· Web viewProvides and annually reviews the centre’s Word Processor Policy for use in exams and assessments. Use of Word Processor in Exams Policy . is. available on the Staff

Examinations Policy

Contents Purpose of this Policy Exam Roles and Responsibilities Overview The Exam Cycle Qualifications Planning: Roles and Responsibilities

o Information Sharingo Information Gatheringo Access Arrangementso Internal Assessment and Endorsementso Invigilation

Entries: Roles and Responsibilitieso Estimated Entrieso Final Entrieso Entry Feeso Late Entrieso Resit Entrieso Private Candidateso Transfer of Credito Candidate Statements of Entry

Pre-Exam: Roles and Responsibilitieso Access Arrangementso Briefing Candidateso Dispatch of Exam Scriptso Estimated Gradeso Internal Assessment and Endorsementso Invigilationo JCQ Inspection Visito Seating and Identifying Candidates in Exam Roomso Security of Exam Materialso Timetabling and Roomingo Alternative Site Arrangementso Transferred Candidate Arrangementso Internal Exams

Exam Time: Roles and Responsibilitieso Access Arrangementso Candidate Absenceo Candidate Late Arrivalo Conducting Examso Dispatch of Exam Scriptso Exam Papers and Materialso Exam Accommodationo Irregularities/Malpractice/Maladministrationo Special Considerationso Unauthorised Materialso Internal Exams

Results and Post-Results: Roles and Responsibilitieso Internal Assessment

Copyright © Harlington School 20181

o Managing Results Dayo Accessing Resultso Post-Results Serviceso Analysis of Resultso Certificates

Review: Roles and Responsibilities Retention of Records: Roles and Responsibilities


Purpose of this PolicyHarlington School is committed to ensuring that the exams management and administration process is run effectively and efficiently. This exam policy will ensure that:

All aspects of the centre’s exam process are documented and exam-related policies, procedures and plans are in place.

The planning and management of exams is conducted efficiently and in the best interests of candidates. The operation of the exams system is efficient with clear guidelines for the workforce ensuring staff are

well informed and supported. All 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. Candidates understand the exams process and what is expected of them.

This policy will be 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 by way of signposting to online shared networking resources.

Exam Roles and Responsibilities OverviewHead of CentreThe Head of Centre is responsible to the awarding bodies for making sure all examinations and assessments are conducted according to awarding body and JCQ instructions.

They must Understands the contents, refers to and directs relevant centre staff to annually updated JCQ

publications. Ensure the centre has appropriate accommodation for the size of cohorts being taught. Ensure the National Centre Number Register Annual Update is completed by the stated dateline. Ensure the Examinations Officer attends appropriate training. Ensure a named member of staff acts as the Special Educational Needs Co-ordinator (SENCo). Ensure staff are supported and appropriately trained. Ensure staff undertake key tasks within the exams process and meet internal deadlines set by the

Examinations Officer. Ensure security within the examination process is managed according to JCQ and awarding body

regulations, guidance and instructions. Ensure risks to the exam process are assessed and appropriate risk management processes and

contingency plans are in place. Risk Management and Exam Contingency Plans are available on the Staff Shared drive under Examinations/Policies.

Ensure required Internal Appeals Procedures are in place. Internal Appeals Procedures are available on the Staff Shared drive under Examinations/Policies.

Ensure a Disability Policy for exams showing the centre’s compliance with relevant legislation is in place. Exams Disability Policy is available on the Staff Shared drive under Examinations/Policies.

Ensure a Complaints and Appeals Procedure covering general complaints regarding the centre’s delivery or administration of a qualification is in place. Complaints and Appeals Procedures relating to examinations is available on the Staff Shared drive under Examinations/Policies.

Ensure the centre has a child protection/safeguarding policy in place, including Disclosure and Barring Service (DBS) clearance, which satisfies current legislative requirements. Child Protection and Safeguarding Policies are available on the Staff Shared drive under Ratified Policies.

Ensure the centre has a data protection policy in place. Data Protection Policies are available on the Staff Shared drive under Ratified Policies.


Ensure the centre has documented processes in place relating to access arrangements and reasonable adjustments. Access Arrangements and Reasonable Adjustments Policy is available on the Staff Shared drive under Examinations/Policies.

Ensure staff are only entered for qualifications through the centre as a last resort where entry through another centre is not available. If staff are entered for exams; The Head of Centre must ensure that awarding bodies are informed before associated entries are submitted. During the examination series the member of staff must be treated the same as any other candidate and must not have access to examination materials or receive any preferential treatment.

Ensure the appropriate steps are taken where a candidate being entered for exams is related to a member of centre staff. If relations to staff are being entered for exams; the Head of Centre must ensure that awarding bodies are informed before associated entries are submitted. The relative must not have unaccompanied access to examination materials and another present should be present for all administrative arrangements relating to the candidate’s examinations.

Ensure members of centre staff do not forward e-mails and letters from awarding body or JCQ personnel without prior consent to third parties or upload such correspondence onto social media sites such as Facebook.

Examinations OfficerThe Examinations Officer is the person appointed by the Head of Centre to act on behalf of the centre in administration of awarding boy examinations and assessments.They must ensure that;

They understand the contents of annually updated JCQ publications. Be familiar with the contents of annually updated information from awarding bodies on administrative

procedures, key tasks, key dates and deadlines. Key tasks are undertaken and deadlines met. They recruit, train and organise a team of internal/external invigilators; appoint lead invigilators, as

required and keeps a record of the training provided. Awarding bodies are notified before the associated entries are submitted, where a candidate is being

taught and prepared for examinations and assessments by a relative or where a relative of exam office staff is being entered for examinations and assessments.

Senior Leaders Team (SLT) Senior Leaders must be familiar with the contents, refer to and direct relevant centre staff to annually

updated JCQ publications.

Special Educational Needs Co-ordinator (SENCo) Is familiar with the contents, refers to and directs relevant centre staff to annually updated JCQ

publications. Leads on the access arrangements and reasonable adjustments process. 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 and

evidence of student’s rights to reasonable adjustments.

Curriculum Leaders/Subject Leaders (CLs/SLs) Ensure teaching staff undertake key tasks, as detailed in this policy, within the exams process and meet

internal deadlines set by the Examinations Officer and SENCo. Ensure teaching staff keep themselves updated with awarding body teacher-specific information to

confirm effective delivery of qualifications. Ensure 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 Examinations Officer and SENCo. Keep updated with awarding body teacher-specific information to confirm effective delivery of

qualifications. Attend relevant awarding body training and update events.

Invigilators Attend training, update, briefing and review sessions as required. Provide information as requested on their availability to invigilate. Sign a confidentiality and security agreement and confirm whether they have any current

maladministration/malpractice sanctions applied to them.

Administration Staff Support the Examinations Officer in dealing with exam related deliveries with regard to the security of

confidential materials

Premises Staff Support the Examinations Officer in relevant matters relating to exam rooms and resources

The Exam CycleThe exams management and administration process that needs to be undertaken for each exam series is referred to as the exam cycle and relevant tasks required within this can be grouped into the following stages:

Planning Entries Pre-exams Exam time Results and Post-results

Qualifications The qualifications offered at Harlington School are decided by the Senior Leadership Team with delegated responsibility for Curriculum Management in consultation with Curriculum Leaders.The types of qualifications offered are GCSEs, iGCSEs, GCE AS and A2, BTECs, CiDA, QCF/NQF Level 1 and 2 certificates, Edexcel Certificates, Functional Skills and Cambridge Technical Certificates.The subjects offered for these qualifications in any academic year will be published in the School’s Prospectus or similar documentation for that year.

This policy identifies roles and responsibilities of centre staff within this cycle.

Planning: Roles and ResponsibilitiesInformation SharingHead of Centre

Directs relevant centre staff to annually updated JCQ publications.

Examinations Officer Signposts relevant centre staff to JCQ publications and awarding body documentation relating to the

exams process that has been updated.


Signposts relevant centre staff to JCQ information that should be provided to candidates. As the centre administrator, approves relevant access rights for centre staff to access awarding body

secure extranet sites

Information GatheringExaminations 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.

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 and conduct.

Curriculum Leaders/Subject Leaders Responds to requests from the Examinations Officer. Meets the internal deadline for the return of information. Informs the Examinations Officer 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 arrangementsHead of Centre

Ensure there is appropriate accommodation for candidates requiring access arrangements in the centre Ensures a written process is in place to not only check the qualification(s) of their assessor(s) but that

the assessment process is administered correctly Ensures the SENCo is fully supported in effectively implementing access arrangements and reasonable

adjustments once approved

SENCo Works with appointed Access Arrangements Assessor to assess candidates to identify access

arrangements requirements. Gathers evidence to support the need for access arrangements for a candidate. Liaises with teaching staff to gather evidence of normal way of working of an affected candidate. Determines candidate eligibility for arrangements or adjustments that are centre-delegated. Gathers signed data protection notices from candidates where required. 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 Examinations Officer regarding exam time arrangements for access arrangement

candidates. Ensures staff appointed to facilitate access arrangements for candidates are appropriately trained and

understand the rules of the particular arrangement(s) and keeps a record of the training provided to facilitators.

Provides and annually reviews the centre’s Word Processor Policy for use in exams and assessments. Use of Word Processor in Exams Policy is available on the Staff Shared drive under Examinations/Policies.

Ensures criteria for candidates granted separate invigilation within the centre is clear, meets JCQ regulations and best meets the needs of individual candidates and remaining candidates in main exam rooms. Separate Invigilation Policy is available on the Staff Shared drive under Examinations/Policies.

Senior Leaders, Curriculum Leader, Subject Leaders, Teaching staff


Support the SENCo in identifying and implementing appropriate access arrangements

Internal Assessment and EndorsementsHead of Centre

Ensures an Internal Appeals Procedure relating to internal assessment decisions is in place for a candidate to appeal against and request a review of the centre’s marking. Internal Appeals Procedure is available on the Staff Shared drive under Examinations/Policies.

Ensures a policy for the management of controlled assessment is in place for legacy GCSE qualifications still being delivered which include elements of controlled assessment. Controlled Assessment Policy and Risk Assessment is available on the Staff Shared drive under Examinations/Policies.

Ensures a Non-Examination Assessment policy is in place for new GCE and GCSE qualifications which include components of non-examination assessment. Non-Examination Assessment Policy is available on the Staff Shared drive under Examinations/Policies.

Ensures irregularities are investigated and any cases of suspected malpractice reported to the awarding body, as required

Senior Leaders Team 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 (including where relevant, private candidates)

Ensure appropriate internal moderation, standardisation and verification processes are in place

Curriculum Leaders/Subject Leaders Ensures teaching staff delivering legacy GCSE qualifications (which contain elements of controlled

assessment) follow JCQ Instructions for conducting controlled assessments and the specification provided by the awarding body.

Ensures teaching staff delivering legacy GCE unitised AS and A-level qualifications and (which include elements of coursework) Entry Level or Project qualifications follow JCQ Instructions for conducting coursework and the specification provided by the awarding body.

Ensures teaching staff delivering new GCE & GCSE specifications (which include components of non-examination assessment) follow JCQ Instructions for conducting non-examination assessments and the specification provided by the awarding body.

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

Ensures teaching staff inform candidates of their centre assessed marks as a candidate may request a review of the centre’s marking before marks are submitted to the awarding body.

Teaching Staff Ensure appropriate instructions for conducting internal assessment are followed. Ensure candidates are aware of JCQ and awarding body information for candidates on producing work

that is internally assessed (controlled assessments, coursework, non-examination assessments, social media) prior to assessments taking place.

Ensure candidates are informed of their centre assessed marks as a candidate may request a review of the centre’s marking before marks are submitted to the awarding body

Examinations Officer Identifies relevant key dates and administrative processes that need to be followed in relation to

internal assessment Signposts teaching staff to relevant JCQ ‘Information for Candidates’ documents that are annually

updated

Invigilation


Head of Centre Ensures relevant support is provided to the Examinations Officer in recruiting, training and organising a

team of invigilators. Ensure contracted staff who act as invigilators or to facilitate an access arrangement, that such persons

are competent and fully trained, understanding what is and what is not permissible. Determines if additional invigilators will be deployed in timed Art exams in addition to the subject

teacher.

Examinations Officer Recruits additional invigilators where required to effectively cover all examinations throughout the

academic year. Collects information on new recruits to identify if they have invigilated previously and if any current

maladministration/malpractice sanctions are applied to them. Provides an annual training event for new invigilators and an update event for invigilators on the

conduct of exams. Ensures invigilators supervising access arrangement candidates understand their role and the

rules/regulations of access arrangements. 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 ResponsibilitiesEstimated EntriesExaminations Officer

Requests estimated or early entry information, where this may be required by awarding bodies, from Curriculum Leaders/Subject Leaders in a timely manner to ensure awarding body external deadlines for submission can be met.

Estimated entries collection and submission. Estimate Entries will be submitted to Awarding Bodies via their extranet services. Estimates will be based on the finalised number of students in each subject taken from the class list in the Schools Information Management System (SIMs).

Curriculum Leaders/Subject Leaders Provides information requested by the Examinations Officer by the requested internal deadline. Informs the Examinations Officer immediately of any subsequent changes to information.

Final EntriesExaminations Officer

Requests final entry information from Curriculum Leaders/Subject Leaders in a timely manner to ensure awarding body external deadlines for submission can be met.

Informs Curriculum Leaders/Subject Leaders of subsequent deadlines for making changes to final entry information without charge.

Confirms with Curriculum Leaders/Subject Leaders 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. Final entries will be requested from Teaching Staff in a timely manner before Awarding Body deadlines. Teaching Staff will be requested to complete Entry Marksheets in the Schools Information Management System (SIMs). Entry marksheets will be checked for accuracy by Curriculum Leaders and Senior Leaders. All students are expected to be entered for all examinations. Withdrawals will only be accepted from Senior Leaders with designated responsibility.

Submission of entries to Awarding Bodies will be made via the A2C application.


Curriculum Leaders/Subject Leaders Provides information requested by the Examinations Officer by the advertised internal deadline Inform the Examinations Officer immediately, or at the very least prior to the deadlines, of any

subsequent changes to final entry information, which may includeo changes to candidate personal detailso amendments to existing entrieso withdrawals of existing entries (once authorised by Senor Leaders)

Checks final entry submission information provided by the Examinations Officer and confirms information is correct

Entry FeesCandidate and faculties will not be charged for changes to tier or withdrawals made by the correct procedures within the time allowed by the Awarding Bodies.

Alternations arising from administrative processes will also not be changed to candidates or faculties provided these are submitted within the allotted time.

GCSE entry exam fees will be paid for by the centre AS entry fees will be paid for by the centre A2 entry fees will be paid for by the centre Functional Skills entry fees will be paid for by the centre CiDA registration and exam entry fees will be paid for by the centre BTEC registration fees will be paid for by the centre

Late Entry or Amendment fees will be charged to Faculty budgets.

Fee reimbursement may be sought from Candidates:

o If they fail to sit an exam.o If they do not meet the necessary coursework/ controlled assessment/ NEA requirements without

medical evidence or evidence of other mitigating circumstances.o If they wish to take a second resit.

Late EntriesExaminations Officer

Has clear entry procedures in place to minimise the risk of late entries. Charges any late or other penalty fees to faculty budgets.

Curriculum Leaders/Subject Leaders Minimises the risk of late entries by;

o following procedures identified by the Examinations Officer in relation to making final entries on time.

o meeting internal deadlines identified by the Examinations Officer for making final entries.

Resit EntriesResits of allowable qualifications are allowed and will be paid for by the centre on the first resit.Subsequent resits will be charged to candidates.

Private CandidatesHarlington School does not accept entries from Private Candidates


Transfer of CreditTransfer of Credit arrangements allow for GCE AS candidates to transfer between specifications or awarding bodies midway through a unitised GCE A-level course. Candidates must have completed and certificated a GCE AS award. New GCE linear AS specification cannot be transferred to a legacy GCE unitised A-level specification.

Examinations 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

Head of Sixth Form, Teaching Staff Identify affected candidates to the Examinations Officer

Candidate Statements of EntryExaminations Officer

Provides candidates with statements of entry for checking

Teaching Staff Ensure candidates check statements of entry and return any queries to the Examinations Officer

Candidates Confirm entry information is correct or notify the Examinations Officer of any discrepancies

Pre-Exams: Roles and ResponsibilitiesAccess ArrangementsSENCo

Ensure appropriate arrangements, adjustments and adaptations are in place to facilitate access for candidates where they are disabled within the meaning of the Equality Act.

Ensure a candidate is involved in any decisions about arrangements, adjustments and /or adaptations that may be put in place for them.

Ensure exam information (JCQ ‘Information for Candidates’ information, individual exam timetable etc.) is adapted where this may be required for a disabled candidate to access it.

Allocates appropriately trained centre staff to facilitate access arrangements for candidates in exams and assessments (ensuring that the facilitator appointed meets JCQ requirements and fully understands the rule of the particular access arrangement).

Ensure the necessary and appropriate steps are undertaken to gather an appropriate picture of need and demonstrate normal way of working for candidates and ensure that the candidate is assessed by the centre’s appointed assessor.

Briefing CandidatesExaminations Officer

Issues individual exam timetables to candidates Prior to exams, issues relevant JCQ information and awarding body information to candidates. Issues centre exam information to candidates including information on:

Dispatch of Exam ScriptsExaminations 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 GradesCurriculum Leaders/Subject Leaders

Where required by the Awarding Body, ensure teaching staff provide estimated grade information to the Examinations Officer by the internal deadline.

Examinations Officer Submits estimated grade information to awarding bodies to meet the external deadline. Keeps a record to track what has been sent.

Internal Assessment and EndorsementsHead of Centre

Ensure procedures are in place for candidates to appeal internal assessment decisions and make requests for reviews of marking.

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

internal assessments and practical endorsements.

Teaching Staff Support the SENCo in implementing appropriate access arrangements for candidates undertaking

internal assessments and practical endorsements. Assess and authenticate candidates’ work. Assess endorsed components. Ensure candidates are informed of centre assessed marks prior to marks being submitted to awarding

bodies.

Curriculum Leaders/Subject Leaders Ensure teaching staff assess and authenticate candidates’ work to the awarding body requirements. Ensure teaching staff assess endorsed components according to awarding body requirements. Ensure teaching staff provide marks for internally assessed components and grades for endorsements of

qualifications to the Examinations Officer by the internal deadline. Ensure teaching staff provide required samples of work for moderation and sample recordings for

monitoring to the Examinations Officer by the internal deadline.

Examinations Officer Submits marks, endorsement grades and samples to awarding bodies or moderators to meet the

external deadline. Keeps a record to track what has been sent. Logs moderated samples returned to the centre. Ensures teaching staff are aware of the requirements in terms of retention and subsequent disposal of

candidates’ work.

Candidates Authenticate their work as required by the awarding body.


InvigilationExaminations Officer

Provide invigilation training and update invigilators annually. Organise invigilators effectively to exam rooms throughout an exam series. Allocate invigilators to exam rooms according to the required ratios. Liaise with the SENCo regarding the facilitation and invigilation of access arrangement candidates.

SENCo Liaise with the Examinations Officer regarding facilitation and invigilation of access arrangement

candidates. Organise provision of a roving invigilator to regularly enter and observe the rooms where a candidate

and invigilator acting as a practical assistant, reader or scribe are accommodated on a 1:1 basis.

Invigilators Provide information as requested on their availability to invigilate throughout an exam series.

JCQ Inspection VisitExaminations Officer, Senior Leader

Accompany the Inspector throughout the visit.

Seating and Identifying Candidates in Exam RoomsExaminations Officer

Ensure a procedure is in place to verify candidate identity. Candidate Identification Policy is available on the Staff Shared drive under Examinations/Policies.

Ensure invigilators are aware of the procedure. Provide seating plans for exam rooms according to JCQ and awarding body requirements.

Invigilators Follow the procedure for verifying candidate identity provided by the Examinations Officer. Seat candidates in exam rooms as instructed on the seating plan.

Security of Exam MaterialsExaminations 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

Administration Staff Follow process to record confidential materials delivered to the centre and issue them to the

Examinations Officer.

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 RoomingExaminations Officer

Produce a master centre exam timetable for each exam series. Identifies and resolves candidate exam clashes. Identifies exam rooms and specialist equipment requirements. Allocates invigilators to exam rooms according to required ratios. Liaises with Premises 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 Examinations Officer 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.

Premises staff Liaise with the Examinations Officer to ensure exam rooms are set up according to JCQ and awarding

body requirements

Alternative Site ArrangementsExaminations Officer

Ensures question papers will only be taken to an alternative site where the published criteria for an alternative site arrangement has been met.

Will inform the JCQ Centre Inspection Service using the JCQ Alternative Site form of any alternative sites that will be used to conduct timetabled examination components of the qualifications listed in the JCQ regulations.

Transferred Candidate ArrangementsExaminations Officer

Liaises with the host or entering centre, as required. Processes requests to meet awarding body deadlines.

Internal ExamsExaminations Officer

Prepares for the conduct of internal exams under external conditions. Provides a centre exam timetable of subjects and rooms. Arranges invigilation.

Curriculum Leaders/Subject Leaders Provides seating plans for exam rooms. Provides internal exam papers. Provides required resources for exams. Leads invigilation of exam.

SENCo


Liaises with teaching staff to make appropriate arrangements for access arrangement candidates.

Teaching Staff Supports invigilation of exam.

Exam Time: Roles and ResponsibilitiesAccess ArrangementsExaminations Officer

Has a process in place to deal with emergency access arrangements as they arise at the time of an exam.

SENCo Provides cover sheets for access arrangement candidates’ scripts where required for particular

arrangements

Candidate AbsenceCandidates who are absent for an exam will be contacted by the school to establish their reason for absence.

All candidates will be encouraged to attend the School for their exam. Candidates absent due to ill health and unable to attend school will be asked to provide medical evidence.

Candidates may be collected by appropriate staff, if available and bought to school so they can attend their exam.

All absent candidate’s details will be passed on to their Head of Year or the Senior Leadership Team.

Invigilators Aware of the Candidate Absence process for dealing with absent candidates. Ensure that confirmed absent candidates are clearly marked on the attendance register and seating

plan.

Finance Staff Seek reimbursement of exam fees from candidates for unauthorised absence in exams.

Candidates Reimburse exam entry fees to the School for any unauthorised absence from exams.

Candidate Late ArrivalCandidates who arrive after the starting time of their exam must report to the Examinations Officer immediately upon arrival.Candidates will be asked to explain their reason for late arrival. Dependant on the time of arrival a decision will be made to allow the candidate to sit the exam or not.Candidates who arrive within 30 minutes of the published start time of the exam will be permitted into the exam, provided they do not disturb other candidates. Candidates will have the remainder of the exam time and no additional time will be given.Candidates who arrive 30 minutes after the official published start time of the exam will not be allowed into the examination. Candidates that have extenuating circumstances will be asked to submit proof and where applicable an application for Special Considerations will be submitted.


Examinations Officer Ensure 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 Informed of the process for dealing with late arriving candidates through training. Ensure that relevant information is recorded on the exam room incident log

Conducting ExamsHead of Centre

Ensures venues used for conducting exams meet the requirements of JCQ and awarding bodies.

Examinations Officer Ensures exams are conducted according to JCQ and awarding body instructions. Uses a checklist to ensure each exam session is fully prepared for, unplanned events can be dealt with

and associated follow-up is completed.

Dispatch of Exam ScriptsExaminations Officer

Dispatches scripts as instructed by JCQ and awarding bodies Keeps appropriate records to track dispatch

Exam Papers and MaterialsExaminations Officer

Organises exam question papers and associated confidential resources in date order in secure storage. Attaches erratum notices received to relevant exam question paper packets. Collates attendance registers and examiner details in date order. Regularly checks mail or inbox for updates from awarding bodies. In order to avoid potential breaches of security, ensures prior to question paper packets being opened

that another member of staff or an invigilator checks the time, date and paper details Where allowed by the awarding body, only releases exam papers and materials to Curriculum

Leaders/Subject Leaders 24 hours after the published finishing time of the exam.

Exam Accommodation Food and drink is allowed in the examinations room at the discretion of the Examinations Officer.

All food and drink brought into the examination room by the candidate must be in line with the school’s healthy eating ethos and free from packaging and labelling.

Examinations Officer Ensure that prior to exams commencing, revision or coaching sessions for candidates will not be held in

the designated exam room(s). Ensure only authorised centre staff are present in exam rooms. Ensure information relating to food and drink that may be allowed in exam rooms is clearly

communicated to candidates. Ensure exam rooms are set up and conducted as required in the regulations.


Provide invigilators with appropriate resources to effectively conduct exams. Briefs invigilators on exams to be conducted on a session by session basis (including the arrangements

in place for any transferred candidates). Ensure sole invigilators have an appropriate means of summoning assistance. Ensure invigilators understand how to deal with candidates who may need to leave the exam room

temporarily. Provide authorised exam materials which candidates are not expected to provide themselves. Ensure invigilators and candidates are aware of the emergency evacuation procedure.

SENCo Ensure 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 Team 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 Procedures is available on the Staff Shared drive under Examinations/Policies.

Premises Staff Ensure exam rooms are available and set up as requested by the Examinations Officer. 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 by JCQ and Awarding Body regulations.

Candidates Are required to remain in the exam room for the full duration of the exam. Be respectful to staff, invigilators and other candidates. Conduct themselves in an appropriate manner in line with School policy and Examination regulations.

Irregularities /Malpractice/Maladministration Head of Centre

Ensure any cases of alleged, suspected or actual incidents of malpractice or maladministration before, during or after examinations/assessments (by centre staff, candidates, invigilators) are investigated and reported to the awarding body immediately, by completing the appropriate documentation.

Senior Leaders Ensure support is provided for the Examinations Officer and invigilators when dealing with disruptive

candidates. Ensure that internal disciplinary procedures relating to candidate behaviour are instigated, when

appropriate.

Examinations Officer Provide an exam room incident log in all exam rooms for recording any incidents or irregularities. Action 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.

Special Consideration s Examinations Officer

Ensure a Policy for Special Considerations is in place. Special Considerations Policy is available on the Staff Shared drive under Examinations/Policies.

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.

Candidates Provide appropriate evidence to support special consideration requests, where required.

Unauthorised MaterialsCandidates will be requested to leave their bags and coast along with any other unauthorised materials in a designated section of the exam room. This designated area will be indicated to the students upon arrival in the exam room and will be a place of closer monitoring by invigilators and out of reach of candidates. Invigilators must ensure that prior to the start of the exam, no unauthorised materials, including personal belongings are stored below candidate’s desks.Invigilators must also request that candidates remove their wrist watches, leaving them with unauthorised materials or placing them on their desks. Candidates may at the discretion of the Examinations Officer be prohibited from bringing wrist watches into the exam room.

Invigilators Are informed of the arrangements through training

Internal ExamsExaminations Officer

Brief invigilators on conducting internal exams.

Invigilators Conduct internal exams as briefed by the Examinations Officer or Curriculum Leader/Subject Leader in

charge.

Results and Post-Results: Roles and ResponsibilitiesInternal AssessmentCurriculum Leaders/Subject Leaders

Ensure 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.

Ensure work is returned to candidates or disposed of according to the requirements.

Managing Results DaySenior Leadership Team

Identify centre staff who will be involved in results days and their role. Ensure Senior Leaders and members of teaching staff are accessible to candidates after the publication

of results so that results may be discussed and decisions made on the submission of enquiries.Copyright © Harlington School 2018

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Examinations Officer Works with senior leaders to ensure procedures for managing results days are in place.

Results Day Overviewo Results will be issued to students between 08:00 and 12:00 on the publicised dates, in the Main

Hall. Details of Results Day, including dates, times and venues will be published to candidates.o Students unable to attend between these hours may request in writing for a named individual

to collect results on their behalf. Letter must be received by the Examinations Officer before results day. Candidates may alternatively provide a self-stamped addressed envelope so that results can be posted.

o Results will be provided in sealed envelopes and arranged in alphabetically order by Surname.o Students will present themselves to the allocated table, speak to the assigned member of staff

and collect their results.o Students will be required to sign for their results before receiving them from the member of

staff.o Examinations staff will be available to provide support to candidates and answer any queries or

concerns. Subject staff, Senior Leaders and Careers Advisors will be available to offer a variety of advice and guidance.

Premises Staff Ensure the school is open and accessible to staff and candidates, as required. Provide setup of rooms as directed by the Examinations Officer.

Accessing ResultsExaminations 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 Results Day. Provides summaries of results for relevant centre staff on Results Day.

Post-Results ServicesHead of Centre

Ensure an internal appeals procedure is available where candidates disagree with any centre decision not to support a clerical check, a review of marking, a review of moderation or an appeal.

Understands that in the event of an awarding body initiating an extended review of marking, candidates’ marks and subject grades may be lowered, confirmed or raised.

Examinations Officer Provide information to candidates and staff on the services provided by awarding bodies and the fees

charged. Publishes internal deadlines for requesting the services to ensure the external deadlines can be

effectively met. Provides a process to record requests for services and collect candidate informed consent after the

publication of results and fees where relevant. Submits requests to awarding bodies to meet the external deadline. Tracks requests to conclusion and informs candidates and relevant centre staff of outcomes. Updates centre results information.


Teaching Staff Meet internal deadlines to request the services and gain relevant candidate informed consent. Collect candidate informed consent after the publication of results.

Candidates Meet internal deadlines to request post results services. Provide informed consent and fees.

Analysis of ResultsExaminations Officer

Provides analysis of results to appropriate centre staff Provides results information to external organisations where required Undertakes the Secondary School and College (Key Stage 4/16-18) Performance Tables September

Checking Exercise.

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

Certificates will be retained for one year following their issue. After which time certificates will be returned to the relevant Awarding Body or confidential destroyed. A record of certificates that have been destroyed will be kept for 4 years following their date of destruction.

Candidates May arrange for certificates to be collected on their behalf by providing the Examinations Officer with

written or email permission detailing a named authorised person. The named authorised person must provide ID evidence on collection of certificates.

May request for their certificates to be posted to an address be providing a self-stamped addressed envelope and giving consent that they understand the school cannot be liable for any loss or damage that occurs to certificates during the postal process.

Review: Roles and ResponsibilitiesExaminations Officer

Provide the Senior Leadership Team 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 Leadership Team Work with the Examinations Officer to produce a plan to action any required improvements identified in

the review.

Retention of Records: Roles and ResponsibilitiesExaminations Officer

Keeps records as required by JCQ and awarding bodies for the required period. Keeps records as required by the centre’s records management rules. Provides an Exams Archiving Policy that identifies information held, retention period and method of

disposal. Exams Archiving Policy is available on the Staff Shared drive under Examinations/Policies.


Documents

· Web viewProvides and annually reviews the centre’s Word Processor Policy for use in exams and assessments. Use of Word Processor in Exams Policy . is. available on the Staff