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Exams Policy

Untitled Document

Author :

Emma Silvestri-Fox, Sian Goldhawk

Reviewed By :

Peter Marett, Sian Goldhawk

Date :

October 2020

Shared with Staff :

October 2020

Shared with Governors :

October 2020

Next Review :

October 2021

RATIONALE

At Jersey College for Girls we aim to provide all students with the opportunity to achieve their full potential in all areas, including external exams. In order for all students to excel in their exams we strive to have an exams system which is efficiently run and which is transparent so that all parties: staff, students and parents, understand their roles within it. We aim to ensure that all parties understand and adhere to the regulations regarding exams, non-examined assessments and coursework and that they are aware of the services available to them prior to, during and following exams and the release of results.

Aims of this Exams Policy:

  • To ensure the planning and management of exams is conducted efficiently and in the best interest of students
  • To ensure the operation of an efficient exam system with clear guidelines for all relevant staff
  • To ensure that all Joint Council for Qualifications (JCQ) guidelines and Cambridge International guidelines are adhered to by all parties involved in exams

It is the responsibility of everyone involved in the College’s (hereafter referred to as the Centre) exam processes to read, understand and implement this policy.

This exam policy will be reviewed every two years.

This exam policy will be reviewed by the SLT and the Exams Officer.

PROCEDURES

Roles and Responsibilities

Staff and students

  • Must be aware that where malpractice is suspected or alleged their personal data may be shared with awarding bodies, the qualifications regulator or professional bodies.

Head of Centre (The Principal)

Overall responsibility for the College as an exam centre:

  • is responsible for ensuring that they are up to date with changes in examination regulations and supporting relevant exams staff to attend training as required
  • advises on appeals and re-marks in conjunction with relevant staff; and
  • is responsible for reporting all suspicions or actual incidents of malpractice.
  • is responsible for reporting any conflicts of interest in the centre
  • is responsible for making decisions, on the advice of Heads of Faculty, about whether or not to enter students for exams

Assistant Head Teacher Exams

  • oversees the work of the Exams Officer and ensures they receive adequate training opportunities
  • ensures that they are up to date with exam regulations and attends relevant training
  • ensures that examination procedures have been followed;
  • ensures that the College Coursework Guidelines have been followed;
  • advises the SLT on changes to exams; and
  • liaises with examination boards as appropriate to support the Exams Officer and teaching staff.

Exams Officer

Manages the administration of public and internal exams:

  • advises the Senior Leadership Team, Heads of Department, subject teachers, students and other relevant support staff on annual exam timetables and application procedures as set by the various exam boards (including informing parents as soon as possible if an exam is scheduled on a non-school day);
  • oversees the production and distribution to staff and students of an annual calendar for all exams in which students will be involved and communicates regularly with staff concerning imminent deadlines and events;
  • ensures that adequate invigilators are present at each exam;
  • ensures that students and their parents are informed of and understand those aspects of the exam timetable that will affect them;
  • consults with teaching staff to ensure that necessary coursework is completed on time and in accordance with JCQ or Cambridge International guidelines and our own internal guidelines;
  • receives, checks and stores securely all exam papers and completed scripts;
  • 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 Exams (The Orange Book);
  • identifies and manages exam timetable clashes;
  • accounts for income and expenditure relating to all exam costs/charges;
  • organises the training and monitoring of a team of exam invigilators responsible for the conduct of exams (in accordance with JCQ and Cambridge International guidelines) and keeps records of that training for inspection;
  • passes relevant paperwork to HoDs so that they can submit coursework / non-examination assessment (NEA) marks and advises them of the need to inform students of their marks allowing time to request a review of internal marking (see Appendix 11);
  • maintains a spreadsheet to record coursework / non-examination assessment (NEA) – date marked, by whom, date shared with student, form received, samples sent/by whom.
  • ensures that Heads of Department submit students’ coursework marks; tracks despatch and stores returned coursework and any other material required by the appropriate awarding bodies correctly and on schedule;
  • arranges for dissemination of exam results and certificates to students and forwards, in consultation with staff, any appeals/re-mark requests, posting re-mark results to students.
  • maintains systems and processes to support the timely entry of students for their exams.
  • Request conflict of interest information to all staff and logs as necessary, communicating the information with the Head of Centre

Heads of Department/Heads of Faculty

Have responsibility for:

  • ensuring that Schemes of Work meet the exam board’s specification requirements;
  • informing SLT of any change in specification;
  • guidance and pastoral oversight of students who are unsure about exam entries or amendments to entries;
  • involvement in post-results procedures;
  • accurate completion of coursework / NEA mark sheets and declaration sheets;
  • posting of coursework and NEAs via the College Office; and
  • accurate completion and checking of entry and all other mark sheets and adherence to deadlines as set by the Exams Officer
  • Informing SLT if any member of their department is working for an exam board (e.g. as marker) as this must not be mentioned in any College publications/website etc.
  • Informing the Exams Officer if they are preparing any of their own children or relatives for exams.

ENCO

Has responsibility for:

  • notification of students who require access arrangements (as soon as possible after the start of the course);
  • keeping up to date with regulations and deadlines for access arrangements;
  • applying for access arrangements to JCQ & Cambridge International;
  • gathering and filing records of evidence of need;
  • submission of student names to Heads of Department/Exams Officer;
  • identification and testing of students’ requirements for access arrangements; and
  • provision of additional support — with spelling, reading, mathematics, dyslexia or essential skills, hearing impairment, English for speakers of other languages, IT equipment — to help students achieve their course aims.

Lead Invigilator/Invigilators

Have responsibility for:

  • completing annual training and signing a declaration (Appendix 10)
  • efficient start and invigilation of exams, ending of exams and returning of papers to office when necessary;
  • collection of all exam papers in the correct order at the end of the exam;
  • starting and finishing exams as appropriate, including preparation of examination rooms and organising the safe return of scripts; and
  • supervision of clash candidates and students with access arrangements.

Parents 

Have responsibility for:

  • ensuring that their daughter has checked her exam entries, name and date of birth (to ensure accuracy of certificates) and reporting any problems to the Exams Officer;
  • ensuring that their daughter arrives punctually for all exams;
  • informing the College Office if they are going to be late for an exam or if they are unwell on the day of an exam; and
  • ensuring that their daughter completes coursework to meet the College Coursework deadline.
  • Communicating any exam related queries to the College and not to the exam boards directly.
  • Considering carefully any request for review of marking and submitting applications fully and on time.

Students

Have responsibility for:

  • checking of exam entries and reporting any problems to the Exams Officer;
  • understanding coursework/NEA regulations and signing a declaration that authenticates the coursework as their own;
  • adhering to all Centre, JCQ and Cambridge International regulations at all times;
  • discussing any withdrawal from an examination with subject teachers / exams officer / tutor;
  • arriving punctually for all exams with all the necessary equipment;
  • informing the College Office if they are going to be late for an exam; and
  • requesting reviews of marking and returned scripts in consultation with teachers and parents within the given deadline ensuring application is completed in full.

Administrative staff/Caretaking staff

Have responsibility for:

  • supporting the Exams Officer;
  • receiving exam papers that are delivered and communicating immediately to ensure secure storage, as follows:
    1. Office staff sign for confidential exam material when it arrives
    2. Office staff immediately contact Caretakers and Exams Officer to inform them
    3. Caretakers immediately remove confidential exam material from the office to the secure storage
    4. Exams Officer checks and logs the receipt and files in secure cabinet
  • aid in the allocation or rooms for exams and ensure correct set up,
  • posting of exam papers; and
  • printing of exam scripts.

Relationship to other policies

Internal Policies:

Assessment policy

Coursework guidelines

ISN Policy

Disability Policy

CONTENTS

  1. The statutory tests and qualifications offered
  2. Exam sessions and timetables
  3. Entries, entry details, late entries and retakes
  4. Exam fees
  5. Special needs and access arrangements
  6. Managing invigilators and exam days
  7. Students, clash students and special consideration
  8. Coursework and appeals against internal assessments
  9. Results, reviews of marking (ROMs) and access to scripts (ATS)
  10. Certificates


  1. The statutory tests and qualifications offered

The statutory tests and qualifications offered at this Centre are decided by the Head of Centre, Heads of Faculty and the Heads of Departments.

The statutory tests and qualifications offered are GCSE, IGCSE, A levels, EPQ, BTEC and IFS

The subjects offered for these qualifications in any academic year may be found in the Centre’s published prospectus for that year. If there has been a change of syllabus from the previous year, the Exams Officer must be informed in the summer term in the year preceding the change.

At Key Stage 4:

All students will be entitled and enabled to achieve an entry for qualifications from an external awarding body.

At Post-16:

It is expected that the majority of students will complete 3 A levels in Year 13

  1. Exam sessions and timetables
  1. Exam sessions 

External exams are scheduled in November (English Language and Maths re-sits only) and May / June. IFS exam sessions take place in January, March, April and November.

The Head of Centre and the Heads of Department decide which exam sessions are used in the Centre.

  1. Timetables

The Exams Officer will send the exam timetables for external exams home.

The Exams Officer will post external exam timetables on the College website.

  1. Entries, entry details, late entries and retakes
  1. Entries

Students are selected for their exam entries by the subject teachers.

A student or parent/student can request a subject entry, change of level or withdrawal via head of department and head of school.

The Centre accepts re-sit entries from ex-students and staff but does not accept external candidates.

  1. Late entries

Entry deadlines are circulated to Heads of Department by the Exams Officer.

Any late entries are authorised by subject teachers and would have to be paid for by departments.

  1. Re-sits

Students are allowed resits in GCSE and A level exams. Decisions on these will be in consultation with students, teachers and parents.

(See also section 4: Exam fees)

  1. Exam fees

GCSE initial registration and entry exam fees are paid by the Centre.

A level initial registration and entry exam fees are paid by the Centre.

Late entry or amendment fees are paid by the departments. If the late entry is caused by the student then they will be responsible for paying the late fees themselves.

Students 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.

Reimbursement will be sought from students who fail to sit an exam or meet the necessary coursework requirements.

Re-sit fees for first and any subsequent re-sits are paid by the students.

(See also section 3. Resits)

Candidates taking exams for subjects which are not taught as part of the JCG curriculum or candidates who are no longer attending College may be entered for external exams at the discretion of the Head of Centre. They will be charged fees (see Appendix 12 for details). They should be made aware of these and pay prior to entry.

Students must pay the fee for an enquiry about a result.

(See also section 10. Enquiries about results [EARs])

  1. Special Needs and Access Arrangements
  1. Special Needs 

A student’s special needs requirements are determined by the ENCO, doctor, pastoral teacher and the educational psychologist / specialist teacher.

The ENCO will inform subject teachers of students with special educational needs. The ENCO can then inform individual staff of any special arrangements that individual students may be granted during the course and in the exam. Individual staff will be expected to keep evidence of the student’s normal way of working.

Where there is a specific or suspected disability we will refer to our Disability Policy.

  1. Access arrangements

Making special arrangements for students to take exams is the responsibility of the Exams Officer.

Submitting completed access arrangement applications to the awarding bodies is the responsibility of the ENCO in liaison with the Exams Officer.

Rooming for access arrangement students will be arranged by the Exams Officer and the Office Manager.

A Separate room will only be issued under JCQ regulations (see pg.69 JCQ ICE booklet). ‘Separate invigilation reflects the candidate’s normal way of working in internal school tests and mock examinations as a consequence of a long term medical condition or a long term social, mental or emotional needs.’

Invigilation and support for access arrangement students will be organised by the Exams Officer.

  1. Managing invigilators and exam days
  1. External invigilators will be used for most exam supervision.

The recruitment of invigilators is the responsibility of the Exams Officer.

Securing the necessary Disclosure and Barring Service (DBS) clearance for new invigilators is the responsibility of the Principal’s PA

DBS fees for securing such clearance are paid by the Centre.

Invigilators are timetabled and briefed by the Exams Officer

Invigilators’ rates of pay are set by the Government of Jersey.

An invigilators’ booklet stating all guidelines is available.

Prior to all public exams the Exams Officer carries out a training session for invigilators and keeps a record of this for inspection.

Invigilators sign an annual declaration (Appendix 10)

  1. Exam days

The Office Manager will book all exam rooms after liaison with other users and the Exams Officer will make the question papers, other exam stationery and materials available for the invigilator.

Site management is responsible for setting up the allocated rooms.

The Exams Officer/lead invigilator will start all exams in accordance with JCQ / Cambridge International guidelines.

Subject staff are requested not to enter the exam room and to give any pre-exam briefing outside the exam room.

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

Any teacher present at the beginning of an exam will be there to help check students, paper tiers, erratum notices and to help administer the start of the exam. Teachers of the exam subject are not allowed in the room. Exam papers must not be removed from the exam room before the end of a session. Papers will be distributed to Heads of Department according to JCQ and Cambridge International regulations.

  1. Students, clash students and special consideration

The JCQ / Cambridge International regulations on behaviour and students’ use of mobile phones and all electronic devices applies at all times.

Students’ personal belongings remain their own responsibility and JCG accepts no liability for their loss or damage.

Disruptive students are dealt with in accordance with JCQ / Cambridge International guidelines.

Students may leave the exam room for a genuine purpose requiring an immediate return to the exam room, in which case a member of staff must accompany them.

The School Office is responsible for contacting students who are not present for their exams.

  1. Clash students

The Exams Officer will be responsible as necessary for identifying escorts, identifying a secure venue and arranging overnight supervision form.

  1. Special consideration

Should a student be too ill to sit an exam, suffer bereavement or other trauma or be taken ill during the exam itself, it is the student/parent’s responsibility to alert the office, or the exam invigilator, to that effect.

Any special consideration claim must be supported by appropriate evidence within five days of the exam, for example a letter from the student’s doctor.

The Exams Officer will then forward a completed special consideration form to the relevant awarding body.

  1. Coursework and appeals against internal assessments/Non-Examination Assessments (NEA)
  1. Students who have to prepare portfolios should do so by the end of the course or Centre-defined date.

Heads of Department will ensure all coursework is ready for despatch at the correct time and the school office will keep a record of what has been sent, when and to whom by means of Special Delivery.

Marks for all internally assessed work are provided to the Exams Officer or input directly into the examination board’s online system by the Heads of Department. Enough time should be allowed to inform students of their marks and to give them opportunity to request a review, if necessary, prior to submitting marks to the exam boards

  1. Review of internal marking and appeals against internal assessments

The procedure is published appendices 7 & 8 to this policy

  1. Results, review of marking (ROM) and access to scripts (ATS)
  1. Results

Students will collect their results from College on results day. All results are emailed to students during that day. Results cannot be collected by a third party.

Arrangements for the school to be open on results days are made by the Head of Centre.

The provision of staff on results days is the responsibility of the Head of Centre.

  1. Review of marking

ROMs may be requested by centre staff or students, in consultation with their subject teacher, if there are reasonable grounds for believing there has been an error in marking.

Students usually pay for ROMs themselves. (See section 4: Exam fees)

  1. Access to Scripts (ATS)

After the release of results, students may ask subject staff to request the return of papers or may request themselves within the allotted time.

Centre staff may also request scripts for investigation or for teaching purposes. For the latter, the consent of students must be obtained. If it is used with other students, the script must be anonymised.

Review of marking cannot be applied for once a script has been returned.

  1. Certificates

Certificates are presented in person or collected and signed for.

Certificates may be collected on behalf of a student by a third party, provided they have been authorised to do so in writing and on production of photographic identification.

Certificates not collected by a given date will be posted out to students.

Certificates are not withheld from students who owe fees.

APPENDICES

  1. JCG approach to coursework in KS4/KS5
  2. Exams contingency plan
  3. Procedure for student wanting to withdraw on day of exam
  4. Procedure for student failing to attend an exam
  5. Procedures for illness to ensure that exams continue
  6. Exams Emergency Evacuation Procedure
  7. Public Exams Review of Marking Policy
  8. Policy for requesting a review of marks relating to internal assessment decisions
  9. Appeals Procedure
  10. Invigilator Annual Declaration Form
  11. Template for issuing internally assessed tasks (NEAs) to students
  12. Fees for taking non-standard exams

APPENDIX 1 : JCG APPROACH TO COURSEWORK IN KS4/5

Remember the mantra: ‘There should be no surprises!’

Rationale

Coursework (or NEAs) are an essential component of many GCSE, A level subjects. The exact details and requirements vary from board to board and subject to subject, but essentially the work must be the student’s own work, verified by the school and submitted for marking by a specified date. The need for a systematic approach to coursework is essential if students are to maximise their success in this component of their examination and if all candidates are to be treated fairly. JCG will provide support, advice and a structured process for the management of coursework.

JCG Coursework Deadline Date

All coursework is to be completed by all students by the given date in mid March (published on the College’s calendar). It is expected that the minimum grade coursework will be a grade 4 (or equivalent) at GCSE and grade C at A level.

This coursework deadline date will allow lesson time afterwards to be devoted to exam revision. This should also make the administration of coursework and the associated form filling easier to manage.

The Head of Department in liaison with the Head of Faculty is responsible for

  • Incorporating coursework preparation into schemes of work for their subject so that coursework can be completed in time to meet the College deadline.
  • Supporting staff and students in the meeting of the whole school coursework deadline.
  • Amending schemes of work to reflect the JCG Coursework deadline
  • Publishing written guidelines for students and parents at the start of the course, stating interim deadlines for completion, how coursework is presented, marked, standardised and the percentage marks on offer
  • Ensuring that the completion and submission of coursework is monitored throughout the course and ‘chunked’ into manageable sections with departmental enforced deadlines.
  • Ensuring that satisfactory progress is made at each interim date
  • Logging concerns and actions on the College monitoring spreadsheet
  • Informing parents and Heads of School when interim deadlines are not adhered to and/or work is of substandard quality
  • Overseeing any action plans put in place to deal with late or substandard work
  • Ensuring that there is a departmental procedure set up to monitor submission of coursework, i.e. both student and subject teacher sign when coursework is submitted
  • Ensuring that all coursework is safely and securely stored

Assistant Headteacher Exams is responsible for

  • Monitoring coursework progress in Faculties with the help of Vice Principal (Curriculum) who includes ‘coursework monitoring’ as a rolling point on the agenda for their regular meetings with the HoFs
  • Publishing a College Coursework deadline
  • In conjunction with the Exams Officer / HoFS / HoDs, ensuring that coursework is submitted to the boards on time

When a student does not meet an interim deadline or the work is substandard the following will apply:

  1. The subject teacher informs parents, Head of Department (HOD) and Head of School
  2. The subject teacher meets with student to devise an action plan to ensure coursework is completed within 7 days
  3. The concern and action is logged on the coursework monitoring spreadsheet

If the newly agreed deadline is not met then

  1. The subject teacher informs parents, HoD, HoF, HoS
  2. An internal departmental sanction imposed (student may be asked to stay behind after school to work on coursework, with the agreement of parents / HoD)
  3. The coursework monitoring spreadsheet is updated

If the work remains outstanding then

  1. HoF/HoS meet with student.
  2. Parents informed and invited to meet HoF/HoS
  3. HoF/HoS sanction imposed (student may be obliged to miss events / non-academic sessions to complete coursework under supervision)

It is essential that this procedure is followed after each deadline

Mid March set date

For any student who has not met the whole school coursework deadline or whose work is likely to be below Grade C (GCSE or A level)/4(GCSE) the following scaled response will apply.

  1. HoF and HoS meet student and parents
  2. Study sessions at lunchtime and after school imposed.
  3. Member of SLT will meet student and parents
  4. Withdrawal for non examination lessons or enrichment for a limited period.
  5. Withdrawal from exam.

Our approach to coursework is designed to ensure that every effort is made to support the student in her completion of high quality coursework.

It is crucial that all departments comply with these guidelines to ensure consistency and fairness across year groups.

It is the expectation that this procedure will ensure the quality of coursework produced and the meeting of deadlines.

APPENDIX 2 : EXAMINATION CONTINGENCY PLAN

  1. Exams officer on extended absence at key points in the exam process (cycle)

Key tasks required in the management and administration of the exam cycle not undertaken including:

  • Planning
    • annual data collection exercise not undertaken to collate information on qualifications and awarding body specifications being delivered
    • annual exams plan not produced identifying essential key tasks, key dates and deadlines
    • sufficient invigilators not recruited and trained
  • Entries
    • awarding bodies not being informed of early/estimated entries which prompts release of early information required by teaching staff
    • candidates not being entered with awarding bodies for external exams/assessment
    • awarding body entry deadlines missed or late or other penalty fees being incurred
  • Pre-exams
    • exam timetabling, rooming allocation; and invigilation schedules not prepared
    • candidates not briefed on exam timetables and awarding body information for candidates
    • exam/assessment materials and candidates’ work not stored under required secure conditions
    • internal assessment marks and samples of candidates’ work not submitted to awarding bodies/external moderators
  • Exam time
    • exams/assessments not taken under the conditions prescribed by awarding bodies
    • required reports/requests not submitted to awarding bodies during exam/assessment periods e.g. very late arrival, suspected malpractice, special consideration
    • candidates’ scripts not dispatched as required to awarding bodies
  • Results and post-results
    • access to examination results affecting the distribution of results to candidates
    • the facilitation of the post-results services

Centre actions:

  • Ensure Assistant Headteacher Exams is updated, by Exams Officer if possible, on what has or has not been completed. Diarise a meeting to check this.
  • Assistant Headteacher Exams to arrange for the tasks to be done or complete them
  • Contact Exam Boards to inform them of circumstances and seek advice regarding best course of action
  • Request access rights to websites in order for Assistant Headteacher to complete tasks.
  • Use internal staff should insufficient invigilators be available
  • Use contingency fund for any penalty fees suffered
  • Inform staff, parents and students of situation should that be necessary
  1. SENCo extended absence at key points in the exam cycle

Key tasks required in the management and administration of the access arrangements process within the exam cycle not undertaken including:

  • Planning
    • candidates not tested/assessed to identify potential access arrangement requirements
    • evidence of need and evidence to support normal way of working not collated
  • Pre-exams
    • approval for access arrangements not applied for to the awarding body
    • modified paper requirements not identified in a timely manner to enable ordering to meet external deadline
    • staff providing support to access arrangement candidates not allocated and trained
  • Exam time
    • access arrangement candidate support not arranged for exam rooms

Centre actions:

  1. Assistant Headteacher Progress and Welfare to allocate tasks to others in the team or seek external assessment
  2. Inform exam boards
  3. Keep staff, students and parents informed as necessary
  1. Teaching staff extended absence at key points in the exam cycle 

Key tasks not undertaken including:

  • Early/estimated entry information not provided to the exams officer on time; resulting in pre-release information not being received
  • Final entry information not provided to the exams officer on time; resulting in:
    • candidates not being entered for exams/assessments or being entered late
    • late or other penalty fees being charged by awarding bodies
  • Internal assessment marks and candidates’ work not provided to meet submission deadlines

Centre actions:

  1. Exams Officer and Assistant Headteacher Exams to liaise with Head of Faculty to seek suitable replacement and to manage the situation
  2. Inform exam board and seek advice where necessary
  3. Use contingency to pay any penalty fees
  4. Keep staff, students and parents informed as necessary
  1. Invigilators - lack of appropriately trained invigilators or invigilator absence 
  • Failure to recruit and train sufficient invigilators to conduct exams
  • Invigilator shortage on peak exam days
  • Invigilator absence on the day of an exam

Centre actions:

  1. Advertise for more invigilators
  2. Use internal staff to fill gaps when there are insufficient invigilators
  3. Ensure internal staff are correctly briefed and preferably not alone if they have not received full training
  1. Exam rooms - lack of appropriate rooms or main venues unavailable at short notice 
  • Exams officer unable to identify sufficient/appropriate rooms during exams timetable planning
  • Insufficient rooms available on peak exam days
  • Main exam venues unavailable due to an unexpected incident at exam time

Centre actions:

  1. Contact Admin manager to locate spaces. As we would prioritise exams, this is unlikely to be an issue
  2. If the main venues are unavailable, quickly re-locate to other areas of the College (e.g. Sports Hall) temporarily
  3. Refer to Business Continuity Plan
  4. If the problem is longer term, contact the CYPES discuss alternative venues
  5. Inform Exam Boards and JCQ/Cambridge International of change of venue
  6. Inform students, staff and parents of any required change of venue
  1. Failure of IT systems 
  • MIS system failure at final entry deadline
  • MIS system failure during exams preparation
  • MIS system failure at results release time

Centre actions:

  1. Inform exam boards and seek advice
  2. Contact CYPES as they manage our IT Support
  3. Input directly on exam board websites via alternative approved computer
  4. Source paper lists (from our own records)
  1. Disruption of teaching time – centre closed for an extended period 
  • 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

Centre actions:

  1. Refer to Business Continuity Plan
  2. Maintain communication with staff, students, parents and exam boards
  1. Candidates unable to take exams because of a crisis – centre remains open 
  • Candidates are unable to attend the examination centre to take exams as normal

Centre actions:

  1. Communicate with exam boards to make them aware of the issue and seek advice
  2. Liaise with students, staff and parents regarding solutions available to the issue
  1. Centre unable to open as normal during the exams period – probably due to inclement weather or other extenuating circumstances

JCG does wish to run such external exams where possible for the benefit of students providing that no student or member of staff’s health and safety is put at risk. As health and safety is our first priority, the following procedure will apply only when it is deemed appropriate to do so:

  • In the case of inclement conditions, CYPES will make an announcement on BBC Radio Jersey and social media stating that all schools are closed since the conditions are too dangerous. However if conditions permit attendance for external exams, they will advise parents to contact JCG for further information
  • Having liaised with the Principal, the Assistant Headteacher with responsibility for communications will contact BBC Jersey and place information on the College website and social media to inform parents and students that the exams are occurring
  • The College will be open by 8am and the morning exams will begin by 9.30am at the latest to conform with the exam boards’ requirements

The final decision as to whether students attend external exams having been informed the school is open, rests with the parent. In taking this decision, they should ensure that they can make provision for the safe travel of the student to and from school. If the student is unable to attend her exam, she will be entered in the next exam season (now in the following year).

Centre Actions:

  1. CBH to contact PM to make decision regarding running exams
  2. CBH to contact JB re opening College
  3. CBH to contact PM re updating website, Facebook and Twitter with decision made.
  4. Exams will proceed if safe to do so.
  5. A message will be sent to all media to that effect.
  6. PM/SG will make contact with each other.
  7. Relevant exam boards to be informed of arrangements

Scenario 1

  • SG can make it in- then exams begin at 9.30 and students who arrive by that time will take exam.
  • Senior staff and any invigilators present will invigilate. Invigilators have been asked to report as usual if safe to do so.
  • Access arrangements will be followed if possible and there is enough staff to do so.

Scenario 2

  • SG can’t make it in
  • MG has access to spare set of keys
  • If inclement weather is expected, all exams will have been placed in the small padlocked grey cupboard in the exams cupboard by SG the evening before. PM will start exam. Senior staff and or invigilators will invigilate. Exams will start at 9.30 or before if all students are present
  • Access arrangements will be followed if possible and if there are enough staff to do so.
  1. Disruption in the distribution of examination papers 
  • Disruption to the distribution of examination papers due to strike, weather conditions etc.

Centre actions:

  1. Communicate with exam boards to organise an alternative form of delivery (possibly secure encrypted pdf digital and print)
  1. Disruption to the transportation of completed examination scripts 
  • Delay in normal collection/posting arrangements for completed examination scripts due to strike or weather conditions

Centre actions:

  1. Communicate with Exam Boards to discuss possible solutions or likely delay
  2. Hold scripts securely until solution found
  1. Assessment evidence is not available to be marked
  • Large scale damage to or destruction of completed examination scripts/assessment evidence before it can be marked

Centre actions:

  1. Principal to communicate problem immediately to relevant exam boards
  2. Inform staff, students and parents of problem and the resolutions agreed with exam boards
  1. Centre unable to distribute results as normal
  • This might be due to IT difficulties, a staffing issue or an event resulting in school not being open. It would also affect our ability to facilitate post-results services

Centre actions:

  1. Use JCG Prep or Sports Hall to issue results
  2. Ensure more than one person is able to manage the A2C system
  3. Download results from the exam board websites if IT issues persist and A2C is unavailable
  4. Inform students, staff and parents of outcomes and ways forwards

APPENDIX 3 : PROCEDURE FOR STUDENT WANTING TO WITHDRAW FROM AN EXAM

Please adhere to the following procedure in the case of a student wanting to withdraw from an exam immediately prior to the commencement of the exam:

  1. Exams Officer to ask student(s) to go to the office
  2. Office staff please locate a member of the SLT
  3. SLT to manage situation – depending on context – ideally encourage student to return to sit the exam / it may be appropriate to speak with and get advice from subject teacher or HOD etc.
  4. SLT member to inform Exams Officer of outcome.

APPENDIX 4 : PROCEDURE FOR STUDENT FAILING TO ATTEND AN EXAM

Please adhere to the following procedure in the case of a student failing to attend an exam:

  1. Invigilator to send a message to the Office if student is not present at the start of an exam.
  2. Office to call home / student’s mobile number to ascertain whether or not student is running late or has decided not to take the exam.
  3. If student has decided not to take the exam, Exams Officer and parent to be informed.
  4. Exams Officer to inform subject teacher and call student to ensure that they are aware of the consequences of not taking the exam.
  5. If the student arrives up to one hour after the start of the exam for an exam lasting longer than one hour, they can start the exam late and receive the full time allowance for that exam.
  6. If the student arrives ‘very late’ (for Exams of less than one hour this would mean arriving after the published finishing time for this exam; for Exams of more than one hour this would mean arriving more than an hour after the published starting time for this exam) the student may be allowed to sit the examination at the discretion of the exams officer but the relevant JCQ/Cambridge International declaration form would need to be completed and JCQ/Cambridge International may subsequently decide not to accept the exam script.

APPENDIX 5 : PROCEDURES FOR IILLNESS TO ENSURE THAT EXAMS CONTINUE

Illness of Exams Officer

The Exams Officer and the Administration Manager both have relevant keys and both can find relevant papers as required. Exams would continue as per exam timetable. Should both members of staff fall ill then the admin staff know how to locate keys and Assistant Head Teacher Exams will administer exams.

APPENDIX 6 : EXAMS EMERGENCY EVACUATION PROCEDURE

The invigilator must take the following action in an emergency such as a fire alarm or a bomb alert.

  • Stop the candidates from writing. Note the time the exam was stopped on the board
  • Seek advice from Facilities Manager to ascertain that evacuation is needed.
  • Collect the attendance register (in order to ensure all candidates are present) and evacuate the examination room in line with the instructions given by the appropriate authority.
  • Advise candidates to leave all question papers and scripts in the examination room.
  • Candidates should leave the room in silence.
  • Make sure that the candidates are supervised as closely as possible while they are out of the examination room to make sure there is no discussion about the examination.

When it is safe for the candidates, return to the room and continue their exam

  • Make a note of the length of the interruption and the time the exam was restarted.
  • Allow the candidates the full working time set for the examination. Ensure the revised finishing times are displayed on the board.
  • If there are only a few candidates, consider the possibility of taking the candidates (with question papers and scripts) to another place to finish the examination.
  • Make a full report of the incident and of the action taken, and send to the relevant awarding body.

When dealing with emergencies you must be aware of any instructions from relevant local or national agencies.

Reference should also be made to the following document - https://www.gov.uk/government/publications/bomb-threats-guidance/procedures-for-handling-bomb-threats

APPENDIX 7 : PUBLIC EXAMS REVIEW OF MARKING POLICY

Any review of marking of public exams sent to examination boards must be supported by the College. The College may initiate a review if a significant number of candidates appear to have underperformed in external assessments. It may also agree to pursue a review on behalf of an individual candidate at the candidate’s request if there is a considerable and inexplicable variation in the candidate’s performance across modules/papers or inexplicable overall underachievement. In circumstances where the grounds for pursuing a review are relatively slim, the candidate will be asked to meet the costs of the review.

Appeals Procedure

If, following a review of marking, the Centre or candidate is convinced that the awarding body has not followed due procedures, it is possible to submit an appeal. If an application for an appeal is accepted, an investigation into candidates’ or Centre’s results, and the awarding body’s procedures, will follow. An appeal investigation does not generally involve a further review of candidates’ work.

The appeals process will be managed by the College’s Exams Officer who is responsible for informing all candidates and their parents of the existence of the appeals procedure. The Exams Officer is responsible for informing the Head of Centre about the existence and outcome of all such appeals. The appeals process is subject to a tight timeframe because of the need to ensure its completion prior to the printing and issuing of certificates by the examination board.

Candidates and their parents wishing to appeal against the Principal’s decision not to support an enquiry should appeal in writing to the College’s Exams Officer stating the reasons for the appeal. Any appeal must be lodged with the Exams Officer no more than one week after the date on which the Principal refused to support an enquiry.

A copy of this written appeal should be given by the Exams Officer to the Principal who will respond to it in writing. The Exams Officer should ensure that a copy of this response is sent to the candidate and their parent. In the event of the candidate and their parent not being happy with the written response received, they may request a personal hearing. They must make this request within one week of receiving the written response.

The personal hearing will be before a panel consisting of a member of the Senior Leadership Team who has not previously been involved in the particular case and the Principal. The candidate and their parent should be given at least seven days’ notice of the date of the hearing. At the same time as they are sent notification of the hearing they should be given copies of all relevant documentation. Candidates may present their own case or may ask a single parent or friend to do so on their behalf. If they choose to present their own case, they may be accompanied by a parent or friend in the role of supporter. The Principal and the candidate should have an opportunity to hear each other’s submission. Once the submissions have been heard, the panel will withdraw to consider its verdict.

The candidate and her parent will be given a written copy of the outcome of the appeal within seven days of the hearing. The outcome will include an explanation of the reasons for the decision. In the event of a decision being made to support an enquiry, the Exams Officer will immediately inform the examination board involved and make an enquiry. Unless the panel rules otherwise, the candidate will be asked to pay the costs of the enquiry. A copy of the appeal and the outcome will remain in the school records maintained by the Exams Officer.

APPENDIX 8 : POLICY FOR REQUESTING A REVIEW OF MARKS RELATING TO INTERNAL ASSESSMENT DECISIONS

Rationale

We acknowledge the importance of giving students prompt and constructive feedback in relation to all assignments. In assessing work submitted as coursework for public Exams, staff use the assessment criteria, guidelines and procedures published by the examination boards. The College supports staff attendance at examination board training sessions and is committed to ensuring that staff are provided with opportunities to update their knowledge and skills in relation to public examination assessments. Where a number of subject teachers are involved in marking candidates’ work, internal moderation and standardisation will ensure consistency of marking.

Students should be informed of the marks awarded internally for a non-examination assessment (NEA) and given time to request a review of marking prior to the Head of Department submitting marks to the exam board. However, students should be aware that any marks awarded internally are subject to external verification and moderation. The correlation between raw marks (i.e. the score the candidate actually got) and UMS (the mark scale in which marks are finally reported to candidates) is not available to staff when they mark coursework, neither is the precise correlation between marks and grade boundaries.

The procedure for issuing marks and requesting a review of marks for NEAs is as follows (Appendix 11 should be completed by teachers issuing marks to students):

  1. We will ensure that candidates are informed of their centre assessed marks so that they may request a review of the centre’s marking before marks are submitted to the awarding body.
  2. We will inform candidates 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. We will provide a copy of materials to the student promptly upon request.
  3. We will provide candidates with sufficient time (usually 5 school days) in order to allow them to review copies of materials and reach a decision. Students will be informed that their marks could be decreased or increased as a result of the review
  4. If the matter cannot be resolved, requests for reviews of marking must be made in writing. The request must be well grounded, state the reason for lack of confidence in the marking and clearly identify why the marks could not have been reasonably awarded using the existing marking criteria.
  5. We will allow sufficient time for the review to be carried out (usually 5 school days), to make any necessary changes to marks and to inform the candidate of the outcome, all before the awarding body’s deadline.
  6. We will ensure that the review of marking is carried out by an assessor who has appropriate competence, has had no previous involvement in the assessment of that candidate and has no personal interest in the review.
  7. We will instruct the reviewer to ensure that the candidate’s mark is consistent with the standard set by the centre.

APPENDIX 9 : APPEALS PROCEDURE

The appeals process will be managed by the College’s Exams Officer who is responsible for informing all candidates and their parents of the existence of the appeals procedure. She is responsible for informing the Head of Centre about the existence and outcome of all such appeals. The appeals process is subject to a tight timeframe because of the need to ensure its completion prior to the printing and issuing of certificates by the examination board.

Candidates and their parents wishing to appeal should appeal in writing to the College’s Exams Officer stating the details of the complaint and the reasons for the appeal. Any appeal must be lodged with the Exams Officer no more than one week after publication of examination results by the examination board.

A copy of this written appeal should be given by the Exams Officer to the teacher(s) concerned in making the assessment which is the subject of the complaint. The teacher(s) should have the opportunity to respond to this in writing. The Exams Officer should ensure that a copy of this response is sent to the candidate and their parent. In the event of the candidate and their parent not being happy with the written response received, they may request a personal hearing. They must make this request within one week of receiving the written response.

The personal hearing will be before a panel consisting of a member of the Senior Leadership Team who has not previously been involved in the particular case and a governor. The candidate and their parent should be given a least seven days’ notice of the date of the hearing. At the same time as they are sent notification of the hearing they should be given copies of all relevant documentation e.g. marks awarded, assessments made, assessment criteria, exemplar material, assessment guidelines, Centre report etc. Candidates may present their own case or may ask a single parent or friend to do so on their behalf. If they choose to present their own case, they may be accompanied by a single parent or friend in the role of supporter. The teacher(s) and candidate should have an opportunity to hear each other’s submission. Once the submissions have been heard, the panel will withdraw to consider its verdict.

The candidate and her parent will be given a written copy of the outcome of the appeal within seven days of the hearing. The outcome will include an explanation of the reasons for the decision. In the event of a decision being made to change an internally assessed mark, the Exams Officer will immediately inform the examination board involved. A copy of the appeal and the outcome will remain in the school records maintained by the Exams Officer.