Spring into summer Training for new exams office staff Qualifications and Curriculum Development Agency is the non-regulatory part of the Qualifications

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Spring into summer Training for new exams office staff Qualifications and Curriculum Development Agency is the non-regulatory part of the Qualifications and Curriculum Authority. QCA 2010 Slide 2 Spring into summer Welcome and introduction Slide 3 QCDA what we do QCDA is responsible for developing the curriculum, improving and delivering assessments and reforming qualifications We support exams officers by: Facilitating good practice via guides, case studies and online tools 32 centre support officers providing 1:1 support to centres Training events for exams office staff Slide 4 Induction programme Support for new exams office staff Induction Handbook Training events CSO support Email updates www.qcda.gov.uk/induction Slide 5 Developed by: Slide 6 Todays objectives To provide you with: Good practice advice and guidance allowing you to deliver summer exams successfully The chance to meet representatives from key organisations Contact information to enable you to network Opportunities to work through common scenarios via activities at your table Confidence to administer and/or manage exams in your centre Slide 7 Agenda - morning Arrival and refreshments 09:30Welcome and introduction 09:40Working in the exams office*Activity* 10:15Exam year and exam cycle 10:30Before exams*Activity* 11:05Break 11:25Before exams, cont.*Activity* 12:00Running exams the expected*Activity* 12:40Running exams the unexpected 12:50Lunch Slide 8 Agenda - afternoon 13:45Exams the unexpected, cont.*Activity* 14:55After exams*Activity* Comfort break during activity 15:25After exams, cont. 15:45Review and evaluation 15:55What next? 16:00CLOSE Slide 9 Spring into summer Working in the exams office Slide 10 Spring into summer Exam cycle and the academic year Slide 11 What is the exam cycle? Entries Pre - Exams Exam Day Results Planning & Preparation Slide 12 Exam cycle Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Consult previous years end of year / inspectors report Meet subject heads Meet with Special Educational Needs Coordinator (SENCO) Candidate info. checks Consider invigilation requirements Process estimated entry info Conduct room audit Key dates calendar Order modified papers Slide 13 During this time: Download base data Make entries Apply for access arrangements Issue statements to candidates Entries Pre - Exams Exam Day Results Planning & Preparation Exam cycle Slide 14 Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Prepare exam timetable Resolve clashes Create seating plans Recruit, train and update invigilators Receive and securely store exam materials Check / action entry warning reports Exam cycle Slide 15 Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Set up exam rooms Brief and deploy invigilators Run exams Use script dispatch process Exam cycle Slide 16 Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Plan for results day Download results Prepare centre post-results policy Distribute results to candidates Manage post-results interactions with awarding body Exam cycle Slide 17 Spring into summer Slide 18 Before exams Slide 19 Timetabling Create a centre timetable as soon as your entries are made; create it with your MIS system once created it will display a number of features: non-timetabled components and the number of candidates entered exam entries for each timetabled component in date order showing the number of candidates entered Running an MIS clash routine at this stage will highlight where there are clashes Slide 20 Clashes What are they? Two or more exams being taken by a candidate which are timetabled at the same time Refer to JCQ document: Instructions for Conducting Examinations (ICE) Clashing exams can be moved Slide 21 Clashes: Can they be moved... to a different session? If the total time for two or more papers in a session exceeds three hours, centres are permitted to conduct exams in earlier or later sessions within the same day YES Subject to the maintenance of the security of the exam Slide 22 ... to a later day? If entered for three or more papers timetabled on same day and total time exceeds: 6 hours (GCE) 5 hours (GCSE) YES Subject to the maintenance of the security of the exam JCQ Confidentiality Declaration for overnight supervision Clashes: Can they be moved Slide 23 ... to an earlier day? This would endanger the security of the exam NO Clashes: Can they be moved Slide 24 Awarding body transactions Awarding body entry reports You will receive: confirmation of entries entry warning reports statements of entry You will need to check: candidate details subjects certification (cash-in) codes entry errors and problems correct entry codes used for legacy and new specifications Remember late entry fees (use the online key dates calendar and the exam fees estimator) Slide 25 Awarding body transactions 1 of 2 Slide 26 Awarding body transactions 2 of 2 Slide 27 Receipt of materials What can I expect to receive?Check Awarding body transactions Question papers Advance materials Attendance registers Examiner and moderator address labels Coursework/controlled assessment mark sheets Forecast grade forms Exam stationery Centre timetable Modified papers have arrived Stationery requirements Security issues Centre policy for receipt of materials Slide 28 Awarding body transactions Receipt of materials This is a vital part of the preparation process All confidential materials must be securely stored at all times Ensure system in place for receipt and checking of confidential material JCQ Instructions for conducting examinations Keeping question papers and other examination materials secure paragraphs 1.1 to 1.10 Secure storage facilities will be inspected by the JCQ Inspectorate Slide 29 Awarding body transactions Question papers Ensure that question papers are placed into secure storage immediately upon arrival Print a Management Information System (MIS) timetable to check off question papers Check the questions papers asap and inform the awarding bodies of any irregularities or discrepancies Dont forget about late entries and amendments Consider any external candidates Slide 30 Awarding body transactions Advanced materials Subject-specific Liaise with subject heads Read instructions carefully and check and store securely where applicable Ensure system in place for recording when material taken from or returned to secure storage Set reminders/alerts for stored material Distribute to candidates as instructed Slide 31 Awarding body transactions Coursework/controlled assessment Distribute mark sheets and instructions for completion to subject heads Check deadlines for return Return mark sheets to awarding body and moderator and keep a centre copy You will be requested to send the sample to the moderator for postal moderation Ensure Centre and Candidate Authentication Statements are completed Keep records Slide 32 Awarding body transactions Estimated grade sheets Distribute forms to subject heads Check deadlines for return Return forms to awarding body Keep records Slide 33 Entries Awarding body entry manuals QCDA good practice online Applying for access arrangements www.qcda.go.uk/aao Online tools http://testsandexams.qcda.gov.uk/16392.aspx For all the above also see autumn presentations at: www.youtube.com/user/qcda Signpost: before exams Slide 34 Controlled assessment JCQ guidance Todays pack Unitised GCSEs JCQ guidance Todays Pack Coursework JCQ guidance Awarding body guidance Signpost: before exams Slide 35 Activity Before exams Entry Warning Reports Slide 36 Spring into summer BREAK Slide 37 Activity Timetables and clashes Slide 38 Activity solutions Before exams Slide 39 Spring into summer During exams planned activities Slide 40 Activity During exams planned activities Slide 41 Exam days - essential planning Aims Offer advice and good practice for the efficient running of external exams Reduce stress and burden on the EO Highlight common issues and solutions Clarify support and resources available Slide 42 Exam rooms Question papers Candidates Secure storage Examiners Awarding bodies Invigilators Internal logistics Scripts Chairs/desks Notices, regulations Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Examiner labels Registers Timetables Slide 43 Exam rooms Question papers Candidates Secure storage Examiners Awarding bodies Invigilators Internal logistics Scripts Chairs/desks Notices, regulations Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Examiner labels Registers Timetables Slide 44 Secure storage Ensure that your secure storage conforms to JCQ regulations (GR p.10 and ICE p.3 ) Have a policy regarding the receipt of material into the centre Always check any material before going into secure storage Keep a log of materials that legitimately leave secure storage (MFL, CDs, etc.) Slide 45 Exam rooms Question papers Candidates Secure storage Examiners Awarding bodies Invigilators Internal logistics Scripts Chairs/desks Notices, regulations Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Examiner labels Registers Timetables Slide 46 Internal logistics Things to do : Prepare the exam room including: chairs/desks, notices/regulations, seating plans, spare equipment, clocks, flip charts and black pens, etc. Remember that seating plans are now mandatory (ICE p.13) Pay great attention to your relationship with the caretaking staff Slide 47 Exam rooms Question papers Candidates Secure storage Examiners Awarding bodies Invigilators Internal logistics Scripts Chairs/desks Notices, regulations Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Examiner labels Registers Timetables Slide 48 Candidates Never forget that these are your MAIN stakeholders Prepare general and individual timetables using MIS system, QCDA timet

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