EXAMINATION &

ASSESSMENT GUIDE

Esher College

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September 2016 - August 2017

CONTENTS PAGE

PAGE Key Dates for 2016-17 Academic Year................................................. 2-3 Exam Entries, Resits….………………………........................................ 4 Timetable, Exam Venues, Exam Times, Absence/Lateness................ 5-6 Access Arrangements, Illness…………………………………................ 6 Clashes, Exam Room Conduct……..................................................... 7-8 Exam Materials…….............................................................................. 9 Practical/Oral Exams, Coursework & Controlled Assessment………. 10 Results……………………………………………………………………… 10 Post Results Services, Certificates……………………………………… 11 Questions………………………………………………………………….. 11

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KEY DATES FOR THE ACADEMIC YEAR 2016-2017

September 20 Deadline for 6.2s applying for marking reviews of summer 2016 exams October 1 Deadline for registering for BMAT (Biomedical Admissions Test) at

standard fee 4 Deadline for 6.2s applying for original scripts from summer 2016 written

exams 15 Deadline for registering for BMAT (Biomedical Admissions Test) at late fee Deadline for registering for selected University Admissions Tests November

1 GCSE English external examination 2 GCSE Maths external examination (paper 1) University Admissions Tests, including BMAT 4 GCSE Maths external examination (paper 2) 17,24 AS level certificate collection days for current 6.2 students December 1 Resit registration for summer 2017 – WisePay opens to students 16 Deadline for extra-curricular languages registration & payment for Summer 2017 January 4-6 Mock Exams – block timetable

8 Deadline for standard fees – Resit registration for summer 2017 Late fees are applied 12 November GCSE results released to students via the college portal 15 Late Fee Deadline – Resit registration - WISEPAY CLOSES

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February

3 Deadline for referral to the Learning Support Manager/College Nurse/Exam Officer regarding possible exam related needs/access arrangements for summer 2017 exams

April 21 Deadline for withdrawal from summer 2017 resits with a refund May 15 Public written examinations start 6.1s start exam leave 24 6.2s start exam leave (pm) June 9 Last AS level exam (with the exception of Maths) 12 6.1s start 6.2 courses 29 Last A level exam TBC STEP I – Maths University Admissions Test TBC STEP II TBC STEP III July 14 End of Term August 17 AS/A Level/BTEC results released to students via the portal

Summer 2017 Post Results Services available – see website for details of services, fees, and deadline dates

24 GCSE results released to students via the portal – Post Results Services available as above 31 Last day to print results from college portal for 6.2 leavers & early leavers

Online access to the college portal and email accounts closes for all 6.2 leavers & early leavers

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EXAM ENTRIES Entry for an exam in your subject(s), although done automatically by each subject department, is reliant on good attendance and work production in that subject. The College reserves the right to withdraw an exam entry, for that season, for a student who fails to achieve good levels of attendance and work in individual subject(s). All students will be entered for an AS level qualification or equivalent in each subject in their first year, regardless of whether the subjects are new revised A Level (linear) specifications or an existing modular specification. For the academic year 2016-17, written exams take place in the summer (May/June). For GCSE English Language and Mathematics, examinations will be available in November and the summer (May/June). GCSE Science is available in the summer (May/June) only. Entries are made using each student’s date of birth and full legal name, as reflected on their birth certificate or deed poll. This may vary from the name you prefer to be known by, but for the purpose of exams we must hold your legal name. It is your responsibility to check that the information the college holds is accurate, and that your personal details are correct as this will be reflected on your final certificates. You must inform the Exams Officer of any errors or changes before any exam entries are made (February). Extra-Curricular Languages We are happy to make exam entries for those students who wish to be entered for an AS/A level in a language they may speak at home or study for outside college. We charge the exam board entry fee only. Some languages require a speaking (oral) test and those are conducted at the exam board’s language centre in London (with the exception of French,German & Spanish) usually during the Easter holidays, at an additional charge. Students are expected to prepare themselves adequately for the demands of extra-curricular study and examinations. RE-SITS Students taking legacy ‘unreformed’ A levels will have an opportunity to re-sit most AS units in their second year at Esher College. Practical, oral, or coursework resits are not automatically available and must be approved by the Head of Department/Course Leader. Careful consideration should be given to exam load. You will be required to pay for all re-sits through WisePay, the college online payment system, and keep to the deadlines for application & payment as scheduled by the Exam Office (see Key Dates on page 2/3). Students taking new reformed A level subjects should not apply for a resit of their AS level if continuing that subject through their second year. Individual papers cannot be taken, only the entire qualification, and AS results do not contribute to a final A level grade. Students not carrying through a subject to the second year and wishing to improve their AS grade should seek the advice of their subject teacher.

Data Protection Act: Please note that, by signing the Data Protection Statement at enrolment, you are granting permission for the College to pass your personal data to the Examining Boards. This includes future information to support any application for exam Access Arrangements or Special Consideration.

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If you subsequently decide not to re-sit you must tell the Exams Officer as a matter of

urgency as invigilation and practical arrangements may be affected. No refunds can be given for withdrawn entries beyond the date stated unless there are mitigating circumstances – these should be discussed, in confidence, with the Exam Officer. TIMETABLE You will be notified via email and the online weekly bulletin when your personal exam timetable is available. All student timetables can be accessed via the college portal.

Check for any errors or clashes and query those urgently with the Exam Officer.

It is advisable to print a copy of your timetable to keep with you and one for home.

Any changes to entries will appear simultaneously on your portal timetable, so check your timetable regularly to ensure you have the latest version.

Check your timetable every day during exams so you know when your exams are being held – do not rely on others

Links to the exam board timetables are available on the college website and the centre timetable will be there before the end of the autumn term

EXAM VENUES The majority of written exams will be held in the Sports Hall and Drama Studio. Alternative rooms may be used for a variety of reasons so students should check the rooming noticeboard in the student entrance each day before their exam. Students with Access Arrangements who need clarification may go to the Study Centre. Changes to rooming will also be posted on the notice board in the student entrance.

EXAM TIMES Morning exams start at 9.00am prompt and students should therefore be seated for 8.50am. Afternoon exams start at 1.30pm prompt and students should therefore be seated by 1.20pm. Students are expected to make appropriate transport arrangements so that these times are adhered to and those who travel to college by train or bus should consider an earlier service and allow for delays or cancellations if possible. ABSENCE/LATENESS If you are unable to attend an exam through illness

contact Reception before 8.30am with your name, student number and the exam you are missing. Please speak to the Exam Officer about special consideration for absence within 7 days

If you fail to turn up for an exam without prior notification

you will be contacted at home and someone will attempt to find you in college – please make sure that the contact details college hold for you are correct

if you have forgotten you have an exam you may still have the opportunity to come into college late; this will be at the discretion of the Exam Officer.

you may have to pay the cost of the examination and an administration fee if there is no valid reason for your absence and you have not notified anyone in advance

If you are delayed on your journey

you must contact Reception urgently before 8.50am so that the Exam Officer knows that you may be late

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If you arrive late for any reason other than transport delays

you may be admitted to the exam room, at the discretion of the Exam Officer, if you arrive before 9.30am or 2.00pm, and be allowed the full time for the exam.

If you arrive between 9.30am and 10.00am, or between 2.00pm and 2.30pm, have a valid reason you may be admitted to the exam room, at the discretion of the Exam Officer, but you may not get your full exam time and there is a possibility the Boards may not accept your exam script if you are more than an hour late.

ACCESS ARRANGEMENTS

All students entering college who may have had approved exam access arrangements at school are required to have their needs confirmed by the Learning Support Department. For learning difficulties this is through formal assessment/screening, as required within the regulations laid down by the Joint Council for Qualifications (JCQ). Exam access arrangements required due to ongoing medical, physical or mental health needs (a diagnosed medical, physical or psychological condition within the definition of disability in The Equality Act 2010) are required to have evidence of need, covering The Five Conditions stipulated by the JCQ, from a variety of sources. All access arrangements must be the student’s normal way of working and cannot be awarded just for an exam. Following assessment, confirmation of need, and evidence of normal way of working, an appropriate application is made by the Learning Support Manager to the awarding bodies for those arrangements that require formal approval. Once approval for these arrangements has been given, they will be confirmed with students before each exam series via the portal. Access arrangements that are given approval at centre level (according to JCQ regulations and inspection) are also confirmed in this way. Occasionally additional support needs are revealed for the first time at college – please see key dates at the front of this guide regarding the deadline for referral for assessment/screening. If a referral is made too late to meet the JCQ deadline for applications, the student may not receive access arrangements until the following academic year. Exam access arrangements may also be available for a temporary injury at the time of the exam, and the Learning Support Manager and the Exam Officer should be contacted as a matter of urgency in this situation. If access arrangements require specific rooming, the Exam Officer will let you know in advance, by letter, where you are to go. ILLNESS If you miss an exam due to illness

Please speak to the Exam Officer about special consideration for absence If you feel ill before going into an exam

please tell the Exam Officer, other exam staff, or a teacher before being seated If you feel ill during an exam

please tell an invigilator immediately – if you have to leave the room you will not lose exam time in these circumstances.

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SPECIAL CONSIDERATION

The Exams Officer can apply for special consideration if you feel your exam performance is significantly affected by temporary illness, accident/injury, bereavement, domestic crisis, a flare up of a long term illness, participation at international level in sporting events or other competitions, or other personal circumstances at the time of the assessment/exam . If any of these are an issue for you, please speak to the Exams Officer in confidence. Applications must be made at the time of the exams, not after the issue of results. CLASHES If you have more than one exam due to start at the same time, either morning or afternoon, this is a clash. If the total exam time in that session adds up to 3 hours or less you will take one exam after another in the same room. However, if you have more than 3 hours of exams in one session, arrangements will be made for you to have a supervised break between exams. You might do your exams and have your break in a separate room away from the main exam venues, or you might just have your break in a different room. All arrangements will be made for you. In exceptional circumstances, if you have more than 6 hours of exam time in one day, permission may be given by the exam board(s) to move one exam to the following day, with overnight supervision. The Exams Officer will inform you how your clashes have been resolved via a ‘clash button’ on your online timetable.

If a clash involves supervision

you must NOT have your mobile phone with you, or any other electronic device including an iPod type device or data storage watch. If you bring any of those items to the exam room they must be switched off and handed in for safekeeping

you may have revision materials with you

you should bring a drink and snack/lunch with you as it will not be possible for you to visit the canteen

you will not be allowed to communicate with other students in supervision unless given permission by the supervisor

If a clash involves overnight supervision the Exam Officer will need to make contact with a parent/guardian or named adult, subject to approval by the exam board(s), and clarify the rules and regulations for such an arrangement. A declaration agreeing to abide by such regulations will have to be signed by the approved supervisor. Any breach of clash regulations and conditions will result in disqualification from the exam and possibly the entire qualification. EXAM ROOM CONDUCT An exam room is a formal environment and the behaviour and attitude of all students involved in exams is expected to reflect this. For full and detailed instructions please read the JCQ Information for Candidates for written examinations available on the college website

Be on time for all of your exams – you should arrive at least 15 minutes before the published start time of an exam

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You should wait outside the exam venue in a quiet and orderly fashion until you are called into the room.

Check where you are sitting on the seating plan displayed. Subject exam papers are usually grouped together, and seating is in student number order the majority of the time. A card is on each desk showing a student photograph, name, student number, and subject code. Those entitled to extra time will have their allowance marked on their card. Please raise any queries before the exam starts.

You should wear appropriate clothing for the season and environment, making sure you are warm enough in colder weather as coats/jackets, scarves, gloves, hats/hoods are NOT allowed inside an exam room. If you do bring them in error you must be prepared for them to be searched for unauthorised material. If you are wearing a head covering for religious reasons you may be taken to a private area by a member of exam staff and asked to show that unauthorised material is not being concealed.

All bags and other personal items must be left in the locked storage room provided away from the exam room. Students should take adequate precautions when storing valuable items such as mobile phones or other electronic devices as the college cannot take responsibility for those.

You may bring a small bottle of water, label removed, into the exam room. No other food or drink is permitted – clash students may make alternative arrangements (see advice in previous section).

During the announcements before the exam starts you will be asked to empty your pockets of personal items and store them underneath your desk or chair. This will include your calculator lid. This is to maintain exam security.

You must remain silent at all times once in the exam room and not attempt to communicate with any other student - if you do you risk being asked to leave the exam.

Once seated DO NOT OPEN THE QUESTION PAPER, FILL IN ANY DETAILS, OR START WRITING UNTIL YOU ARE TOLD TO DO SO

Upon instruction, when filling in your personal details please remember to use your full LEGAL name not your preferred name or nickname, and your signature in the box provided

You will be asked to read the instructions on the front of the exam paper to yourself, paying particular attention to the time allowed for the exam

The Exam Officer will read the rules and regulations under which the exam is to be conducted at the start of every exam – please listen carefully. Not following those rules could lead to disqualification. Please ask if you need clarification.

If you have been given information about the content of the particular exam paper you are about to sit by someone who may have taken it earlier, please report it to the Exam Officer or other responsible adult BEFORE the exam starts.

If you need anything during an exam please put up your hand to ask an invigilator

Any behaviour during an exam which causes disruption to other students will be reported to the board(s) as malpractice

Stop work immediately you are told to do so when the end of an exam is announced, even if mid-sentence. Continuation sheets/booklets should have all your details written on them and be attached to your main answer booklet with a tag, ready for an invigilator to collect

You may not leave an exam before the official finish time, even if you have finished early

Students will be dismissed a row at a time once all the papers have been collected – please leave quickly and silently as other students may still be working.

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EXAM MATERIALS Students must only take items allowed for the exam into the exam room. Possession of unauthorised material in the exam room is considered malpractice and if it is discovered or reported later you are likely to be disqualified from all your exams. This also applies to writing on hands or arms or elsewhere on your person (other than tattoos) and this too will be considered malpractice and could result in disqualification. Some subjects, such as English Literature and Drama allow ‘clean’ texts, without notation, or annotated information for specific papers. You must speak to your subject teacher in advance to check you have the material in the correct format for taking into an exam. It is your responsibility to bring to the exam any materials that your teacher has told you are required for that paper, e.g. calculators, specific Maths instruments, tracing paper, texts. Stationery items should be brought in loose or in a clear plastic pencil case or bag. Do NOT expect exam/college staff to provide these materials for you. Exam stationery kits can be purchased from the LRC in advance or borrowed via your library account in an emergency. They provide the following equipment:

1 x clear plastic, zipped case/wallet 2 x HB pencils 2 x black pens 1 x eraser 1 x pencil sharpener 1 x ruler

Separate items such as a set square, protractor, and compass can also be purchased or borrowed via your library account.

MOBILE PHONES AND OTHER ELECTRONIC DEVICES You must NOT have any electronic device on your person during an exam, either switched on or off. This includes mobile phones, iPod, digital storage watches, smartwatches or other communication devices. If you are reported to the exam board for having any of these items in your possession during an exam, whether or not your intention was to use them, you are likely to be disqualified from that exam, possibly the whole subject and potentially all of your examined subjects.

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PRACTICAL / ORAL EXAMS These are organised by subject departments and you will be told by teachers when and where these are held. If any of these clash with one of your written exams, you must inform the Exam Officer, and speak to your teacher to ask them to rearrange your practical exam. COURSEWORK & CONTROLLED ASSESSMENT Please read the JCQ Information for Candidates- Coursework, and Information for Candidates- Controlled Assessment and non examined assessments available on the portal & website. You will be given deadlines by your teachers for the submission of coursework, which must be adhered to. Failure to hand in work for marking and submission to the exam board(s) with regard to these deadlines may result in the withdrawal of your entry for that unit in that exam series. Please pay particular attention to the information regarding plagiarism in the JCQ information referred to above. Plagiarism is any attempt by a student to pass off the work of others as their own, whether this be the work of other students or material from other sources. Plagiarism is a serious breach of exam regulations and could result in your removal from the course by the college and disqualification from the subject by the exam board(s). Further subject specific guidelines can be found in the subject areas on the college portal, and your subject teachers will advise you of the accepted method of referencing in their subject. Further useful information regarding coursework and the process for appealing against an internally assessed mark can be found in the Esher College: Internal Appeals Procedure – Coursework/Controlled Assessment on the college portal and website.

RESULTS The release dates for results can be found in the key dates on page 2/3. Those dates will also be published on the college website.

Results can be accessed via the college portal using your student login and it is advisable to print a hardcopy immediately they are available, for use when enrolling at university or applying for work

Results will show all unit marks (legacy quals only) and grades achieved during your time at Esher College and in which exam series those marks/grades were given

If you do not have access to a computer you may use the LRC in college upon presentation of your ID

Students leaving college should note that their portal access and email accounts will be closed shortly after results are published so it is vital results and any other important information is printed as a matter of urgency

Students who have left early will not be able to access the college portal and so results will be sent by post.

Any queries should be directed to the Exam Officer or MIS (Management Information System) Team.

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POST RESULTS SERVICES Following the publication of results, exam board(s) offer a range of Post Results Services, including Enquiries About Results (review of marking) and Access to Scripts (copies of your exam papers). There are charges for all services and strict deadline dates, some very soon after the publication of results. Detailed information regarding all Post Results Services, deadline dates, fees, and the process to use, can be found on the college portal under ‘College Services’ and ‘Examinations’ and on the website under ‘The College’ and ‘Examinations’. All students, with a copy to parents, will be emailed regarding Results & Post Results Services before the college breaks for the summer. If you are unhappy with your results and think there may be a problem, seek advice in the first instance. Getting a priority script back may show you if it is worth requesting a review. Grades can go down, stay the same, as well as go up. Students leaving college must ensure they provide the Exam Office or MIS Team with a private, personal email address for contact when their college account closes. CERTIFICATES The College does not receive the certificates for AS examinations or A level examinations until the end of October following the summer exams. Until then, the only results information you will hold is your printout from the portal. AS Certificates are available for collection in college whilst you are still a student, and those dates and arrangements will be published in advance via the portal and website and are on the key dates at the front of this guide. Any certificates not collected are kept in the exam office until the A level certificates are posted the following year. Certificates returned to college are kept in storage for 2 academic years after which they may then be destroyed. Copies are not kept. A level certificates will be posted to the home address recorded on the college database. Please make sure that you keep your certificates in a safe place as you most certainly will be required to produce these as evidence of your qualifications at a later date, when taking up a place at university or applying for a job. If you misplace them you will need to apply direct to the relevant Exam Boards for replacements, for which they charge a substantial fee. QUESTIONS If you have any further questions regarding any of the information within this Examination & Assessment Guide, or any aspect of examinations at Esher College please do not hesitate to email, telephone, or visit the Exams Officer who is based within the main Admin Centre. Sarah Cassel-Gerard scassel-gerard@esher.ac.uk 020 8398 0291 ext. 2531