Exams Policy - Bishop Auckland Food Festival€¦ · Exams Policy 2019-20 (Oct-Sept19) ... SEAHAM HIGH SCHOOL Exams Policy The Purpose of the Exams Policy is: To ensure the planning

Exams Policy 2019-20 (Oct-Sept19) Page: 1 of 24

SEAHAM HIGH SCHOOL

Exams Policy

The Purpose of the Exams Policy is:

To ensure the planning and management of exams is conducted efficiently and in the best interest of candidates.

To ensure the operation of an efficient exam system, giving

clear guidelines for all relevant staff.

It is the responsibility of everyone involved in the centre’s exam processes to read, understand and implement this policy.

Centre Manager Responsible: Geoff Lumsdon (Head of Centre / Head Teacher)

Reviewed by:

Head of Centre Senior Leader for Exams Exams Manager; Exams Officer Governors

Review Cycle: Annually

Last Review Date: January 2019

Review Date: D/Line 27-Sept-19 (Review Oct19)

Next Review Date: September / October 2020

Early Review Date for Appendages: Dates TBC as required (Policy Committee Meeting)

Appendages/Updates: (Since Last Review Date)

*General update of some wording/grammar * EAR changed to ROR *Exams Officer changed to Exams Officer/Manager * Sec1. SLT & Head of Centre & SLT must be familiar with JCQ Booklets * Sec1. Check exam deliveries same day, latest one-day * Sec1. Exam papers open within 90mins (previously 60mins) *Sect6.1 DDA/Freedom of Information Act * Sec6.3 Covering exams may include support of Cover Manager *Sec6.4 GDPR info added * Sec7 Equality Act – update on where to find information * Sec9.2 External & Mock Exams MUST NOT be sat in same room at same time; Reception 8.30am to 3.30pm Mon-Fri Term Time *Sec10.2 Exams Staff to liaise with Head of Centre before sending any Candidate Late Attendance Forms to awarding bodies. *Sec10.3 Between Clash Exams, candidates can revise using own resources but must not be coached by other persons. *Sec10.4 Contagious illness information

Displayed/Circulated to: All Staff; VLE: Website

Approved by: Chair of Governors

Signed:

Dated:


Contents

1. Exam Responsibilities

2. The Statutory Tests & Qualifications Offered

3. Exam Seasons & Timetables

4. Entries, Entry Details & Late Entries

5. Exam Fees

6. The Disability Discrimination ACT & Freedom of Information Act,

Special Needs (SEND), Access Arrangements & GDPR

7. Equality Act 2010 (Equality & Human Rights)

8. Estimated Grades

9. Managing Invigilators & Exam Days

10. Candidates: General, Late, Clash Exams & Special

Consideration

11. Controlled Assessments & Appeals Against Internal

Assessment (Non-Exam Assessments – NEAs)

12. Results & Post Results:

Clerical Checks; Reviews of Marking/Results (ROR);

Moderation Review & Access to Scripts (ATS)

13. Certificates

14. Exams Risk Assessment (Controlled & Other Assessments)

15. Policy: a) Appeals against Internally Assessed Marks

b) Appeals against External Marks

16. Examinations Contingency Plan

17. Fire & Emergency Exam Policy & Procedures


1. Exam Responsibilities

Head of Centre (Senior Leaders)

Overall responsibility for the school as an exam centre:

All senior leaders must be familiar with latest JCQ Instructions for Conducting Exams (I.C.E. Booklet) & the JCQ General Regulations for Approved Centres.

Advises on appeals and re-marks. The head of centre is responsible for reporting all suspicions or actual incidents of

malpractice. Refer to the JCQ document Suspected Malpractice in Examinations and Assessments.

Exams Officer / Exams Manager

Manages administration of external (public) and internal (domestic/mock) exams and

distribution of exam results:

Advises senior leadership team, subject/class tutors and relevant support staff

of annual exam timetables and application procedures as set by exam boards.

Oversees the production and distribution to staff, governors and candidates of an annual calendar for all exams in which candidates will be involved and

communicates regularly with staff concerning imminent deadlines and events.

Ensures candidates and their parents are informed of and understand those

aspects of the exam timetable that will affect them (display on student portal).

Consults with teaching staff to ensure that deadlines are communicated to heads of faculty so that all controlled assessments/NEAs can be completed on

time and in accordance with JCQ guidelines (email & display on VLE exams corner).

Provides/confirms estimated entries (awarding bodies use estimates for preliminary exam materials & school uses data to set-up final entry mark-

sheets and prepare school exam calendars/timetables).

Receives, removes from parcel packing, checks, logs and stores securely all exam

papers in secure storage and all exam stationery in secure cupboard (External & mock

exam papers must be kept separate & easily identified)

o If unable to check same day, must still be stored securely & checked following day.

Any anomalies contact awarding body immediately.

o Ideally exam papers should NOT be opened until prior to exam in exam room but

when several exam rooms are used it is permitted to open papers within 90-mins

of awarding body’s exam published starting time; an invigilator must be present &

papers transferred to exam room in securely sealed packet.

Administers access arrangements and makes applications for special consideration using the JCQ Access Arrangements and Special Considerations

Regulations and Guidance relating to candidates who are eligible for

adjustments in examinations.

Identifies and manages exam timetable clashes within JCQ guidelines.

Accounts for income and expenditures relating to all exam costs/charges;

prepares and forwards exam stationery orders to finance department.

Line manages the senior exam invigilator and invigilators and provides support

and training to ensure the smooth running & responsible conduct of exams.


Oversees teachers’ direct online or SIMS mark-sheet submissions of candidates’ controlled assessment marks/NEA; tracks despatches and stores returned

controlled assessments and other relating material from awarding bodies.

Arranges for dissemination of exam results and certificates to candidates and in

consultation with the SLT, forwards any appeals/re-mark requests.

Maintains systems and processes to support the timely entry of candidates for

their exams (ensuring teaching staff meet school and exam board deadlines).

Data Manager /Assistant

Data analysis of exam results is the responsibility of data manager.

Senior Leader / Deputy Head in Charge of Curriculum

Organisation of teaching and learning.

External validation of courses followed at key stage 4 / post-16.

Heads of Faculty/Department/School/Curriculum

Guidance and pastoral oversight of candidates who are unsure of exam entries or amendments to entries.

Responsible for forwarding candidates’ names to SLT for post-results procedures.

Meet deadlines set by exams officer/manager to send accurate controlled assessment/NEA marks via SIMS or directly online (with any declaration forms).

Accurate completion of exam entries and all other mark sheets on SIMS and adherence to deadlines as set by the exams officer/manager.

Head of Careers

Guidance and careers information IAG (Information & Guidance).

Teachers

Notification of access arrangements (as soon as made aware after the start of

the course). Submission of candidates’ names to heads of department /school /curriculum

and to include exams officer/manager in communications. Inform candidates of their internal assessment centre marks before marks are

sent to awarding bodies and within a minimum 5 working days before marks

are sent, to allow time for appeal procedures to take place – see 15b).

SENCO & designated Senior Leader (for Access Arrangements/Special Considerations)

Identification and testing of candidates’ requirements for access arrangements. Provision of additional support for spelling, reading, mathematics, dyslexia or

essential skills, hearing impairment, English for speakers of other languages, IT equipment and to help candidates achieve their course aims.

Makes access arrangement applications after specialised teacher assessments.

Lead Invigilator/Invigilators

Safeguards secure collection & return of exam papers and other materials to and from the exams office at start & end of each exam.


Ensure examinations are run in accordance with JCQ guidance. Adhere to seat plans and ensure candidates receive correct exam papers. Ensure access arrangements noted on seat plans are allocated to candidates.

Complete and check exam registers before candidates leave exam room. Checks all exam papers and associated paperwork has been fully completed

before candidates and staff leave exam room, including incident forms. After each exam return equipment and paperwork in an organised manner. Under guidance of exams officer/manager, check/pack exam papers are ready

for despatch.

Candidates

Confirmation and signing of controlled assessments/coursework. With teachers’ support, should understand controlled assessment (NEA)

regulations and sign a declaration that authenticates work as their own. Read JCQ (and other) exam related information for candidates as directed by

exams officer/manager and teachers (displayed on student portal & exam noticeboard).

Sign to confirm authorisation of Review of Marking/Results (ROR) and Access to Scrips (ATS).

Sign Data Protection Form so Access Arrangement Application can be processed electronically to consent sharing of some personal data between organisations:

JCQ, AQA, CCEA, OCR, Pearson (Edexcel) and WJEC.

2. The Statutory Tests & Qualifications Offered

The statutory tests and qualifications offered at this centre are decided by the heads of subject together with the heads of faculties and departments.

The statutory tests and qualifications offered are:

The subjects offered for these qualifications in any academic year may be found in the centre’s published prospectus for that year. If there is a change of syllabus from the

previous year, exams officer/manager must be informed as soon as a decision is made.

At Key Stage 3 (Years 7, 8 & 9)

There are no statutory exams for KS3 at the moment.

At Key Stage 4 (Years 10 & 11)

All candidates will be entitled, and encouraged, to achieve an entry for qualifications with an external awarding body.

3. Exam Seasons & Timetables

3.1 Exam Seasons

BTEC on-screen/on-demand exams and Internal exams are scheduled as required.

External exams/assessments may be scheduled November; January; March; May; June.


All internal (mock/domestic) exams are held under external exam conditions. The exam series used in the centre is decided by the heads of subject and the heads

of department/faculty.

Heads of year will support collecting information and suggested exam dates for internal exams; this should be completed by September/October latest if possible.

3.2 Timetables

Once confirmed, exams officer/manager will pass individual exam timetables for all

exams to key stage4 co-ordinators to issue to candidates via tutors, ensuring fair notice is allowed.

Exams officer/manager will display exam timetables on school noticeboards and on student portal on school website.

Subject teachers are also responsible for informing candidates of the dates and times of their examinations as directed by exams officer/manager.

4. Entries, Entry Details & Late Entries

4.1 Entries

Candidates are selected for their exam entries by the heads of subject, heads of department/faculty and the subject teachers.

Candidates, or parents/carers, can request a subject entry, change of level or withdrawal.

The centre in general is not an open centre for external (private) candidates.

4.2 Late Entries

Entry deadlines are circulated to heads of department via memos and emails and the centre VLE (see VLE > Staff Portal > Documents > Exams Corner).

Late entries are authorised by heads of subject, heads of department/faculty and

subject teachers and should be approved by exams manager with a member of SLT.

5. Exam Fees

The centre will pay all normal exam fees on behalf of candidates.

If a candidate requests a Post Results Service against the advice of subject staff, they will be charged. (see Section 12 of this policy).

Late entry or amendment fees are paid by centre.

Candidates or departments will not be charged for changes of tier, withdrawals made by the

proper procedures or alterations arising from administrative processes provided these are

made within the time allowed by the awarding bodies and as agreed by senior leaders.


6. The Disability Discrimination Act (DDA 2005/2018)

Freedom of Information Act 2000,

Special Needs (SEND), Access Arrangements & GDPR

6.1 DDA /Freedom of Information Act

The Disability Discrimination Act 2005/2018 extends the application of the DDA to

general qualifications. All exam centre staff must ensure that the access arrangements and special consideration regulations and guidance are consistent with

the law (please refer to JCQ General Regulations booklet for DDA & Freedom of Information Act 2000 information).

6.2 Special Needs

A candidate’s special needs requirements are determined by the SENCO, doctor and educational psychologist / specialist teacher.

The SENCO will inform subject teachers, exams officer/manager of candidates with

special educational needs who are embarking on a course leading to an exam, and date of exam. The SENCO to then inform individual staff of special arrangements that

any candidates may be granted during the course and for exam.

Exams officer/manager to provide and keep updated a list of access arrangement and special and other exam requirements for staff (displayed on VLE, exams corner).

6.3 Access Arrangements

Making exam arrangements for candidates with access arrangements and special

needs is the responsibility of exams officer/manager. Submitting completed access arrangement applications to the awarding bodies is the

responsibility of the SENCO.

Rooming for access arrangement candidates will be arranged by the exams officer/manager.

Invigilation and support cover for access arrangement candidates will be organised by exams officer/manager and may include support of cover manager as directed.

Access arrangement support for internal exams will include invigilators but LSAs will be used when extra resources are required; external exams will include LSAs and invigilators and only supply staff if resources are short (ideally only supply staff who are familiar to both the school and candidates should be used).

During exams, daily access arrangement and update exam training for supply staff will be provided by exams officer/manager, unless delegated to an invigilator.

6.4 GDPR (General Data Protection Regulation)

Personal Data Consent, Privacy Notice & Data Protection Confirmation Forms to be signed by all candidates with agreed Access Arrangements; this supersedes the

previous Data Protection Notice. Data Protection Notices signed by candidates prior to 29-Jan-19 & available for

inspection purposes do not need to be updated. Anyone wanting to see full details of information held by JCQ can email

[email protected] to initiate a subject access request (see www.jcq.org.uk for full details).

mailto:[email protected]

http://www.jcq.org.uk/


7. Equality Act 2010 (Equality & Human Rights)

All exams staff to receive training for the Equality Act 2010 definition of disability.

Advice: Refer to JCQ General Regulations for Approved Centres, sections: 5.4/5.5 & JCQ

Access Arrangements & Reasonable Adjustments Booklet Pg.4.

Staff should familiarise themselves with the document published by the Equalities and Human

Rights Commission (EHRC) Reasonable adjustments for disabled pupils – Guidance:

https://www.equalityhumanrights.com/en/advice-and-guidance/equality-act-guidance

8. Estimated Grades

Estimated Grades

The heads of department will submit estimated grades to the exams officer/manager

as per requested deadlines. (JCQ has withdrawn request except for those courses requiring Preliminary Material, however the exams office continues to require this information to

determine external exam dates and to support arranging internal exam dates and timetables, also to set-up mark-sheets for entries and set deadlines).

9. Managing Invigilators & Exam Days

9.1 Managing Invigilators

External invigilators will be used for internal exams and external exams.

The recruitment of invigilators is the responsibility of the Head Teacher.

Securing the necessary Disclosure & Barring Service (DBS) checks for clearance of new invigilators is the responsibility of the centre administration.

DBS fees for securing such clearance are paid by the centre (however if a future

employee is offered a position after DBS and before start date and withdraw application they will be liable to refund/costs).

Invigilators are trained, timetabled and briefed by the exams officer/manager; the

lead invigilator or other experienced invigilators may assist in this process.

Invigilators’ rates of pay are set by the centre administration.

9.2 Exam Days

The exams officer/manager will arrange to book all exam rooms after liaison with other users and make the question papers, other exam stationery and materials

available for the invigilators. At the request of the exams officer/manager, site management is responsible for

setting up the allocated exam rooms.

The lead invigilator, exams officer/manager or designated staff agreed by the head of centre will start all exams in accordance with JCQ guidelines.

https://www.equalityhumanrights.com/en/advice-and-guidance/equality-act-guidance


Senior leaders or subject staff may be present at the start of the exam to assist with identification of candidates (these should be authorised by head of centre and agreed by exams officer/manager); advice given must be in line with awarding bodies rules.

In practical exams subject teachers may be on hand in case of technical difficulties.

Timed Art & Design exams are normally invigilated by subject teachers; however because the subject teacher may need to give technical assistance to an individual

candidate, additional invigilators should be deployed at the head of centre’s discretion. Exam papers must not be read by subject teachers or removed from exam room

before end of an exam session even if the same exam is running late in centre. Papers can be distributed to heads of department at the end of the awarding bodies

finishing time/exam session and after exam papers have been checked and packaged for postage. This includes not distributing exam papers until after late exams have

been sat/packaged (i.e. due to clashes or other reasons).

A relevant subject teacher may be available to read out any subject-specific instructions and start the exam if required (as per awarding bodies guidance).

If a subject teacher reads questions in the paper they must remain in exam room until

the end of the exam. Subject teachers are under strict instructions not to enter an exam room without permission or a malpractice could be referred to head of centre.

External exams & mock exams must NOT be sat in the same room at the same time.

Reception should be permanently staffed between 8.30am & 3.30pm term time for receipt

of secure exam materials & to accompany JCQ Inspector or awarding body representative.

10. Candidates: General; Late & Clash Exams & Special Consideration

10.1 Candidates

The centre’s published rules on acceptable dress, behaviour and candidates’ use of

mobile phones and all electronic devices (including watches with data storage) apply at all times.

Candidates’ personal belongings remain their own responsibility and the centre accepts no liability for their loss or damage.

Candidates showing inappropriate behaviour are dealt with in accordance with the awarding bodies’ guidelines.

10.2 Late (Very) Candidates

To maintain security of exams, all candidates sitting general qualification exams must:

Start 9am exams: no earlier than 8.30am and no later than 9.30am

Start 1.30pm exams: no earlier than 1pm and no later than 2pm (Exceptions: timetabled clashes or large cohorts split to allow sittings)

Candidates arriving late should be allowed to sit exam (this is at the discretion of the centre).

Exams longer than 1-hour: candidates will not be allowed to leave the exam room

unsupervised until at least 1-hour after the awarding body’s published starting time, after which they will not be allowed to return:


Candidates will be considered very late if they arrive 1-hour after awarding body’s published start time. (General published start times are: 9am and 1.30pm).

Exams less than one hour: candidates must remain supervised until published finishing time of exams:

Candidates will be considered very late if they arrive after awarding body’s published finishing time).

Candidates arriving very late should have evidence of supervision. Exams staff to liaise

with head of centre and send separately within 7-days form ‘JCQ/VLA-report a candidate admitted very late to examination room’ (refer to JCQ I.C.E instructions: candidates who arrive late).

Evidence of supervision should ideally cover from beginning of published start time of exam but must always cover candidate:

From 1-hour after published start time to arrival/starting exam (for exams 1-hour or more) (example: from 10.30am AM session and 2.30pm PM session) From end of published finishing time to arrival/starting exam (for exams less than 1-hour).

Both late and very late candidates must be recorded on incident forms.

Very late candidates must be warned the awarding body may not accept their work.

For any late issues that fall into above categories, exams officer/manager will report to head of centre. The head of centre is responsible for candidates who are late for

their exams, or do not turn up at all.

10.3 Clash Candidates

The exams officer/manager will be responsible as necessary for supervising escorts, identifying a secure venue and arranging overnight stays.

Candidates will be formally supervised at all times between clash exams and may

revise using their own resources but must NOT be coached by a member of staff.

(See below Special Considerations 10.4 for information on clash exams).

10.4 Special Consideration

Should a candidate be ill before an exam, suffer bereavement or other trauma, be taken ill during the exam itself or otherwise disadvantaged or disturbed during an

exam, then it is the candidate’s responsibility to alert the centre, the exams officer/manager, or the exam invigilator, to that effect.

Candidates suffering an contagious or infectious illness should sit exam separately and exam papers kept separate (i.e. in a paper pocket with a note of explanation to exam board).

The candidate must support any special consideration claim with appropriate evidence

within three days of the exam, for example a letter from the candidate’s doctor. The exams officer/manager will deal with issues up to and after the three days’ deadline by liaising with exam boards if needed. Evidence of illness observed by invigilators

during exams may be used.

The centre may apply for special considerations on the last paper when a candidate has been entered for 3 or more exams timetabled for the same day and the total

duration of those exam papers is more than 5-hours 30-minutes including extra time (rest breaks & supervised breaks will not be included in total time) (GCSE Exams).


11. Controlled Assessment & Appeals Against Internal Assessments

11.1 Controlled Assessment / Non Exam Assessment (NEA)

Candidates with controlled assessments/NEAs to prepare, must do by end off course.

Heads of faculty are responsible under the direction of the head of centre to carry out controlled assessments/NEAs exactly as per exam board regulations.

Internal deadline dates for controlled assessment/NEA are decided by heads of faculties and published internally so that quality assurance checks can be carried out by senior leaders and/or exam board staff.

Exams officer/manager will remind teachers of exam board deadlines via memos/emails.

Heads of department will ensure all controlled assessment/NEA work is ready for despatch

at the correct time and in accordance with centre and final exam board deadlines. The exams officer/manager will keep a record of what has been sent when and to whom.

Marks for internally assessed work (NEAs) can be input on SIMS via mark-sheets set

up by exams officer/manager or directly onto awarding body online secure sites by the heads of department/faculty; the exams officer/manager must be informed of the chosen option.

11.2 Appeals Against Internal Assessments (Non-Exam Assessments – NEA)

The centre is obliged to publish a separate procedure on this subject, which is available from the exams office (see section 15).

Heads of department should advise candidates of their marks within a sufficient window in order to allow time for any internal appeal to be concluded prior to the

submission of centre marks to the awarding body. (Candidates should also be informed

that marks submitted still may be subject to change through the moderation process).

The main points are:

Appeals will only be entertained if they apply to the process leading to an assessment. There is no appeal against the mark or grade awarded.

Candidates may appeal to the head of centre if they feel their controlled assessment has been assessed unfairly, inconsistently or not in accordance with

the specification for the qualification. (Private candidates may appeal directly to awarding body).

Appeals must be made in writing to the head of centre (or other nominee) and as soon as possible to ensure the internal process is completed prior to

submission of centre marks to the awarding body. The head of centre (or nominee) will decide whether the process used conformed to the requirements.

The head of centre’s findings will be notified in writing, copied to the exams

officer/manager and recorded for the awarding body’s inspection. Deadlines apply.


12. Results & Post Results: Clerical Checks; Reviews of Marking/Results (ROR); Moderation Review & Access to Scripts (ATS)

12.1 Results

Candidates will receive individual results slips on results days in person at the centre or by post to their home address (an s.a.e. should be provided for postal option).

Arrangements for the school to be open on results days are made by the head of

centre. The provision of senior members staff and their availability immediately after

publication of results will be the responsibility of the head of centre.

The provision of staff to distribute exams results will be the responsibility of the exams officer/manager.

12.2 Post Results (Deadlines Apply – See JCQ Post Results Booklet)

Candidates will be made aware of ‘access to scripts’ and ‘post results enquiries and

appeals services’ BEFORE requests for these are submitted to awarding bodies.

Centre must obtain written candidate consent for clerical checks and reviews of marking before an application is made, as with these services candidates’ marks and subject grades may be lowered. Failure to do so will be considered centre malpractice.

Centre must meet awarding bodies deadlines for post results services. Candidates’ consent must also be agreed for Access to Scripts (ATS) and will have option to choose if their exam scripts remains anonymous for classroom teaching and learning.

12.3 Clerical Re-Check (Service 1)

A Clerical Re-Check is a re-check of all clerical procedures leading to the issue of a

result; it is only available for objective tests (multiple choice tests) (see JCQ Post Results

Booklet)

Checks include:

that all parts of scripts were marked; the totalling of marks and recording of marks.

written consent of candidates must be obtained (consent via email is acceptable).

(Deadline for completion is 10 days after awarding bodies receive request).

12.4 Review of Marking/Results (ROR) (Service 2)

Review of Marking (ROR) requests may be put forward by centre staff or candidates to head of centre if they have reasonable grounds for believing there is a marking error. If a result is queried, teaching staff and head of centre will investigate the feasibility

of asking for a review of marking/results at the centre’s expense and the candidate will be asked to sign a form to agree understanding that marks may be lowered,

remain the same as well as being raised (as JCQs rulings).

This is NOT a re-marking of the candidate’s original script:

this is a Post Review of original marking to ensure correct mark schemes were applied

correctly and also includes checks that all parts of scripts were marked and that the

totalling of marks and recording of marks are also correct.

written consent of candidates must be obtained (consent via email is acceptable).

(Deadline for completion is 15 days after awarding bodies receive request).


When the centre does not uphold a Review of Marking/Results (Service 2) request, a candidate may apply via head of centre to have an enquiry carried out. If candidate requires this against advice of subject staff, they will be charged. (see Exam Fees: Section 5)

Changes to candidate’s’ results arising from a Review of Marking (Service 2) cannot lead to a subsequent late request for Review of Moderation (Service 3).

12.5 Review of Moderation Review (Service 3)

A Moderation Review is the review of the original moderation to ensure the assessment criteria has been fairly, reliably and consistently applied; it is NOT a re-moderation of candidates’ work (please refer to current JCQ Post Results Booklet or

relevant awarding bodies instructions).

A Moderation Review will be undertaken on original sample of candidates’ work only and cannot be for the work of individual candidates or for the work of candidates not in original sample (including work carried forward to a subsequent exam series).

All work submitted for a Moderation of Review must be sent within 3 working days and must have been kept under secure conditions and not have been returned to candidates.

Candidate consent is not required for a moderation review as candidates’ marks may be lowered but their published subject grades will not be lowered in the series concerned, however a lowered mark can be carried forward to future certification.

(Deadline for completion is up to 35 days after moderator receives original sample of work from centre).

12.6 Access to Scripts (ATS) (refer to JCQ Post Results Booklet for specific dates)

After the release of results, candidates may ask subject staff to request the return of papers

within one day for priority original copies (GCE only).

Copies of scripts to support Reviews of Marking (Service 2) can be requested (the deadline for

requests will be 7 days after candidates’ publication of results and copies will be provided

to centres by beginning September for summer results (see JCQ Post Results Booklet).

Copies of scripts can be requested for teaching and learning purpose (the deadline for these

requests will be end of September (see JCQ Post Results Booklet for date).

Applications for ATS must be made online via the awarding bodies extranet sites by the exams

officer/manager and will be provided for GCSE (GCE AS and A Level) papers:

If a copy of the marked script (ATS) has been requested; the examiner marks & annotations

will be shown, therefore then a Service 2 request must be put forward at same time as ATS;

a later request after a Service 2 request would not be allowed.

Deadline to request ATS will be one week after deadline for Review of Results (Service 2)

Edexcel / Pearson Script Viewer: Access to Script (ATS) service allows exams office (or

allocated teachers) to request copies of candidates' marked exam papers. The self-service

online portal allows viewing of electronically marked scripts as part of the Enquiries about

Results service. The system is web based and facilitates:

viewing of electronically marked scripts online

printing of scripts in pdf format to be printed or saved and distributed electronically

The written consent of candidates must be obtained (consent via email is acceptable).

Candidates have the right to decline a centre from requesting ATS but if they do agree

to ATS they have the right to request anonymity. Access deadline for online ATS for Edexcel Pearson is approx. mid-December for summer results.


13. Certificates

On receipt of certificates and before being issued to candidates, the school will check a sample batch to

ensure exam grades are correct; all certificates previously subjected to a Review of Marking/Results (Service 2) will be checked.

Certificates are collected and signed for: Certificates may be collected on behalf of a candidate by a third party, provided they have been authorised to do so and provide proof of identity and sign and date to confirm receipt. Replacement certificates will only be requested by centre if the centre is responsible for an error on the

certificate (i.e. spelling of names) or the centre is responsible for loss.

If a candidate has lost or misplaced a certificate they must incur the costs. The exams office/manager will direct candidate to exam board websites to request replacement. The centre is obliged to keep certificates for one year after receipt but will retain them for a minimum of three years; after this time they can be securely destroyed or returned to exam board (either option is acceptable).

Exams officer/manager to arrange date and venue for final certificate day/evening.


14. Exams Risk Assessment

Risks and Issues

(Covers ALL non-exam assessments (NEAs) or

controlled assessments for candidates/students)

Possible Remedial Action Staff

Forward planning Action

Timetabling

Assessment schedule clashes with other

activities

Plan/establish priorities well ahead for all

subjects and lines of learning (e.g. at the start

of the academic year or as soon as aware)

Plan dates in consultation with school

calendar – negotiate with other parties

SLT

Too many controlled assessments/NEAs,

too close together across all GCSE

subjects and other lines of learning.

Plan controlled assessments so they are

spaced over the duration of the course

Space all assessments to allow candidates a

realistic time between each (taking into

account any windows or deadlines)

SLT / HOFs

Accommodation

Insufficient space in classrooms for

candidates

Once the group size of the cohort is known,

at the start of academic year, flag instances

where regular classroom space may not be

suitable to conduct controlled assessments

Use more than one classroom or multiple

sittings where necessary

HOFs / HODs

Insufficient facilities for all candidates Careful planning ahead and booking of rooms

and centre facilities

Any late issues liaise with cover manager to

flag free rooms or rearrange temporary

classrooms

HOFs


Risks and Issues





Downloading Awarding Body set tasks

IT system unavailable on day of assessment Download tasks well ahead of scheduled

assessment date in all cases

Book IT equipment well ahead and download

tasks before scheduled date of assessment

Liaise with IT manager

HOFs

Teaching staff / assessors unable to access

task details

Test secure access rights ahead of controlled

assessment/NEA schedule every year and

every session

Ensure teaching staff have access rights for

the correct area of awarding body secure

extranet sites at the start of the academic

year and well ahead of the controlled

assessment/NEA schedule

HOFs

Loss of task details in transmission Download tasks well ahead of scheduled

assessment dates

Liaise with IT manager

Contact awarding body and ask for

replacement task; download again (may have

option to change to paper version if available)

HOFs

Absent Students / Candidates

Candidates absent for all or part of

assessment (various reasons)

Plan alternative session(s) for candidates Ensure dates are within parameters

(windows) for assessments.

HOFs / HODs

Clash of Exams

Candidates have a clash because of exams

or other assessments

Always consider candidate timetables well

ahead and decide on priorities (set exam

dates/times) to take into account clashes

NB: Re-takes of controlled assessments /

NEAs are limited; check rules as some may

be carried forward for re-sits

Check with exams calendars and liaise with

exams officer/manager and cover manager

before providing an alternative date

If needed consult with awarding bodies

HOFs


Risks and Issues





Control levels for task taking

Assessment is undertaken under incorrect

level of control (time, resources,

supervision and collaboration)

Ensure teaching staff / assessors know what

level is applicable and understand what is

involved. Provide training if required

Head of faculty (HOF) to immediately liaise

with SLT link and head of centre

Seek guidance from the awarding body

SLT / HOFs

Supervision

Candidate study diary/plan not provided

or completed*

Ensure teaching staff / assessors are aware of

the need for study diary / plans to be

completed at start of, or early in course

Ensure candidates start, continue and

complete study diary/plans and that they are

signed after every session

HOFs /HODs /

Teachers / Assessors

* Not all GCSE controlled assessments will require the completion of a study diary or study plans

Teaching staff do not understand that the

supervision of NEAs controlled

assessments is their responsibility

Ensure teaching staff fully understand the

nature of NEA controlled or other

assessments and their role in supervising

assessments

Exams officer/manager to issue awarding

bodies NEAs controlled assessment guidelines

at start of academic year (i.e. JCQ regulations)

Copy of available awarding body guidelines

saved: VLE > Staff Portal> Documents>

Exams Corner

SLT to provide training (Extended SLT) to be

disseminated by HOFs during CPD

SLT / EO

A suitable supervisor has not been

arranged for an assessment where teaching

staff / assessors are not supervising

A suitable supervisor must be arranged for

any NEA / controlled assessment session

where a teacher is not supervising, in line

with the awarding body’s specification

Ensure that new or covering assessors are

made aware of awarding body assessment

rules and guidelines

Alternatively postpone assessment or re-

arrange within parameter dates; liaise with

SLT, cover manager and exams

officer/manager

HOFs / HODs


Risks and Issues





Task setting

Teaching staff / assessors fail to correctly

set tasks


task setting arrangements as defined in the

awarding body’s specification**

Arrange CPD Training


SLT / HOFs

** All tasks whether set by the awarding body or the centre must be developed in line with the requirements of the specification.

Assessments have not been moderated in

line with the awarding body’s specification

Check specification and plan required

moderation appropriately

Liaise with SLT


HOFs

Security of materials

Assessment tasks not kept secure before

assessment


importance of task security; work must be

locked securely away and the whereabouts

known to at least one other member of staff

with a set of keys (to cover a staff absence)

Contact the awarding body to request/obtain

different assessment tasks

*If there has been a breach of security or if

malpractice is suspected, liaise with head of

centre and inform exams officer/manager and

follow malpractice policy

HOFs

Candidates’ work not kept secure during

or after assessment

Define the appropriate level of security, in

line with the awarding body’s requirements,

for each department as necessary

Ensure assessment materials are immediately

locked away

Read awarding body guidelines; seek guidance

from them if needed

*If there has been a breach of security or if

malpractice is suspected, liaise with head of

centre and follow malpractice policy

HOFs

Insufficient or insecure storage space Look at provision for suitable secure storage

at the start of the course (check updates for

JCQ guidelines)

Find alternative storage and space within the

centre

Liaise with SLT if needed

HOFs


Risks and Issues





Deadlines

Awarding body deadlines not met by

candidates

Ensure all candidates are briefed on deadlines

and the penalties for not meeting them

Mark what work candidates have produced by

the deadline

Seek guidance from awarding body on further

action

Liaise with exams officer/manager

HOFs / HODs /

Teachers

Deadlines for marking and/or paperwork

not met by teaching staff / assessors

Ensure teaching staff / assessors are given

clear deadlines (prior to awarding body

deadline) to complete marking/paperwork so

exams officer/manager can process and

submit marks ahead of awarding body

deadlines

Liaise with head of centre

Seek guidance from awarding body

HODs / HOFs

Authentication

Student fails to sign authentication form Ensure all candidates have authentication

forms to sign and that the authentication

form is securely attached to their work when

it is completed and handed in for marking

Find candidate and ensure authentication form

is signed

Be aware of internal / external deadlines

Seek advice from exams officer/manager if

unsure

HODs / HOFs

Teaching staff / assessors fail to complete

authentication forms or leave before

completing the authentication process


importance of authentication forms and the

requirement of a signature and date.

Urgently return the authentication form to

the teacher for signature

Ensure authentication forms are signed as

candidates’ work is marked; not at the end of

season

HOFs


Risks and Issues





Marking

Teaching staff / assessors interpret

marking descriptions incorrectly

Ensure appropriate CPD training and

practicing of marking

Plan for sampling of marking during the

practice phase

Arrange for review of marking

Liaise with SLT

Consult the awarding body’s specification for

appropriate procedures

HOFs / SLT

Centre does not run the standardisation

activity as required by the awarding body

Plan against the awarding body’s

requirements for standardisation, i.e. when

and how this activity must be conducted

Check with the awarding body whether a

later standardisation event can be arranged

Liaise with head of centre

Head of Centre


15a. Appeals against Internally Assessed Marks (GCSE Controlled & Non-Exam Assessments - NEAs)

Policy: Appeals against Internally Assessed Marks (Non-Exam Assessments NEAs);

Informing Candidates of their Centre Assessed Marks

Seaham High School is committed to ensuring that whenever staff mark candidates’ work, this is done fairly, consistently and in accordance with the awarding body’s specification and subject-specific associated documents. Candidates’ work will be marked by staff who have appropriate knowledge, understanding and skills, and who have been trained in this activity. Seaham High School is committed to ensuring the work produced by candidates is authenticated according to the requirements of the awarding body. Where a number of teachers are involved in marking candidates’ work, internal moderation and standardisation will ensure consistency of marking. Candidates must be told the results mark given by Seaham High School for a centre assessed component/unit for GCSE (GCE) and Project Qualifications. This will enable the candidate to request a review of the centre’s marking prior to the marks being submitted to the awarding body (see Qualification Level Conditions and Requirements).

Sufficient time must be allowed; it is suggested a minimum 5 working days prior to centre marks being sent to exam boards to allow for a candidate to appeal. An appeal can NOT be made once exam boards have received centre marks.

A candidate may make use of the appeals procedure if h/she feels they were not informed of their marks in relation to above. Note that appeals may only be made against the process that led to the assessment and not against the mark or grade submitted by the school to the awarding body. This procedure is available from the Exams Manager, Mr O’Malley. 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 marks to the awarding body and candidates will be informed that they may request copies of materials to assist them in considering whether to request a review of the centre’s marking of the assessment.

2 Candidates should be provided with a clear deadline which must be met in order to make requests for a review of the centre’s marking. Appeals should be made in writing to Exams Manager, Mr O’Malley, who will investigate the appeal with at least two other members of staff who have not been involved in the internal assessment decision. If Exams Manager was directly involved in the assessment in question, the Head of Centre will appoint another member of staff of similar or greater seniority to conduct the investigation. Likewise, if the Exams Manager is not able to conduct the investigation for any other reason.

3 The purpose of the appeal will be to decide whether the process used for the internal assessment (non-exam assessment NEA) conformed to the published requirements of the awarding body’s specification and subject specific associated documents.

4 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 the procedure relating to internal assessment.

5 The outcome of the appeal will be made known to the Head of Centre; this will not 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. Candidates will be informed in writing of the outcome.

After work has been assessed internally, it is moderated by the awarding body to ensure consistency in marking between centres. The moderation process may lead to mark changes; this process is outside the control of Seaham High School and is not covered by this procedure. If you have concerns, please ask Exams Manager, Mr O’Malley for a copy of the appeals procedure of the relevant awarding body.


15b. Appeals Against External Assessed Marks (NEAs) Where a candidate is unhappy with the mark awarded for an applicable external exam unit (written exam, controlled or practical assessment), a clerical check or review of marking may be requested via the exams office, under the direction of the head of centre. The candidate will be required to acknowledge that his/her grade may be confirmed, raised or lowered and will be responsible for paying the relevant fee at the time of the request. The decision as to whether to support such an enquiry will be made by Seaham High School on the basis of several factors, including knowledge of the exam system and professional judgement (Refer to Section 12 of Exams Policy).

16. Examination Contingency Plan

1. Disruption of teaching time – centre closed for an extended Period Criteria for implementation of the plan Centre closed or candidates are unable to attend for an extended period during normal

teaching or study supported time, interrupting the provision of normal teaching and

learning.

Where there is disruption to teaching time and students miss teaching and learning, it

remains the responsibility of the centre to prepare students, as usual, for examinations:

Recommended actions:

If the disruption is for a limited period of time the school timetable will be adapted to provide opportunity for catch up lessons when the building is reopened.

During extended closure of buildings, alternative centres will be found and utilised to provide lessons for accredited subjects where possible.

During partial closure of buildings, a structured timetable will be created to ensure that every student will attend school during specifically identified periods.

Teachers will prepare work for students which will be distributed to students either via email or posted out to students’ place of residence.

The school will follow Department of Education Guidance on emergency planning and their advice on severe weather. The head of centre will liaise with centre staff.

2. Disruption of the distribution of examination papers Criteria for implementation of the plan Issues surrounding the distribution of examination papers to centres in advance of

examinations:


Awarding organisations to source alternative couriers for delivery of hardcopies.

Awarding organisations to provide centres with electronic access to examination papers via a secure external network.

Seaham High School does not have a fax machine, therefore if electronic transfer is not possible a nearby centre with this facility will be asked to receive information under supervision of a designated member of exams staff or from SLT.

The examinations officer/manager is responsible for ensuring that copies are received, made and stored under secure conditions.


3. Candidates unable to take examinations because of a crisis - centres remain open

Criteria for implementation of the plan Candidates are unable to attend examination centres to sit examinations as normal:


Head of centre, with agreement of relevant awarding bodies (via JCQ instructions where appropriate) to contact local school(s) (and/or possibly nearby Church Hall or Town Hall) to request permission to sit exam(s) at alternative site.

Centre to liaise with candidates to identify whether examinations are to be sat at an alternative venue in agreement with awarding organisations. JCQ guidance on alternative site arrangements can be accessed through the JCQ website - http://www.jcq.org.uk

If alternative site used, exams officer/manager to complete correct associated paperwork.

Centre to offer candidates an opportunity to sit any examinations missed at the next available series.

Centre to apply to awarding organisations for special consideration for candidates who have met the minimum requirements.

Candidates are only eligible for special consideration if they have been fully prepared and have covered the whole course but are affected by adverse circumstances beyond their control. If a candidate chooses not to sit an examination for other reasons they should be aware that special consideration rules will not apply.

JCQ guidance on special consideration can be accessed through the JCQ website: http://www.jcq.org.uk

4. Centres are unable to open as normal during the examination period Criteria for implementation of the plan Centre unable to open as normal for scheduled examinations:

If the centre is unable to open for examinations as normal, the exams officer/manager must inform

each awarding body which exams are due to be taken; this should be done as soon as possible.

The responsibility for deciding whether it is safe for a centre to open lies with the head of centre:

o The Head is responsible for taking advice, or following instructions from relevant local or national agencies in deciding whether they are able to open.


Centre to open for examinations and examination candidates only, if possible.

Centre to use alternative venues in agreement with relevant awarding organisations if possible.

Centre may offer candidates an opportunity to sit any examinations missed at the next available series.

Centre to apply to awarding organisations for special consideration for candidates who have met the minimum requirements.

5. Disruption to the transportation of completed examination scripts Criteria for implementation of the plan Delay in normal collection arrangements for completed examination scripts:





In the first instance centre to seek advice from awarding organisations and normal collection agency regarding collection.

Centre is not to make their own arrangements for transportation without approval from awarding organisations.

Exams officer/manager to ensure secure storage of completed examination scripts until collection.

6. Assessment evidence is not available to be marked Criteria for implementation of the plan Large scale damage to / or destruction of completed examination scripts / assessment

evidence before it can be marked:


Awarding organisations to generate candidate marks for affected assessments based on other appropriate evidence of candidate achievement as defined by the awarding organisations in consultation with the regulators.

Candidates to retake affected assessment at subsequent assessment window.

7. Teacher unable to mark internally assessed course work according to marking schedules. Criteria for implementation of plan Teacher is unable to mark coursework resulting in a risk to the delivery of results by

scheduled dates:


Prioritisation of marking to be based on results dates.

Centre to negotiate with centre teaching staff who are delivering in same subject to mark coursework

In the event of a subject specialist not being available in school, the centre will seek advice/guidance/recommendations for an alternative marker through the LA adviser for the specialist subject.

8. Centres are unable to distribute results as normal Criteria for implementation of plan Centre is unable to access or manage the distribution of results to candidates, or to

facilitate post results services:


In first instance, parents to be notified of delay of results by phone/text (or email) and provided with expected date for receipt of results (a letter may be sent depending on advance notice).

In the event of a system failure on the main site, the school business manager or exams manager or senior leader and data manager to go to local authority office to download and collate results.

In the event of the absence of the school business manager during the period of receipt of results the exams officer/manager, senior leader and data officer/manager would take over the responsibility of downloading the results and ensuring that students are notified of outcomes of examinations.

In the event of absence of all examination administrative staff the head of centre will contact the relevant examination boards to seek alternative means of receiving results.


17. Fire & Emergency Exam Policy & Procedures

Staff & Pupils should follow the evacuation procedures shown:

Candidates to remain in seats and follow Invigilator instructions carefully.

Candidates to leave all question papers and scripts on desks.

Appointed Invigilator should take with them the Exam Attendance Register.

Candidates should be escorted, supervised from exam room in silence.

Evacuate rooms using nearby safest exit and escort candidates to MUGA Area

o (Outside Multi-Use Gym Area – outside of East Wing of school building).

o Next to doors, all rooms include directions/map to nearest fire exit.

At all times avoid close proximity to non-exam students.

Candidates should be closely supervised to ensure there is no discussion about

the examination.

Exams Officer/Manager and School Administrator should each be in possession

of a full list of exam candidates (to be provided by Exams Officer/Manager prior

to exams).

Exams Officer/Manager to liaise with Invigilators and inform School

Administrator of any absences.

Invigilators should make a note of the interruption and how long it lasted

(please use Incident Forms).

Once the building is deemed safe to enter, candidates should be allowed the full

working time set for the examination (i.e. awarded back any missing time).

Exams Officer/Manager to make a full report of the incident and the action

taken and send it to the relevant awarding body.

(Depending on severity of disruption and/or the possibility of not being able to

resume Exam, Awarding Bodies may allow Special Considerations).