terms of retention and subsequent disposal of candidates’ work
Candidates
•	Authenticate their work as required by the awarding body

Invigilation

Exams officer
•	Provides an invigilation handbook and/or trains/updates invigilator annually
•	Deploys invigilators effectively to exam rooms throughout an exam series (including the provision of a roving invigilator to regularly enter and observe the rooms where a candidate and invigilator [acting as a practical assistant, reader or scribe] are accommodated on a 1:1 basis)
•	Allocates invigilators to exam rooms (or where supervising candidates due to a timetable variation) according to the required ratios
•	Liaises with the SENCo regarding the facilitation and invigilation of access arrangement candidates
SENCo
•	Liaises with the EO regarding facilitation and invigilation of access arrangement candidates
Invigilators
•	Provide information as requested on their availability to invigilate throughout an exam series
JCQ inspection visit
Exams officer
•	Will accompany the Inspector throughout the visit
Seating and identifying candidates in exam rooms
Exams officer
•	Ensures a procedure is in place to verify candidate identity including private candidates
Verifying candidate identity procedure

Candidate cards made with names, candidate numbers and photos.
Members of SLT/teaching staff outside of venues prior to exams starting to ensure they can spot anyone not meant to be in the room
•	Ensures invigilators are aware of the procedure
•	Provides seating plans for exam rooms according to JCQ and awarding body requirements
Invigilators
•	Follow the procedure for verifying candidate identity provided by the EO
•	Seat candidates in exam rooms as instructed by the EO/on the seating plan
Security of exam materials
Exams officer
•	Has a process in place to record confidential materials delivered to the centre and issued to authorised staff
•	Has in place a recording system to track confidential materials taken from or returned to secure storage throughout the time the material is confidential
•	Receives, checks and securely stores question papers and other exam materials according to JCQ and awarding body requirements
Reception staff
•	Follow the process to record confidential materials delivered to the centre and stored securely in secure room.
Teaching staff
•	Adhere to the recording system to track confidential materials taken from or returned to secure storage throughout the time the material is confidential
Timetabling and rooming
Exams officer
•	Produces a master centre exam timetable for each exam series
•	Identifies and resolves candidate exam clashes (only applying overnight supervision arrangements in rare and exceptional circumstances and as a last resort)
•	Identifies exam rooms and specialist equipment requirements
•	Allocates invigilators to exam rooms (or where supervising candidates due to a timetable variation) according to required ratios
•	Liaises with site staff to ensure exam rooms are set up according to JCQ and awarding body requirements
•	Liaises with the SENCo regarding rooming of access arrangement candidates
SENCo
•	Liaises with the EO regarding rooming of access arrangement candidates
•	Liaises 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
•	Liaise with the EO to ensure exam rooms are set up according to JCQ and awarding body requirements 
Alternative site arrangements
Exams officer
•	Ensures 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
Internal exams
Exams officer
•	Prepares for the conduct of internal exams under external conditions
•	Provides a centre exam timetable of subjects and rooms
•	Provides seating plans for exam rooms
•	Requests internal exam papers from teaching staff
•	Arranges invigilation
SENCo
•	Liaises with teaching staff to make appropriate arrangements for access arrangement candidates
Teaching staff
•	Provide exam papers and materials to the EO
•	Support the SENCo in making appropriate arrangements for access arrangement candidates

Exam time: roles and responsibilities

Access arrangements

Exams officer
•	Provides cover sheets for access arrangement candidates’ scripts where required for particular arrangements
•	Has a process in place to deal with emergency access arrangements as they arise at the time of exams applies for approval through AAO where required or through the awarding body where qualifications sit outside the scope of AAO
Candidate absence
Candidate absence policy
•	If students do not arrive for an exam and we have not been contacted; contact will be made by exams and data team. If necessary students will be collected in the school minibus.
•	If a student is absent for medical reasons they need to provide evidence of this to apply for special consideration.
•	If a student simply does not arrive to sit the exam and we cannot get hold of them they will be charged the exam fee. They have been notified of this with their statements of entry.
Invigilators
•	Are informed of the policy/process for dealing with absent candidates through training
•	Ensure that confirmed absent candidates are clearly marked as such on the attendance register and seating plan
Candidates
•	Are re-charged relevant entry fees for unauthorised absence from exams
Candidate behaviour
See Irregularities below.
Candidate belongings
See Unauthorised materials below.
Candidate late arrival
Exams officer
•	Ensures 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
•	Warns candidates that their work may not be accepted by the awarding body
Invigilators
•	Are informed of the policy/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 policy
If a candidate is late the script will be sent with the others and a late form sent with it stating the
reason/s. The awarding body will decide if the reason is valid and may or may not allow the paper to be marked.

Conducting exams
Head of centre
•	Ensures venues used for conducting exams meet the requirements of JCQ and awarding bodies
Exams officer
•	Ensures exams are conducted according to JCQ and awarding body instructions
•	Uses 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 scripts
Exams officer
•	Dispatches scripts as instructed by JCQ and awarding bodies
•	Keeps appropriate records to track dispatch

Exam papers and materials
Exams officer
•	Organises exam question papers and associated confidential resources in date order in secure storage
•	Attaches erratum notices received to relevant exam question paper packets
•	Collates attendance registers and examiner details in date order
•	Regularly checks mail or inbox for updates from awarding bodies
•	In order to avoid potential breaches of security, ensures prior to question paper packets being opened that another member of staff or an invigilator checks the time, date and paper details
•	Where allowed by the awarding body, only releases 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 rooms
Head of centre
•	Ensures that prior to exams commencing, revision or coaching sessions for candidates will not be held in the designated exam room(s)
•	Ensures only authorised centre staff are present in exam rooms
•	Ensures information relating to food and drink that may be allowed in exam rooms is clearly
•	communicated to candidates
Food and drink in exam rooms
No food allowed in exam room.
Water in clear bottle allowed. Any labels removed by invigilators.
Exams officer
•	Ensures exam rooms are set up and conducted as required in the regulations
•	Provides invigilators with appropriate resources to effectively conduct exams
•	Briefs invigilators on exams to be conducted on a session by session basis
•	Ensures sole invigilators have an appropriate means of summoning assistance
•	Ensures invigilators understand how to deal with candidates who may need to leave the exam room temporarily
•	Provides authorised exam materials which candidates are not expected to provide themselves
•	Ensures invigilators and candidates are aware of the emergency evacuation procedure
•	Ensures invigilators are aware of arrangements in place for a candidate with a disability who may need assistance if an exam room is evacuated
Senior leaders
•	Ensure a documented emergency evacuation procedure for exam rooms is in place
•	Ensure arrangements are in place for a candidate with a disability who may need assistance if an exam room is evacuated
Emergency evacuation policy
Copy kept on file in the exams office.
Site staff
•	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
•	Conduct exams in every exam room as instructed in training/update events and briefing sessions
Candidates
•	Are required to remain in the exam room for the full duration of the exam

Irregularities

Head of centre
Ensures 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
Managing behaviour
Invigilators will give a verbal warning to candidates and record this in the exam log.
If a candidate has to be spoken to again by an invigilator, it will be recorded and then the EO will be
notified. The EO will make a decision about whether they speak to the candidate or a member of SLT is required.
“The head of centre has the authority to remove a candidate from the examination room, but should
only do so if the candidate would disrupt others by remaining in the room.” ICE

Senior leaders
•	Ensure support is provided for the EO and invigilators when dealing with disruptive candidates in exam rooms
•	Ensure that internal disciplinary procedures relating to candidate behaviour are instigated, when appropriate
Exams officer
•	Provides an exam room incident log in all exam rooms for recording any incidents or irregularities
•	Actions any required follow-up and reports to awarding bodies as soon as practically possible after the exam has taken place
Invigilators
•	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)
Malpractice
See Irregularities above.
Special consideration

Exams officer
•	Processes appropriate requests for special consideration to awarding bodies
•	Gathers evidence which may need to be provided by other staff in centre or candidates
•	Submits requests to awarding bodies to the external deadline
Special consideration policy
A copy held in the Exams office.
Candidates
•	Provide appropriate evidence to support special consideration requests, where required

Unauthorised materials
Arrangements for unauthorised materials taken into the exam room

Candidates have the opportunity to empty any items they still have on their person into clear labelled wallets on exam desks. These are then collected by the invigilators and kept out of reach until the exam has finished and all scripts collected
…The invigilator, prior to the examination starting, must ensure that candidates have removed their wrist watches, placing them on their desks.

Invigilators
•	Are informed of the arrangements through training

Internal exams
Exams officer
•	Briefs invigilators on conducting internal exams
•	Returns candidate scripts to teaching staff for marking
Invigilators
•	Conduct internal exams as briefed by the EO

Results and post-results: roles and responsibilities

Internal assessment
Head of department
•	Ensures 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
•	Ensures work is returned to candidates or disposed of according to the requirements

Managing results day(s)
Senior leaders
•	Identify centre staff who will be involved in the main summer results day(s) and their role
•	Ensures 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 ensures candidates are informed of the periods during which centre staff will be available so that they may plan accordingly
Exams officer
•	Works with senior leaders to ensure procedures for managing the main summer results day(s) (a results day programme) are in place
Results day programme
Results are placed onto the student portal at 10am
Paper results are available from 11am
Site staff
•	Ensure the centre is open and accessible to centre staff and candidates, as required

Accessing results
Exams officer
•	Informs candidates in advance of when and how results will be released to them
•	Accesses results from awarding bodies under restricted release of results, where this is provided by the awarding body
•	Resolves any missing or incomplete results with awarding bodies
•	Issues statements of results to candidates on issue of results date
•	Provides summaries of results for relevant centre staff on issue of results date
Post-results services
Head of centre
•	Ensures an internal appeals procedure is available where candidates disagree with any centre decision not to support a clerical check, a review of marking, a review of moderation or an appeal
•	Understands 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
Exams officer
•	Provides information to candidates and staff on the services provided by awarding bodies and the fees charged
•	Publishes internal deadlines for requesting the services to ensure the external deadlines can be effectively met
•	Provides a process to record requests for services and collect candidate informed consent (after the publication of results) and fees where relevant
•	Submits requests to awarding bodies to meet the external deadline
•	Tracks requests to conclusion and informs candidates and relevant centre staff of outcomes
•	Updates centre results information, where applicable
Teaching staff
•	Meet internal deadlines to request the services and gain relevant candidate informed consent
•	Identify the budget to which fees should be charged
Candidates
•	Meet internal deadlines to request the services
•	Provide informed consent and fees, where relevant

Analysis of results
4 Matrix
•	Provides analysis of results to appropriate centre staff
•	Provides results information to external organisations where required
•	Undertakes the secondary school and college (key stage 4/16-18) performance tables September checking exercise
Certificates
•	Certificates are provided to centres by awarding bodies after results have been confirmed.
•	Certificates are checked by the exams department when they are delivered to the school (From May to November).
•	They are then organised and delivered to students at the annual graduation evening (usually the last week of November).
Issue of certificates procedure

Candidates
•	Candidates that don't attend this evening are sent a letter detailing options to collect these certificates.
•	The school policy is that candidates must sign for the certificates when they receive them.
•	May arrange for certificates to be collected on their behalf by providing the EO with written or email
•	permission/authorisation; authorised persons must provide ID evidence on collection of certificates
Retention of certificates policy
•	Certificates that aren't collected are stored in a locked office and are destroyed after 3 years. A log is kept of destroyed certificates.

Review: roles and responsibilities

Exams officer
•	Provides SLT 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
Senior leaders
•	Work with the EO to produce a plan to action any required improvements identified in the review

Retention of records: roles and responsibilities
Exams officer
•	Keeps records as required by JCQ and awarding bodies for the required period
•	Keeps records as required by the centre’s records management policy
•	Provides an exams archiving policy that identifies information held, retention period and method of disposal
Exams archiving policy
Copy kept on file in Exams office