Exams policy

2017/18

This policy is reviewed annually to ensure compliance with current regulations

Approved/reviewed by

HeadTeacher and Governors

Date of next review March 2018

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ContentsPurpose of the policy..........................................................................................................................................

Roles and responsibilities overview...................................................................................................................Exam contingency plan...................................................................................................................................

Internal appeals procedures...........................................................................................................................Disability policy...............................................................................................................................................

Access arrangements policy...........................................................................................................................The exam cycle..................................................................................................................................................

Planning: roles and responsibilities................................................................................................................Information sharing.....................................................................................................................................

Information gathering..................................................................................................................................Access arrangements.................................................................................................................................

Word processor policy..................................................................................................................................10Separate invigilation within the centre..........................................................................................................10

Internal assessment..................................................................................................................................10Policy for the management of controlled assessments................................................................................10

Non-examination assessment policy............................................................................................................10Invigilation.................................................................................................................................................11

Entries: roles and responsibilities.................................................................................................................12Estimated entries......................................................................................................................................12

Estimated entries collection and submission procedure...............................................................................12Final entries...............................................................................................................................................12

Final entries collection and submission procedure.......................................................................................12Entry fees..................................................................................................................................................13

Late entries...............................................................................................................................................13Re-sit entries.............................................................................................................................................13

Private candidates.....................................................................................................................................13Transfer of credit.......................................................................................................................................13

Candidate statements of entry..................................................................................................................13Pre-exams: roles and responsibilities...........................................................................................................14

Access arrangements...............................................................................................................................14Briefing candidates....................................................................................................................................14

Access to scripts, enquiries about results and appeals procedures.............................................................15Dispatch of exam scripts...........................................................................................................................15

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Estimated grades......................................................................................................................................15

Internal assessment..................................................................................................................................15Invigilation.................................................................................................................................................16

JCQ inspection visit...................................................................................................................................16Seating and identifying candidates in exam rooms...................................................................................16

Verifying candidate identity procedure.........................................................................................................17Security of exam materials........................................................................................................................17

Timetabling and rooming...........................................................................................................................17Transferred candidate arrangements........................................................................................................18

Internal exams...........................................................................................................................................18Exam time: roles and responsibilities...........................................................................................................18

Access arrangements...............................................................................................................................18Candidate absence...................................................................................................................................19

Candidate absence policy.............................................................................................................................19Candidate behaviour.................................................................................................................................19

Candidate belongings...............................................................................................................................19Candidate late arrival................................................................................................................................19

Candidate late arrival policy..........................................................................................................................19Conducting exams....................................................................................................................................19

Dispatch of exam scripts...........................................................................................................................20Exam papers and materials......................................................................................................................20

Exam rooms..............................................................................................................................................20Food and drink in exam rooms.....................................................................................................................20

Emergency evacuation policy.......................................................................................................................21Irregularities..............................................................................................................................................21

Managing behaviour.....................................................................................................................................21Malpractice................................................................................................................................................22

Special consideration................................................................................................................................22Special consideration policy.........................................................................................................................22

Unauthorised materials.............................................................................................................................22Arrangements for unauthorised materials taken into the exam room...........................................................22

Internal exams...........................................................................................................................................23Results and post-results: roles and responsibilities......................................................................................23

Internal assessment..................................................................................................................................23Managing results day(s)............................................................................................................................23

Accessing results......................................................................................................................................23

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Post-results services.................................................................................................................................24

Analysis of results.....................................................................................................................................24Certificates................................................................................................................................................24

Issue of certificates procedure......................................................................................................................25Retention of certificates policy......................................................................................................................25

Review: roles and responsibilities.................................................................................................................25Retention of records: roles and responsibilities............................................................................................25

Exam archiving policy...................................................................................................................................25Appendices.......................................................................................................................................................39

Beyond the scope of this policy........................................................................................................................40Child protection policy...................................................................................................................................40

Data protection policy...................................................................................................................................40DBS policy....................................................................................................................................................40

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 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 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.

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Roles and responsibilities overview

“The head of centre is responsible to the awarding bodies for making sure all examinations/assessments are conducted according to the instructions, and the qualification specifications issued by the awarding bodies.

The head of centre may not appoint themselves as the examinations officer.” [GR1]

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)

Examinations

Wyvern Academy will explore and provide suitable courses, submit applications for reasonable adjustments

And make reasonable adjustments to the service the centre provide to disables candidates

Ensures the National Centre Number Register Annual Update (administered on behalf of the JCQ member awarding bodies by OCR) is responded to

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 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 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

Ensures risks to the exam process are assessed and appropriate risk management processes/contingency plans are in place

Exam contingency planExamination Policy File

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Ensures required internal appeals procedures are in place

Internal appeals procedures

Overtype here the location of the centre’s procedures or alternatively include as an appendix at the end of this document.

“The centre agrees to...have in place, and be available for inspection purposes, a written internal appeals procedure relating to internal assessment decisions and to ensure that details of this procedure are made widely available and accessible to all candidates; (A centre may place its internal appeals procedure on the school/college website or alternatively, the document may be made available to candidates upon request.)”

[GR5]

“The centre agrees to...have available for inspection purposes and draw to the attention of candidates and their parents/carers, a written internal appeals procedure to manage disputes when a candidate disagrees with a centre decision not to support an enquiry about results or an appeal;”

[JCQ Post-results services 5.14]

Ensures a disability policy showing the centre’s compliance with relevant legislation is in place

Disability policy

Examination Policy file

Ensures the centre has documented processes in place relating to access arrangements and reasonable adjustments

Access arrangements policy

Examinations Policy file

Ensures staff are only entered for qualifications through the centre where entry through another centre is not available

Ensures the appropriate steps are taken where a candidate being entered for exams is related to a member of centre staff

“The examinations officer or quality assurance co-ordinator is the person appointed by a head of centre to act on behalf of the centre in matters relating to the administration of awarding body examinations and assessments.”

[GR 1]

Exams officer

Understands the contents of annually updated JCQ publications including:General regulations for approved centresInstructions for conducting examinationsSuspected Malpractice in Examinations and AssessmentsPost-results services (PRS)

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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

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 centresInstructions for conducting examinationsAccess Arrangements and Reasonable AdjustmentsSuspected Malpractice in Examinations and AssessmentsInstructions for conducting non-examination assessments

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

Head of department (HoD)

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

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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 includingGR , ICE , AA , SMEA and NEA

Exams officer

Signposts relevant centre staff to JCQ publications and awarding body documentation relating to the exams process hat 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

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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 Collects information on internal exams to enable preparation for and conduct of [insert the titles these

internal exams are referred to in the centre]

Head of department

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

SENCo

Assessescandidates (or works with the appointed access arrangements assessor) to identify access arrangements requirements thereby ensuring that

Gathersevidence to support the need for access arrangements for a candidate Liaises with teaching staff to gather evidence of normal way of workingof an affected candidate Determines candidate eligibility for arrangements or adjustments that are centre-delegated Gathers signed data protection notices from candidates where required Applies for approval through Access arrangements online (AAO), where required or through the awarding

body where qualifications sit outside the scope of AAO 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 Ensuresstaff appointed to facilitate access arrangements for candidatesareappropriately trained and

understand the rules of the particular arrangement(s) Provides and annually reviews a centre policy on the use of word processors in exams and assessments

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Word processor policy

Overtype here the location of the centre’s policy or alternatively include as an appendix at the end of this document...

“It is strongly recommended that a centre has a policy on the use of word processors which it can articulate to parents/carers. Principally, that a word processor cannot simply be granted to a candidate because he/she now wants to type rather than write or can work faster on a keyboard, or because he/she uses a laptop at home.The use of a word processor must reflect the candidate’s normal way of working within the centre and be appropriate to the candidate’s needs...” [AA5.8]

Ensures criteria for candidates grantedseparate invigilation within the centre is clear, meets JCQ regulations and best meets the needs of individual candidates and remaining candidates in main exam rooms

Separate invigilation within the centre

Overtype here the location of the centre’s criteria (or policy) or alternatively include as an appendix at the end of this document.

[See AA 5.16 plus centre-determined criteria]

Senior Leaders, Head of department, Teaching staff

Support the SENCo in identifying and implementing appropriate access arrangements

Internal assessment

Head of centre

Ensures aninternal appeals procedure is in place for a candidate (or parent/carer) to appeal against an internal assessment decision (see Roles and responsibilities overview)

Ensures a policy for the management of controlled assessment is in place for legacy GCSE qualifications, identifying staff responsibilities and examining potential risks

Policy for the management of controlled assessments

Examinations Policy file

Ensures a non-examination assessment policy is in place for new GCE and GCSE qualifications

Non-examination assessment policy

Examinations Policy

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Ensures irregularities are investigated and any cases of suspected malpractice reported to the awarding

body, as required

Senior leaders

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 appropriateinternal moderation, standardisation and verification processes are in place

Head of department

Ensures teaching staff delivering legacy GCSE qualifications followJCQ Instructions for conducting controlled assessment s and the specification provided by the awarding body

Ensures teaching staff delivering legacy GCE unitised AS and A-level qualifications and Entry Level or Project qualifications follow JCQInstructions for conducting courseworkand the specification provided by the awarding body

Ensures teaching staff delivering new GCE & GCSE specifications follow JCQ Instructions for conducting non-examination assessmentsand the specification provided by the awarding body

For other qualifications, ensures teaching staff follow appropriate instructions issued by 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

Exams officer

Identifies relevant key dates and administrative processes that need to be followed in relation to internal assessment

Invigilation

Exams officer

Provides an annual training event for new invigilators and an update event for invigilators in 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 Collects evaluation of training to inform future events

Entries: roles and responsibilities

Estimated entries

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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

Internal deadline as instructed by Exams Officer

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

Internal deadline as instructed by Exams Officer

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

Charged by Examinations Officer

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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

Re-sit entries

Payed by school

Private candidates

Invoiced by Finance department .

Transfer of credit

Exams officer

Provides information to relevant centre staff/candidates on transferring credit for GCE AS qualifications Meets the awarding body deadline for requesting transfer of credit

Teaching staff

Identify affected candidates to the EO

Candidate statements of entry

Exams officer

Provides candidates with statements of entry for checking

Teaching staff

Ensure candidates check statements of entry and return any relevant confirmation required to the EO

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Candidates

Confirm entry information is correct or notify the EO of any discrepancies

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

Briefing candidates

Exams officer

Issues individual exam timetable information to candidates 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 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

Please see Examinations policy file

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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

Estimated grades

Head of department

Ensures teaching staff provide estimated grade information to the EO by the internal deadline (where this still may be required by the awarding body)

Exams officer

Submits estimated grade information to awarding bodies to meet the external deadline (where this may still be required by the awarding body)

Keeps a record to track what has been sent

Internal assessment

Head of centre

Ensures procedures are in place for candidates to appeal an internal assessment decision or request a review of the centre’s marking of an assessment(when a centre is required to make reviews available)

SENCo

Liaises with teaching staff to implement appropriate access arrangements for candidates undertaking internal assessments

Teaching staff

Support the SENCo in implementing appropriate access arrangements for candidates undertaking internal assessments

Ensure candidates are informed of internal assessment decisions prior to marks being submitted to awarding bodies

Head of department

Ensures teaching staff provide marks for internally assessed components of qualifications to the EO to the internal deadline

Ensures teaching staff authenticate candidates’ work to the awarding body requirements Ensures teaching staff provide required samples of work for moderation to the EO to the internal deadline

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Exams officer

Submits marks and samples to awarding bodies/moderators to meet the external deadline Keeps a record to track what has been sent Logs moderated work 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 or briefs invigilators accordingly Deploys invigilators effectively to exam rooms throughout an exam series Allocates invigilators to exam rooms 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 or Senior leader

Accompanies “the Inspector throughout the course of his or her centre visit, including inspection of the centre’s secure storage facility.”[ICE Introduction]

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 ID required

Ensures invigilators are aware of the procedure

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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/in 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 issued to authorised staff

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 resolve candidate exam clashes Identifies exam rooms and specialist equipment requirements Allocates invigilators to exam rooms 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

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Transferred candidate arrangements

Exams officer

Liaises with the host or entering centre, as required Processes requests to the awarding body deadline Where relevant (for an internal candidate) informs the candidate of the arrangements that have been made

for their transferred candidate arrangements

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

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Candidate absence

Candidate absence policy

Pupils are required to supply medical evidence for absence

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 behaviourSee Irregularities below.

Candidate belongingsSee 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 less than 30 mins pupils are allowed to sit the exam

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

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Uses an exam day checklist to ensure each exam session is fully prepared for, unplanned events can be dealt

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

Exam rooms

Head of centre

Ensures only approved 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

“Food and drink may be allowed in the examination room at the discretion of the head of centre. However, this is on the condition that any food brought into the examination room by the candidate is free from packaging and all labels are removed from drink containers.” [ICE 11]

Exams officer

Ensures exam rooms are set up 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

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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

Please see Examination Policy File

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 suspected malpractice (by centre staff, candidates, invigilators) are investigated and reported to the awarding body as required

Managing behaviour

“The head of centre or Examinations Officer 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.” [ICE17]

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

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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)

MalpracticeSee 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

JCQ Regulations

Candidates

Provide appropriate evidence to support special consideration requests, where required

Unauthorised materials

Arrangements for unauthorised materials taken into the exam room

In line with JCQ Regulations

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

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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 staff are available for candidates as results are issued

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 internal appeals procedures are available where candidates disagree with the centre decision not to support an enquiry about results not to appeal against the outcome of an enquiry about results

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(Ofqual has announced a series of changes to reviews of marking and appeals which may affect the centre’s internal appeals procedure during 2016/17)

Exams officer

Provides information to candidates and staff on the services provided by awarding bodies and the fees charged (see also above Briefing candidates and Access to scripts, enquiries about results and appeals procedures)

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 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

Data Manager

Provides analysis of results to appropriate centre staff Provides results information to external organisations where required Under takes the secondary school and college (key stage 4/16-18) performance tables September checking

exercise

CertificatesCertificates are provided to centres by awarding bodies after results have been confirmed.

Issue of certificates procedure

Collected and signed for in school

Candidates

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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

Examination Officer keeps the certificates in the safe

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

Collects and evaluates feedback from staff, candidates and invigilators to inform review

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 exam archiving policy that identifies information held, retention period and method of disposal

Exam archiving policy

Examination Officer keeps the certificates in the safe

Purpose of the policy

This policy details how the centre 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?

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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

Senior leader Where responsible for the centre-wide emergency evacuation procedure, 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 evacuationExams 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 each 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

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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 each exam room Confirm with the exams officer, where different procedures or assistance may need to be provided for a

disabled candidate they are invigilatingOther relevant centre staff

Support the senior leader, SENCo, exams officer and invigilators in ensuring the safe emergency evacuation of exam rooms

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Emergency evacuation procedure

Invigilators are trained in this procedure and understand the actions they must take in the event of a fire alarm or other emergency that leads to an evacuation of the exam room.

Emergency evacuation procedure

Actions to be taken (as detailed in the current JCQ Instructions for conducting examinationschapter18, Emergencies)

Stop the candidates from writing

Collect the attendance register (in order to ensure all candidates are present)and evacuate the examination room in line with the instructions given by the appropriate authority Examinations Officer, designated SLT and Invigilators.

Candidates should leave the room in silence through the fire door at the side of the hall and be escorted to the to the right hand side of the yard and wait next the Swimming pool.

Candidates will be supervised by designated staff while they are out of the examination room to make sure there is no discussion about the examination.

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.

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

Make a full report of the incident and of the action taken, and send to the relevant awarding body

Additional centre-specific actions to be taken

Only Designated staff can enter the exam hall at anytime time in the event of a fire alarm or bomb scare. JCA, NBR, ARO and Invigilators

Pupils in the Gym will leave the hall through the same exit as the pupils in the hall

Once the all clear is given pupils taking their examinations are to be escorted into the hall before the rest of the school.

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Advice to centres: Examinations during severe weather conditions and periods of disruption Awarding bodies have well rehearsed processes in place to deal with disruption caused by severe weather conditions, which ensure that no student is disadvantaged. It is important to note that rescheduling the examinations is not an option due to the consequences this would have across the system. For example, it would reduce significantly the amount of time schools and colleges have to teach, and students to learn, in preparation for the summer examination series. The integrity of the question papers could also be compromised, as the task of ensuring that all schools and colleges do not offer the examinations on the original scheduled date would be difficult to undertake and guarantee. Taking all the factors in to account, drawing upon experience of previous years such as the disruption caused by adverse weather conditions in 2010 and 2011, and in consultation with the regulators, awarding bodies have agreed the following: Wherever possible the examinations should be conducted according to the centre's published examination timetable.

If conditions are so severe that a decision is made to close the school or college, whether by the local authority or the senior leadership team, or where a school or college remains open but some individual candidates are unable to reach it because of extreme weather conditions, and no alternative arrangements can be made to take the examination at a different location, then the options are:

• Where candidates are entered for examinations but this is not their terminal (final) examination series, they may be entered again for the June 2012 series.

• Where candidates are sitting units as part of their terminal examination series or no further re-sit opportunity is available, then an application for Special Consideration may be made. The candidate must meet the published criteria for Special Consideration as indicated in the JCQ publication, Access Arrangements, Reasonable Adjustments and Special Consideration.

There is a published contingency plan for the examinations system at http://www.ofqual.gov.uk/files/2010-12-13-joint-contingency-plan-nov-2011-v5.pdf Additional guidance is also available on the websites of individual awarding bodies and students should contact their school or college for further information. JCQ can be contacted on 0207 638 4132 or via email: info@jcq.org.uk January 2012

Some students taking their GCSE and AS level exams have been affected by bomb scares. Awarding bodies have in place robust contingency measures to deal with these situations and to ensure students are not disadvantaged or

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Bomb threat procedures during exam period

School receives bomb threat – the member of staff receiving the threat will contact Head teacher (MWI, deputy head CKE and/or SLT member if HT or DHT not available (NBR,ARO,KBA). As much detail should be passed to HT/DHT. HT/DHT will instruct receptionist to contact Police and school will follow instructions from them.Special bell will be rung by JJO (5 bells)– this will alert staff to look at impero/emails for instructions (such as if a specific place within the school has been mentioned) and to be ready for immediate action. Staff to keep pupils calm at all times.EWR/JJO will prepare registers and PBL and KBA will proceed to reception to collect the visitors signing in sheet and the staff signing in / out file EWR will grab the grab bag Designated member of slt (ARO) will go to exam rooms to relay instructionsEvacuation will take place if instructed by police if they deem the threat credible If evacuation order is given, staff will escort pupils via the nearest fire exit to the fire assembly points on the playground, initially.Yr 11 pupils will be evacuated via the fire doors at the front of the hall by the exams officer, invigilators and ARO. They must be instructed not to discuss exam and must be kept separated from other pupils from school. They will initially line up next to the swimming pool and gym. Invigilators will keep the yr 11 pupils separated from rest if school. Papers must be left on the desks.The gate leading onto the field will be opened by facilities manager or caretaker, as will the gates next to the swimming pool - this is to allow staff to escort pupils onto the playing field in order to stand well away from buildingsJCA will log time of incident and no other staff other then JCA, ARO or invigilators will enter hall. Pupils line up in tutors and year group and mirror fire alarm procedures. Markings will be put up on the far fenceEWR and JJO will distribute class registers to all tutors as a matter of urgency (assisted by HOY if possible). EWR will take the prepared grab bag to the bomb assembly point. This will include pens for registers, walkie- talkies for MWI and CKE, a whistle and stop clock for timing evacuation. Any staff without forms will support keeping pupils calm and orderly, unless instructed otherwise by HT and stand with pupils till their form teacher arrivesTutors MUST take the register with pen and carefully tick the names of pupils present. Once completed, registers should be returned directly to EWR. HOY will collect these from tutors. EWR will then ensure that all registers have been both completed and returned. EWR MUST confirm to MWI/CKE that all registers are completed and all pupils accounted for or raise the alarm for missing staff and pupils. PBL and KBA will confirm that all staff are accounted for.If the bomb scare activates outside of the school day i.e. before 8.40 am the main pupil entrance gates will be locked by NBR who will remain in the car park with any pupils who arrive after this time. She will remain there until safe re-entry to the building has been confirmed. /this information will be relayed by Walkie -talkie or word of mouth, once the all clear is given.Can staff who have been supplied with a radio please ensure that this is carried with them at ALL times but that radio silence is adhered to enable communication between key staff mentioned in the fire procedure.

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Please be reminded that for H&S reasons it is the responsibility of us all individually to sign both in and out of the premises at ALL times.Once all clear is given from police and EWR when pupils and staff accounted for, MWI/CKE will give the all clear and pupils will be realised back to lesson. With year 11 leading Yr 11 will enter hall through main doors and given the time to complete their examJCa will ensure exam boards informed of incident

Appeals procedure against internally assessed marks

Wyvern Academy is committed to ensuring that whenever its staff mark candidates’ work this is done fairly, consistently and in accordance with the regulations and awarding body’s specification and subject-specific associated documents.

Candidates’ work will be marked by staff who have appropriate knowledge, understanding and skill, and who have been trained in this activity. [Centre Name] is committed to ensuring that work produced by candidates is authenticated in line with the requirements of the awarding body. Where a number of subject teachers are involved in marking candidates’ work, internal moderation and standardistion will ensure consistency of marking.

If a candidate believes that this may not have happened in relation to his/her work, he/she may make use of this appeals procedure.

N.B: an appeal may only be made against the assessment process and not against the mark to be submitted to the awarding body

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1. Appeals should be made as early as possible in order to ensure that the internal appeals process is completed prior to the submission of centre mars to the awarding body.

2. Appeals must be made in writing (using the internal appeals form)

3. The head of centre will appoint a senior member of staff, e.g. an Assitant Headteacher or a Deputy Headteacher, to conduct the investigation. The senior member of staff will not have had any involvement in the internal assessment process for that subject.

4. The purpose of the appeal will be to decide whether the process used for the internal assessment conformed to the awarding body’s specification and subject-specific associated documents.

5. The appellant will be informed in writing of the outcome of the appeal, including any relevant correspondence with the awarding body, and any changes made to internal assessment procedures.

6. The outcome of the appeal 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 appeal bring any irregularity in procedures to light, the awarding body will be informed.

After candidates’ work has been internally assessed, it is moderated by the awarding body to ensure consistency in marking between centres. The moderation may lead to mark changes. This process is outside the control of [Centre Name] and is not covered by this procedure.

The above template (in italics) is taken from the JCQ publication Appeals against internally assessed marks – suggested template for centres (GCSE controlled assessments, GCE coursework, GCE and GCSE non-examination assessments)

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Appeals procedure against centre decisions not to support an enquiry about results

Following the issue of results, the general qualification awarding bodies offer post-results services. Full details of these services, internal deadlines for requesting a service and fees charged are provided by the exams officer.

The service, enquiries about results (EARs), may be requested by centre staff or candidates (or their parents/carers). (EAR service 3 is not available to individual candidates). If a query 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 the centre does not uphold a request from a candidate, 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 their parent/carer) believes there are grounds to appeal against the centre’s decision not to support an enquiry, 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.

Appeals procedure following the outcome of an enquiry about results

Where the head of centre remains dissatisfied after receiving the outcome of an EAR, an appeal will be made to the awarding body, following the guidance in the JCQ publications Post-results services http://www.jcq.org.uk/exams-office/post-results-services and A guide to the awarding bodies’ appeals processes http://www.jcq.org.uk/exams-office/appeals

Where the head of centre is satisfied after receiving the outcome of an EAR, but the internal candidate and/or their parent/carer is not satisfied, they 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 centre’s internal appeals arrangements. 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 10 calendar days of the notification of the outcome of the enquiry. Subject to the head of centre’s decision, this will allow the centre to process the appeal and submit to the awarding body within the required 14 calendar days. Awarding body fees which may be charged for the appeal must be paid by the appellant on submission of the internal appeals form. If the appeal is upheld by the awarding body, this fee will be refunded by the awarding body and repaid to the appellant by the centre.

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Internal appeals form

This form should be completed in all cases to lodge an appeal.

Please tick to indicate what the appeal is against:

£ internally assessed marks£ the centre decision not to support an enquiry about results£ the outcome of an enquiry about results

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Name of appellantCandidate name if different to appellant

Awarding body Exam paper code

Subject Exam paper title

Please state the grounds for your appeal below:

Continue overleaf if necessary

Appeal against internally assessed marksAppellant declarationBy signing here, I am confirming I understand the purpose of the appeal will be to decide whether the process used for the internal assessment conformed to the published requirements of the awarding body’s specification and subject-specific associated documents. I also understand the appeal may only be made against the assessment process not against the mark to be submitted by the centre for moderation by the awarding body.

Signature: Date of signature:

Appeal against the centre decision not to support an enquiry about resultsAppellant declarationBy signing here, I am confirming I feel there are grounds to appeal against the centre’s decision.

Signature: Date of signature:

Appeal against the outcome of an enquiry about resultsAppellant declarationBy signing here, I am confirming I understand that the grounds for my appeal must relate to the awarding body’s procedures or the application of the post-result service procedures. I also understand that appeals do not generally involve further reviews of marking candidates’ work. I also confirm that I will pay in advance any fees which may be charged by the awarding body for the appeal. I understand this fee will be refunded if the appeal is upheld.

Signature: Date of signature:

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The appellant declaration against the relevant appeal must be signed, dated and returned to the EO, on behalf of the head of centre, to the timescale indicated in the internal appeals procedure.

The internal appeals procedures for this centre have been produced to demonstrate compliance with the publications below.

JCQ GeneralRegulations for approved centres http://www.jcq.org.uk/exams-office/general-regulations

Controlled Assessments, Coursework and Portfolios of Evidence5.8 The centre agrees tohave in place, and be available for inspection purposes, a written internal appeals procedure relating to internal assessment decisions and to ensure that details of this procedure are made widely available and accessible to all candidates; (A centre may place its internal appeals procedure on the school/college website or alternatively, the document may be made available to candidates upon request.)

Post-Results Services and Appeals5.14 The centre agrees tohave available for inspection purposes and draw to the attention of candidates and their parents/carers, a written internal appeals procedure to manage disputes when a candidate disagrees with a centre decision not to support an enquiry about results or an appeal; (A centre may place its internal appeals procedure on the school/college website or alternatively the document may be made available to candidates upon request.)

JCQ Post-results services http://www.jcq.org.uk/exams-office/post-results-services

6.4 Submission of requestsCentres must have in place a published formal appeals procedure for use in cases where centres and candidates, or their parents/carers, cannot agree as to whether an enquiry about results should be submitted. The formal appeals procedure must be made widely available. Centres must therefore draw the appeals procedure to the attention of candidates and their parents/carers. In deciding whether to support an enquiry about results, centres should take account of all relevant factors and afford candidates or their parents/carers a reasonable opportunity to express their views. Awarding bodies can only enter into discussions over enquiries about results with centres and private candidates.

7. AppealsCentres must have in place a published formal appeals procedure for use in cases where centres and candidates, or their parents/carers, cannot agree as to whether an appeal should be submitted to the relevant awarding body. The formal appeals procedure must be made widely available. Centres must therefore draw the appeals procedure to the attention of candidates and their parents/carers. In deciding whether to support an appeal, centres should take account of all relevant factors and afford candidates or their parents/carers a reasonable opportunity to express their views. Awarding bodies can only enter into discussions over appeals with centres and private candidates.

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However in summer 2016, JCQ issued the following information in their Notice to Centres – Post-Results Services and Appeals

The JCQ publication Post-Results Services – Information and guidance to centres for examinations taken in June 2016 and November 2016 sets out common arrangements. Although the published information remains valid for the June 2016 examination series, this supplementary document clarifies some key points associated with the reform of post-results services and appeals.

Centres should also refer to awarding bodies’ websites for further information as awarding bodies may offer additional post-results services.

JCQ A guide to the awarding bodies’ appeals processes http://www.jcq.org.uk/exams-office/appeals12. Please note that internal candidates and/or their parents/carers are not entitled to appeal directly to the awarding body. Representations must be made to the head of centre where the candidate was entered or registered. The head of centre’s decision as to whether to proceed with an appeal is subject to the centre’s internal appeals arrangements.

Ofqual GCSE, GCE, Principal Learning and Project Code of Practice https://www.gov.uk/government/publications/gcse-gce-principal-learning-and-project-code-of-practice9.13 The awarding organisation must require centres offering its examinations to ensure that they have

in place: iii.a formal, codified procedure for handling disputes when a candidate or carer disagrees with a

decision by the centre not to support an enquiry. Centres must be required to ensure that the procedures are published and made widely available and accessible to all candidates and their carers.

9.14 In deciding whether to support an enquiry or appeal, centres should take account of all relevant factors and afford candidates or their carers a reasonable opportunity to express their views.

However in summer 2016, JCQ issued the following information in the Notice to Centres – Post-Results Services and Appeals

Ofqual has announced that the Code of Practice in relation to GCE AS, A-level and GCSE qualifications will be withdrawn in August 2016, being replaced by Qualification Level Conditions. Centres may, however, continue to refer to the Code of Practice for the awarding bodies’ provision of post-results services and appeals, June 2016 examination series.

Arrangements for the awarding bodies’ provision of post-results services and appeals, November 2016 examination series, may be subject to change. Centres will be notified of any changes in due course.

Appellants should consult the full information in the above publications to be fully informed when stating their grounds for appeal.

Further information can be obtained from:Appeal an exam result https://www.gov.uk/appeal-exam-result

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The Appeals Process http://www.jcq.org.uk/examination-system/the-appeals-process

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Appendices

Include any documentation or information here that you have made reference to in the policy that has been provided as an appendix. Number each appendix and start each one on a new page. If no appendices are provided – delete this page. (Remember adding or deleting headings from the policy template affects the table of contents which will need updating)

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Beyond the scope of this policy

The following required policies are considered beyond the scope of the exams policy.

Child protection policy

Overtype here the location of the centre’s policy or delete this section if not considered relevant to include here.

“Do you have a written child protection policy?”

[GR- A checklist for prospective examination centres or where a centre has changed its address or secure storage arrangements]

Data protection policy

Overtype here the location of the centre’s policyor delete this section if not considered relevant to include here. Consider does your policy cover the issue of candidates’ results to third parties (including parents/carers)?

“Do you have a written data protection policy?”

[GR- A checklist for prospective examination centres or where a centre has changed its address or secure storage arrangements]

DBS policy

Overtype here the location of the centre’s policyor delete this section if not considered relevant to include here.

“have in place a written policy on DBS (Disclosure and Barring Service) clearance which satisfies current legislative requirements;”

[GR 5]

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