Author : | Peter Marett, Jenny Rogerson, Kirsty Summerfield |
Reviewed By : | N/A |
Date : | February 2026 |
Next Review : | February 2027 |
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 policy
The centre is committed to ensuring that the exams and assessment management and administration process is run effectively and efficiently and in compliance with the published JCQ (Joint Council for Qualifications) and Cambridge International regulations and awarding body requirements.
This exam policy will ensure that:
all aspects of the centre’s process are documented, supporting the contingency plan, and signposting to other relevant exams-related policies, procedures and plans
the workforce is well informed and supported
all centre staff involved in the exams process clearly understand their roles and responsibilities
all exams and assessments are conducted according to JCQ/Cambridge International and awarding body regulations, guidance and instructions, thus maintaining the integrity and security of the examination/assessment system at all times
exam candidates understand the process and what is expected of them
This policy is reviewed annually to ensure ways of working in the centre are accurately reflected and that exams and assessments are conducted to current JCQ and Cambridge International (and awarding body) regulations, instructions and guidance.
This policy will be communicated to all relevant centre staff and students. It will be reviewed annually and published on our website.
Roles and responsibilities overview
Head of Centre (Principal) responsibilities
Head of centre will ensure
that senior leadership teams and exam office personnel familiarise themselves with the entire contents of the current General Regulations for Approved Centres (GR) booklet and Cambridge International Guidance. In particular, the head of centre will familiarise himself with paragraphs 5.1, 5.3 and 5.4.
that relevant members of staff respond promptly to requests/actions raised by the JCQ Centre Inspection Service/Cambridge International Inspections. Failure to do so could result in the centre not receiving or being able to access question papers and other confidential assessment materials. Ultimately, awarding bodies could withdraw approval of the centre.
that relevant members of staff respond promptly to requests for information from awarding bodies relating to the administration and conducting of examinations/assessments.
compliance with the published JCQ regulations and awarding body requirements to deliver the qualification(s)
appropriate controls are in place which ensure accurate data is submitted to the awarding bodies by the required deadlines, e.g. registrations, entries, learner claims, centre-assessed marks or modified papers
all reasonable steps are taken to respond promptly to requests for information or documentation made by an awarding body or regulatory authority
that all staff comply with the instructions in this policy
The Head of Centre…
Understands the contents, refers to and directs relevant centre staff to current JCQ and Cambridge International documents including:
A guide to the special consideration process (SC)
Access Arrangements and Reasonable Adjustments (AARA)
AI Use in Assessments: Your role in protecting the integrity of qualifications
Guidance for centres on cyber security
Instructions for conducting coursework (ICC)
Instructions for conducting examinations (ICE)
Instructions for conducting non-examination assessments (GCE and GCSE specifications) (NEA)
Instructions for conducting non-examination assessments (Vocational and Technical Qualifications) (NEA VTQs)
Notice to Centres – Informing candidates of their centre-assessed marks
Plagiarism in Assessments – Guidance for Teachers/Assessors
Suspected Malpractice – Policies and Procedures (SMPP)
In particular, ensures that they familiarise themself with sections 5.1, 5.3 and 5.4 of the JCQ General Regulations for Approved Centres booklet.
Ensures the centre has appropriate accommodation at the registered address to support the size of the cohorts being taught, including appropriate accommodation for candidates requiring access arrangements and/or practical assessments.
Where/if using a third party to deliver any part of a qualification (including the assessments or the administration) at the centre:
maintains oversight of, and responsibility for, the delivery and administration of the qualification in accordance with JCQ regulations and awarding body requirements
has in place a robust written agreement with the third party (unless exclusions apply), that includes provisions which ensure that qualifications are delivered in a way that complies with their agreement with the awarding body, to ensure there is a shared understanding of the arrangement and will manage the risk of failure by the third party to deliver the expected service
ensures that a copy of the written agreement is available for inspection if requested by the awarding body
monitors delivery by the third party to maintain compliance with the published JCQ regulations and awarding body requirements, ensuring the security and integrity of examinations and assessments
ensures sufficient managerial and other resources are in place to resolve any issues
Ensures that relevant members of staff respond promptly to requests/actions raised by the JCQ and Cambridge International Centre Inspection Service, understanding that failure to do so could result in penalties.
Ensures that relevant members of staff respond promptly to requests for information from awarding bodies relating to the administration and conducting of examinations/assessments
Ensures that the centre promptly reports any incidents to the relevant awarding body/bodies which might compromise any aspect of assessment delivery such as a cyber-attack
Ensures other relevant centre staff where they may be involved in the receipt and dispatch of confidential exam materials are briefed on the requirements for maintaining the integrity and confidentiality of the exam materials
Ensures members of centre staff do not forward emails and letters from awarding body or JCQ and Cambridge International personnel without prior consent to third parties or upload such correspondence onto social media sites and applications (including third party applications)
Ensures members of centre staff do not advise parents/candidates to contact awarding bodies/JCQ and Cambridge International directly nor provide them with addresses/email addresses of examiners, moderators, external verifiers and any other awarding body examining/assessment personnel/JCQ/Cambridge International personnel
advises on appeals and re-marks in conjunction with relevant staff
reports all suspicions or actual incidents of malpractice
reports conflicts of interest in the centre
makes decisions, on the advice of Heads of Faculty, about whether or not to enter students for exams
appoints a SENCO, or an equivalent member of staff, who will coordinate the access arrangements process within the centre and determine appropriate arrangements for candidates with learning difficulties and disabilities, candidates for whom English is an additional language, as well as those with a temporary illness or temporary injury
ensure that learners have the correct information and advice on their selected qualification(s) in an accessible format and that the qualification(s) meet their needs (The recruitment process must include the centre assessing each potential learner and making justifiable and professional judgements about the learner’s potential to complete the examinations/assessments successfully and achieve the qualification(s). The centre’s assessment must identify, where appropriate, the support that will be made available to the learner to facilitate access to examinations/assessments)
recognise its duties towards disabled candidates, including private candidates, ensuring compliance with all aspects of the Equality Act 2010 (This must include a duty to explore and provide access to suitable courses, through the access arrangements process submit applications for reasonable adjustments and make reasonable adjustments to the service the centre provides to disabled candidates. Where the centre is under a duty to make a reasonable adjustment, the centre must not charge a disabled candidate any additional fee in relation to the adjustment or aid)
ensure that the SENCO undertakes the necessary and appropriate steps to gather a picture of need and demonstrate normal way of working for a private candidate such as a distance learner or a home educated student (The centre, where required, must lead on the assessment process. The candidate must be assessed by the centre’s appointed assessor. In some instances, depending on their needs, the candidate may have to be assessed away from the centre, for example at home. The centre must comply with the obligation to identify the need for, request and implement access arrangements)
ensure that where a candidate with a learning difficulty requires an assessment of their needs, they are assessed by an appropriately qualified assessor as appointed by the head of centre (Evidence of the assessor’s qualification(s) must be obtained before they assess candidates and held on file for inspection)
Assistant Headteacher with responsibility for exams
Acts on behalf of the Head of Centre (Principal) to oversee the application of policies and procedures relating to the running of exams in the College
Directs the work of the examinations officer
Oversees an annual review of policies related to exams
Attends relevant update meetings
Understands the contents, refers to and directs relevant centre staff to annually updated JCQ and Cambridge International, including:
A guide to the special consideration process (SC)
Access Arrangements and Reasonable Adjustments (AARA)
AI Use in Assessments: Your role in protecting the integrity of qualifications
Guidance for centres on cyber security
Instructions for conducting coursework (ICC)
Instructions for conducting examinations (ICE)
Instructions for conducting non-examination assessments (GCE and GCSE specifications) (NEA)
Instructions for conducting non-examination assessments (Vocational and Technical Qualifications) (NEA VTQs)
Notice to Centres – Informing candidates of their centre-assessed marks
Plagiarism in Assessments – Guidance for Teachers/Assessors
Suspected Malpractice – Policies and Procedures (SMPP)
Ensures teaching staff undertake key tasks, as detailed in this policy, within the exams process (exam cycle) and meet internal deadlines set by the EO and SSENCO (or equivalent role)
Ensures teaching staff keep themselves updated with awarding body subject and teacher-specific information to confirm effective delivery of qualifications
Ensures teaching staff attend relevant awarding body training and update events
Ensures the College has in place the following policies/procedures for inspection that must be reviewed and updated annually:
Safeguarding Policy (available on website)
Complaints Procedure (exams) – Appendix 7
Conflicts of interest Policy – Appendix 10
Data Protection Policy (Exams) – Appendix 18
Equalities Policy – Appendix 6
Contingency Plan – Appendix 2
Internal Appeals Procedure – Appendix 5
Malpractice Policy – Appendix 19
Non-Examination Assessment/Coursework Policy – Appendix 13
Whistleblowing Policy (Exams) – Appendix 8
Word Processor Policy (Exams) – Appendix 11
Access Arrangements Policy – Appendix 9 (See also Special Educational Needs (SEN) Policy available on website)
Cybersecurity Policy (Exams) – Appendix 20
Examinations Officer (EO)
Understands the contents of annually updated JCQ and Cambridge International documents including:
Completes/submits the National Centre Number Register annual update (administered on behalf of the JCQ member awarding bodies by Cambridge OCR https://ocr.org.uk/administration/ncn-annual-update/) by the end of October every year even if there are no changes to centre details, to confirm the centre’s contact details or informs of any changes ((and follows the process (in GR 5.3) if any changes occur after the annual update has taken place)
Is familiar with the contents of annually updated information from awarding bodies on administrative procedures, key tasks, key dates and deadlines
Ensures key tasks are undertaken and key dates and deadlines met
Recruits, trains and deploys a team of internal/external invigilators; appoints lead invigilators, as may be applicable to the centre and keeps a record of the content of training provided to invigilators for the required period
Works with the SENCO (or equivalent role) to ensure invigilators supervising access arrangement candidates and those acting as a facilitator supporting access arrangement candidates fully understand the respective role and what is and what is not permissible in the exam room
Supports the Head of Centre (Principal) in ensuring that awarding bodies are informed (where required) of any conflict of interest declared by members of centre staff and in maintaining internal records that confirm the measures taken/protocols in place to mitigate any potential risk to the integrity of the qualifications affected before the published deadline for entries for each examination series
Briefs other relevant centre staff where they may be involved in the receipt and dispatch of confidential materials on the requirements for maintaining the integrity and security of confidential examination/ assessment materials
Heads of Faculty/Department/Subject
Are familiar with the contents, refer to and direct relevant centre staff to current JCQ and Cambridge International documents including:
A guide to the special consideration process
Access Arrangements and Reasonable Adjustments
AI Use in Assessments: Your role in protecting the integrity of qualifications
Guidance for centres on cyber security
Instructions for conducting coursework
Instructions for conducting examinations
Instructions for conducting non-examination assessments (GCE and GCSE specifications)
Instructions for conducting non-examination assessments (Vocational and Technical Qualifications)
Notice to Centres – Informing candidates of their centre-assessed marks
Plagiarism in Assessments – Guidance for Teachers/Assessors
Post-Results Services
Suspected Malpractice – Policies and Procedures
Ensure teachers undertake key tasks, as detailed in this policy, within the exams process (exam cycle) and meet internal deadlines set by the examinations officer and SSENCO
Ensure teachers keep themselves updated with awarding body subject and teacher-specific information to confirm effective delivery of qualifications
Ensure teachers attend relevant awarding body training and update events
The SENCO
Understands the contents, refers to and directs relevant centre staff to current JCQ and Cambridge International documents including: Access Arrangements and Reasonable Adjustments
Leads on the access arrangements and reasonable adjustments process (referred to in this policy as ‘access arrangements’)
If not the qualified access arrangements assessor, works with the person appointed, on all matters relating to assessing candidates and ensures the correct procedures are followed
Presents when requested by a JCQ and Cambridge International Centre Inspector, evidence of the assessor’s qualification
Ensures any applications for access arrangements or reasonable adjustments are submitted by the published deadline (The SENCO will hold on file appropriate documentary evidence to substantiate such an arrangement, which is open to inspection. For those qualifications covered by Access Arrangements Online, a JCQ Centre Inspector will sample a centre’s applications)
Ensures a file is presented which must contain for each online application the downloaded approval for the respective arrangement(s) and supporting evidence of need (This information must be readily available for inspection at the venue where the candidate is taking the examination(s)
Ensures requests for modified papers are submitted by the published deadline
Ensures there are appropriate resources in place at the time of examinations/assessments to meet candidates’ needs, e.g. sufficient readers and scribes
Teachers
Undertake key tasks, as detailed in this policy, within the exams process and meet internal deadlines set by the examinations officer and SENCO (or equivalent role)
Keep updated with awarding body subject and teacher-specific information to confirm effective delivery of qualifications
Attend relevant awarding body training and update events
Invigilators
Attend/undertake training (on the current regulations), annual 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
Office staff
Support the EO in the receipt and dispatch of confidential materials and follow the requirements for maintaining the integrity and security of confidential examination/assessment materials
Site staff
Support the examinations officer in relevant matters relating to exam rooms and resources
Candidates
Where applicable in this policy, the term ‘candidates’ refers to students of the College
Attend lessons and prepare for qualifications
Complete NEA or coursework assignments
Follow guidelines as set out in exam regulations
Inform the College of any problems, issues or suspected malpractice
Check exams timetable and attend exams as instructed
Comply with the instructions of the examinations officer and invigilators
Must be in Year 9 or above to enter a GCSE examination
Recruitment, selection, training and support of staff
Jersey College for Girls ...
Retains a workforce of an appropriate size and competence, including sufficient managerial and other appropriate resources, to undertake the delivery and administrations of the qualifications and assessments as required by an awarding body. This includes taking reasonable steps to ensure occupational competence where this is required for the assessment of specific qualifications.
Plans for succession planning should key members of staff be no longer available
Provides fully qualified teachers to mark/assessors for the verification of centre-assessed components
Ensures that teaching staff do not use artificial intelligence (AI) as the sole means or marking candidates’ work
Enables the Assistant Headteacher, the examinations officer, the SENCO (or equivalent role) and teachers to receive appropriate training and support to facilitate the effective delivery of examinations and assessments within the centre, and ensure compliance with the published JCQ, awarding bodies and Cambridge International regulations
Ensures the SENCO and any other centre appointed access arrangements assessor and the examinations officers undertake regular CPD, such as attending an annual update course
Ensures that the SENCO (or equivalent role) understands the JCQ document Access Arrangements and Reasonable Adjustments and is given sufficient time to both manage the access arrangements process within the centre.
Ensures that the examinations officer understands relevant awarding body and JCQ documents and has sufficient time to perform their role
Ensures that the Assistant Headteacher who line manages exams familiarises themselves with relevant awarding body and JCQ documentation
Ensures that teachers understand the relevant awarding body and JCQ documentation for the qualifications they are delivering to ensure they are delivered in line with relevant regulations
External and Internal governance arrangements
Has in place an escalation process (Appendix 1) should the Head of Centre (Principal) or the Assistant Headteacher with oversight of examinations, be absent
Ensure Assistant Headteacher with oversight of examinations will provide effective line management, support and guidance to the examinations officer and ensure that the integrity and security of examinations and assessments is maintained throughout an examination series
Ensures centre staff undertake key tasks within the exams process and meet internal deadlines set by the examinations officer
Can confirm to an awarding body the external governance arrangements so that the awarding body has confidence in the integrity of centre activities such as the delivery of qualifications and the conducting of examinations and assessments
Makes sure that a teacher, a teaching assistant, a tutor or a senior member of centre staff who teaches the subject being examined or a Learning Support Assistant who has supported one or more candidates, is not an invigilator during the examination
Delivery of qualifications
Delivers qualifications, as required by the awarding body and in accordance with relevant equality legislation. This includes but is not limited to ensuring that qualifications are made available to all candidates capable of undertaking them and seeking and implementing reasonable adjustments for disabled candidates
Enables candidates to receive sufficient and up to date practical experience, or relevant training where required by the subject
Public liability
Complies with local health and safety rules which are in place and that the centre is adequately covered for public liability claims
Security of assessment materials
Takes all reasonable steps to maintain the integrity of the examinations/assessments, including the security of all assessment materials, by ensuring:
that assessment materials supplied to the centre by the awarding body, including pre-release materials and set assignments, and information about their contents are only shared with appropriate centre staff and candidates and are not shared outside the centre
reporting immediately to the awarding body/bodies any potential or actual breach of examination or assessment materials
the location of the centre’s secure storage facility in a secure room which must only be used for the purpose of administering secure examination materials
the secure room only contains exam-related material
there are up to three keyholders, each of whom must fully understand their responsibilities as a key holder to the secure storage facility
access to the secure room and secure storage facility is restricted to the authorised keyholders and staff approved by the Head of Centre (Principal) are accompanied by a keyholder at all times
appropriate arrangements are in place to ensure that confidential examination materials are only handed over to authorised members of centre staff
appropriate arrangements are in place for handling secure electronic materials
the relevant awarding body is immediately informed if the security of question papers or confidential supporting instructions is put at risk
that when it is permitted to remove question paper packets from secure storage, and to avoid potential breaches of security, arrangements are in place to carefully check and record that the correct question paper packets are opened
If it is ever subsequently identified following this check that the wrong question paper packet has been opened, it will be resealed and the incident reported to the relevant awarding body’s Malpractice Investigation Team immediately
Makes arrangements to receive, check and store question papers and examination material safely and securely at all times and for as long as required in accordance with the current JCQ and Cambridge International instructions
Makes arrangements to access, download, print (where appropriate) and store electronic assessment materials safely and securely at all times in accordance with section 4 of the current JCQ document Instructions for conducting examinations
Makes arrangements to issue material received from the awarding bodies to staff and candidates, and notify them of any advice and instructions relevant to the examinations and assessments
Provides candidates access to relevant pre-release materials on, or as soon as possible after, the date specified by the awarding bodies
National Centre Number Register and other information requirements
Provides contact details as follows:
a physical address to which all examination and assessment materials will be despatched – this must be the registered address of the centre
a landline telephone number – this must be the number of the main office/ switchboard of the centre
a contact email address for communications – this must be the school email address of the person or team responsible for the administration of examinations
Note: Except for WJEC, if this is a shared email account it must not be used to access awarding body secure websites
the name of the head of centre and their email address
senior designated contact details (this might include a personal mobile number and/or email address) (These must be the contact details of someone who can be reached in an emergency if the centre is closed over the summer and who can mobilise resources to respond to the issue)
Completes the National Centre Number Register annual update by the end of October every year even if there are no changes to centre details
Responds to the National Centre Number Register annual update by the end of October every year
informs the National Centre Number Register Team immediately (email address – ncn@ocr.org.uk) if any changes occur after the National Centre Number Register annual update has taken place (This must be on centre headed stationery which can be sent as an email attachment including the signature of the head of centre)
informs the National Centre Number Register Team (email address – ncn@ocr.org. uk) of any changes to relevant contact details no later than 6 weeks prior to moving to a new address or re-locating of the secure storage facility (This must be on centre headed stationery which can be sent as an email attachment)
informs the National Centre Number Register Team immediately of any other changes in circumstances that could affect the centre’s status
completes the National Centre Number Register Head of Centre Declaration by the end of October every year confirming they are aware of and adhering to the latest versions of the JCQ regulations
responds to any other reasonable requests made by the National Centre Number Register Team
Understands that the responsibility for completing the Head of Centre declaration survey cannot be delegated to a member of the senior leadership team or the examinations officer, and acknowledges that failure to respond to the NCNR annual update, the head of centre’s declaration and/or requests or actions raised by the JCQ Centre Inspection Service, will result in:
the centre status being suspended
the centre not being able to submit examination entries
the centre not receiving or being able to access question papers
and ultimately, awarding bodies could withdraw their approval of the centre
Centre inspections
Co-operates with the Cambridge International and JCQ Centre Inspection Service, an awarding body or a regulatory authority when subject to an inspection, an investigation, an unannounced visit or any requests for information within the stipulated timeframe
Allows all venues used for examinations and assessments, paperwork and secure storage facilities to be open to inspection
Understands the JCQ and Cambridge International Centre Inspector will identify themselves with a formal identity document and must be accompanied throughout their tour of the premises, including inspection of the centre’s secure storage facility
The exam cycle
The exams management and administration process that needs to be undertaken for each exam series is referred to as the exam cycle and relevant tasks which need to be undertaken before, during and after an exam series grouped into the following stages:
planning
entries
pre-exams
exam time
results and post-results
This policy identifies roles and responsibilities of centre staff within this cycle.
Planning: roles and responsibilities
Secure materials
Head of centre
Ensures the centre has a secure storage facility in a room solely assigned to examinations
The secure room and the secure storage facility
Question papers and pre-release materials issued by the awarding bodies must always be stored at the centre’s registered address in a secure room with a secure storage facility, e.g. safe or security cabinet.
The secure room
The secure room must only be used for the purpose of administering secure examination materials.
Access to the secure room must be restricted to six, one of whom must be the exams officer. The key holders must be permanent members of staff or members of staff who have a formal contract of employment and are subject to standard HR policies and procedures.
The secure room must be accessible throughout an examination series for the storage of question papers and be available for inspection.
The secure storage facility
Access to the secure storage facility must be restricted to three key holders, one of whom must be the exams officer.
The key holders must either be part of the exams team or the senior leadership team. A key holder from the exams team must be a permanent member of staff or a member of staff who has a formal contract of employment and is subject to standard HR policies and procedures.
When the secure storage facility is being accessed for the storage and preparation of secure assessment materials the door to the secure room must be closed.
Information sharing
Head of Centre (Principal)
Directs relevant centre staff to annually updated JCQ and Cambridge International documents
Examinations Officer
Signposts relevant centre staff to JCQ and awarding body documentation relating to the examination/assessment process that have been updated
Signposts relevant centre staff to JCQ and Cambridge International information that must be provided to candidates
As the centre administrator, approves relevant access rights for centre staff to access awarding body secure extranet sites
Information gathering
Examinations Officer
Undertakes an annual information gathering exercise in preparation for each new academic year to ensure data about all qualifications being delivered is up to date and correct
Collates all information gathered into one central point of reference
Researches awarding body guidance to identify administrative processes, key tasks, key dates and deadlines for all relevant qualifications
Produces an annual exams plan of key tasks and key dates to ensure all external deadlines can be effectively met; informs key centre staff of internal deadlines
Collects information on internal examinations/assessments to enable preparation for and conduct of mock examinations/assessments
Heads of Department/Subject
Respond (or ensure teachers respond) to requests from the examinations officer on information gathering
Meet the internal deadline for the return of information
Inform 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
Note the internal deadlines in the annual exams plan and directs teachers to meet these
Access arrangements
Head of Centre (Principal)
Ensures the centre has documented processes in place relating to access arrangements and reasonable adjustments
Ensures the SENCO (or equivalent role) is fully supported in effectively implementing access arrangements and reasonable adjustments once approved
SENCO (or equivalent role)
Assesses candidates (or works with the appropriately qualified assessor as appointed by the Head of Centre (Principal)) to identify access arrangements/reasonable adjustments requirements
Gathers evidence to support the need for access arrangements for a candidate
Liaises with teachers to gather evidence of normal way of working for a candidate
Determines candidate eligibility for arrangements or adjustments that are centre-delegated
Informs relevant candidates that an application for access arrangements will be processed using Access Arrangements Online (AAO), complying with the UK GDPR and the Data Protection Act 2018
Applies for approval using AAO via the Centre Admin Portal (CAP), where required or through the awarding body where any qualifications sit outside the scope of AAO
Keeps a file for each candidate for JCQ and Cambridge International inspection purposes containing all the required documentation (if documentation is stored electronically, an e-folder must be created for each individual candidate. The candidate’s e-folder must hold each of the required documents for inspection)
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 thoroughly trained and understand the rules of the particular arrangement(s) and keeps a record of the content of training provided to facilitators for the required period
Works with the examinations officer to ensure invigilators and those acting as a facilitator fully understand the respective role and what is and what is not permissible in the exam room
Liaises with the relevant member of the Heads of Department/Subject on the centre’s policy on the use of word processors in examinations. Please refer to the College’s Word Processor Policy (Exams) – see Appendix 11
Ensures criteria for candidates granted alternative rooming arrangements within the centre is clear, meets JCQ and Cambridge International regulations and best meets the needs of individual candidates and remaining candidates in main exam rooms. See Alternative Rooming Arrangements Policy – Appendix 12
Assistant Headeteacher with responsibility for exams
Produces a word processor policy, specific to the centre, which details the criteria the centre uses to award and allocate word processors for examinations (See Appendix 11)
Heads of Department/Subject, Teachers
Support the SENCO (or equivalent role) in determining and implementing appropriate access arrangements/reasonable adjustments
Internal assessment and endorsements
Head of Centre (Principal)
Controlled assessments, coursework, non-examination assessments and portfolios of evidence
Ensures that where candidates are taking non-examination assessments, teaching staff check that the tasks and approach being taken are appropriate and in line with ethical standards and the centre’s safeguarding responsibilities
Ensures awarding bodies are notified of a consortium of centres with joint teaching arrangements for qualifications (This will allow the candidates for each specification to be treated as a single group for the moderation of centre- assessed work. This is only required if two or more member centres will be entering candidates for work that is centre-assessed)
Ensures only current assessment materials/tasks are used to assess candidates’ knowledge and skills (in cases where the awarding body provides such material)
Before submitting marks to the awarding body ensures candidates are informed of their centre assessed marks and allows a candidate to request a review of the centre’s marking
Ensures that all associated administrative tasks are completed in an accurate and timely manner, e.g. marks are correctly calculated, recorded and submitted by the published date (It is the responsibility of the centre to carefully check the marks it is submitting to an awarding body)
Ensures submission of centre-assessed marks and moderation samples, if required by the awarding body, by the published date (It is the responsibility of the centre to ensure that moderators receive the correct samples of work to review)
Ensures an internal appeals procedure relating to internal assessment decisions is in place and ensures that details of this procedure are communicated, made widely available and accessible to all candidates – See Appendix 5
Ensures a policy regarding the management of non-examination assessments, including controlled assessments and coursework, which includes details on how candidates’ work will be authenticated, is in place – See Appendix 13
Ensures that where candidates’ work is produced electronically, it is backed-up. Students should be told to save their work in their area of ClassNoteBook so their teacher can access it. They should back this up using their 'My files' area of OneDrive.
Heads of Subject/Department
Ensure teachers 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
Ensure teachers delivering GCE & GCSE specifications (which include components of non-examination assessment) follow JCQ and Cambridge International Instructions for conducting non-examination assessments and the specification provided by the awarding body
For other qualifications, ensure teachers follow appropriate instructions issued by the awarding body
Ensure teachers 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 following the College’s procedure (Appendix 5)
Teachers
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 (coursework, non-examination assessments) prior to assessments taking place
Ensure candidates are informed of their centre assessed marks (using the appropriate College procedure – Appendix 5) 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 teachers to relevant JCQ and Cambridge International ‘Information for candidates’ documents that are annually updated
Invigilation
Head of Centre (Principal)
Ensures relevant support is provided to the examination officer in recruiting, training and deploying a team of invigilators
Ensures, if contracting supply staff to act as invigilators, that such persons are competent and fully trained, understanding what is and what is not permissible (and not taking on its own an assurance from a recruitment agency, that this is the case)
Determines if additional invigilators will be deployed in timed Art exams in addition to the subject teacher to ensure the supervision of candidates is maintained at all times
Ensures that, wherever possible the following individuals are not assigned as invigilators during an examination: a teacher, teaching assistant, tutor or senior member of centre staff who teaches the subject being examined or a learning support assistant who has supported one or more candidates
Examinations Officer
Recruits additional invigilators where required to effectively cover all exam periods/series’ throughout the academic year
Collects information on new recruits to identify if they have invigilated previously and if any current maladministration or malpractice sanctions are applied to them
Provides thorough training for new invigilators on the current instructions for conducting examinations and an annual update for the existing invigilation team so that they are aware of any changes in a new academic year before they are allocated to invigilate an exam
Ensures invigilators supervising access arrangement candidates understand their role (and the role of a facilitator who may be supporting a candidate) and the rules and regulations of the access arrangement(s)
Ensures invigilators are briefed on the access arrangement candidates in their exam room and made aware of the access arrangement(s) awarded (ensuring these candidates are identified on the seating plan) and confirms invigilators understand what is and what is not permissible
Ensures invigilators complete an annual declaration. See Appendix 14
Collects evaluation of training to inform future events
Entries and registrations: roles and responsibilities
Head of centre (Principal)
Ensures the centre’s obligations as detailed in the regulations are met.
Estimated entries
Examinations Officer
Requests estimated or early entry information, where this may be required by awarding bodies, from HoDs in a timely manner to ensure awarding body external deadlines for submission can be met
Heads of Department/Subject
Provide entry information requested by the examinations officer to the internal deadline
Inform the examinations officer immediately of any subsequent changes to entry information
Final entries
Head of Centre (Principal)
Ensures appropriate controls are in place which allow accurate data to be submitted to the awarding bodies, e.g. registrations, entries, learner claims
Examinations Officer
Requests final entry/registration information from HoDs/HoSs in a timely manner to ensure awarding body external deadlines for submission can be met
Informs HoDs/HoSs of subsequent deadlines for making changes to final entry information without charge
Submits registrations, examination entries and certification claims by the deadline(s) and complies with the requirements of the specification including any terminal rules which need to be met at the point of certification
Confirms with HoDs/HoSs 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
being charged by awarding bodies
Observes each awarding body’s terms and conditions for the registration/entry and timely withdrawal of candidates for their examinations and assessments, and observes any regulatory requirements for the qualification
Heads of Department/Subject
Provide information requested by the examinations officer to the 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 includes
changes to candidate personal details
amendments to existing entries
withdrawals of existing entries
· Check final entry submission information provided by the examinations officer and confirms information is correct
Entry fees
Please refer to Appendix 15 for information relating to entry fees.
Late entries
Examinations Officer
Has clear entry procedures in place to minimise the risk of late entries
Charges any late or other penalty fees to departmental budgets
Heads of Department/Subject
Minimise the risk of late entries by
following procedures identified by the examinations officer in relation to making final entries on time
meeting internal deadlines identified by the examinations officer for making final entries
Candidate statements of entry
Examinations Officer
Provides candidates with statements of entry for checking
Teachers
Ensure candidates check statements of entry and return any relevant confirmation required to the examinations officer
Candidates
Confirm entry information is correct or notify the examinations officer of any discrepancies
Pre-exams: roles and responsibilities
Head of centre
Ensures the centre’s obligations as detailed in the regulations are met. (With reference to GR 5.8 Candidate information)
Access arrangements and reasonable adjustments
SENCO (or equivalent role)
Ensures appropriate arrangements, adjustments and adaptations are in place to facilitate access to exams/assessments for candidates with learning difficulties or disabilities, those for whom English is an additional language and those with a temporary illness or injury
Ensures a candidate is involved in any decisions about arrangements, adjustments and /or adaptations that may be put in place for them
Ensures exam information (JCQ and Cambridge International information for candidates documents, individual exam timetable etc.) is adapted where this may be required for a 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 and Cambridge International requirements and fully understands the rule of the access arrangement)
Briefing candidates
Examinations Officer
Issues individual exam timetable information to candidates and informs candidates of any designated contingency sessions awarding bodies may identify in the event of national or significant local disruption to exams
Prior to exams, issues relevant JCQ and Cambridge International information for candidates documents (coursework, non- examination assessments, on-screen tests, social media and written examinations) and awarding body privacy notices.
Where relevant, issues relevant awarding body information to candidates
Issues centre exam information to candidates including information on:
exam timetable clashes
arriving late for an exam
absence or illness during exams
what equipment is/is not provided by the centre
food and drink in exam rooms
unauthorised items in exam rooms
when and how results will be issued and the staff that will be available
post-results services information and how the centre will deal with requests from candidates
when and how certificates will be issued
Dispatch of exam scripts
Examinations Officer
Identifies and confirms arrangements for the dispatch of candidate exam scripts in accordance with awarding body guidelines
Estimated grades
Heads of Department/Subject
Ensure teachers provide estimated grade information to the examinations officer by the internal deadline (where this still may be required by the awarding body)
Examinations Officer
Submits estimated grade information to awarding bodies to meet the external deadline (where this may still be required by the awarding body)
Keeps a record to track what has been sent
Internal assessment and endorsements
Head of Centre (Principal)
Ensures procedures are in place for candidates to appeal internal assessment decisions and make requests for reviews of marking
SENCO (or equivalent role)
Liaises with teachers to implement appropriate access arrangements for candidates undertaking internal assessments and practical endorsements
Teachers
Support the SENCO (or equivalent role) 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
Heads of Department/Subject
Ensure teachers assess and authenticate candidates’ work to the awarding body requirements
Ensure teachers assess endorsed components according to awarding body requirements
Ensure teachers provide marks for internally assessed components and grades for endorsements of qualifications to the examinations officer to the internal deadline
Ensure teachers provide required samples of work for moderation and sample recordings for monitoring to the examinations officer to the internal deadline
Examinations Officer
Submits marks, endorsement grades and samples to awarding bodies/moderators/monitors to meet the external deadline
Keeps a record to track what has been sent
Logs moderated samples returned to the centre
Ensures teachers are aware of the requirements in terms of retention and subsequent disposal of candidates’ work
Candidates
Authenticate their work as required by the awarding body
Invigilation arrangements
Examinations Officer
Provides an annually reviewed exams folder for invigilators to access, trains new invigilators on the current regulations and updates the existing invigilation team on an annual basis of any regulation changes and any changes to centre-specific arrangements
Deploys invigilators effectively to exam rooms throughout an exam series (including the provision of a roving invigilator where a candidate and invigilator (acting as a practical assistant, prompter, reader or scribe) are accommodated on a one-to-one basis to enter the room at regular intervals in order to observe the conducting of the exam, ensure all relevant rules are being adhered to and to support the practical assistant/prompter/reader and/or scribe in maintaining the integrity of the exam)
Allocates invigilators to exam rooms (or where supervising candidates due to a timetable clash) according to the required ratios
Liaises with the SENCO (or equivalent role) regarding the facilitation and invigilation of access arrangement candidates
SENCO (or equivalent role)
Liaises with the examinations officer regarding facilitation and invigilation of access arrangement candidates
Invigilators
Provide information as requested on their availability to invigilate throughout an exam series
Centre Inspections
Examinations Officer or Senior leader
Will accompany the Inspector throughout a visit
SENCO (or equivalent role or relevant Senior leader (in the absence of the SENCO)
Will meet with the inspector when requested to provide documentary evidence regarding access arrangement candidates and address any questions the inspector may raise
Ensures that information is readily available for inspection at the venue where the candidate is taking the exam(s)
Seating and identifying candidates in exam rooms
Examinations Officer
Ensures a procedure is in place to verify the identity of all candidates. This is usually by way of a card with the candidate number and photograph on each desk. Should an invigilator need to verify the identity of a candidate, a member of the senior leadership team should be called.
Ensures invigilators are aware of the procedure
Provides seating plans for exam rooms according to JCQ and awarding body requirements (and ensures candidates with access arrangements are identified on the seating plan and invigilators are informed of those candidates with access arrangements and made aware of the access arrangement(s) awarded)
Invigilators
Follow the procedure provided by the exams officer which details how the identity of all candidates sitting exams will be confirmed (usually candidate cards on desks)
Seat candidates in exam rooms as instructed by the examinations officer/on the seating plan
Security of exam materials
Examinations Officer
Confirms appropriate arrangements are in place to ensure that confidential exam materials are only handed over to those authorised members of staff
Ensures access to the secure room is restricted and staff approved by the Head of Centre (Principal) are accompanied by a keyholder at all times.
Has a process in place to demonstrate the receipt, secure movement and secure storage of confidential exam materials within the centre
Ensures a log is kept at the initial point of delivery recording confidential materials received and signed for by authorised staff within the centre and that appropriate arrangements are in place for confidential materials to be immediately transferred to the secure storage facility until they can be removed from the dispatch packaging and checked in the secure room before being returned to the secure storage facility in timetable order
Carefully checks question paper packets when they are removed from the dispatch packaging and keeps a log of the check
Ensures the secure storage facility contains only current and live confidential material (ensuring that past examination question papers, internal tests and mock examinations are not kept in the centre’s secure storage facility)
Ensures that examination stationery, e.g. answer booklets and formula booklets are stored in the secure room (attempting to store this material in the secure storage facility, when sufficient space allows)
Ensures the integrity and security of any electronic question paper is maintained during the downloading, printing and collating process (ensuring printing is carried out in a secure environment at the centre to prevent unauthorised personnel accessing live assessment materials and ensuring only authorised members of centre staff have access to electronic question paper materials)
A minimum of two and a maximum of six members of centre staff should be authorised to handle secure electronic materials, one of whom must be the exams officer. Other members of centre staff may assist with printing and collation provided they are under supervision
Ensures that the question paper is printed correctly, is of good quality and is collated in the right order
Office staff
Follow the process to log confidential materials delivered to/received by the centre to the point materials are issued to authorised staff for transferal to the secure storage facility
Teachers
Adhere to the process to record the secure movement of confidential materials taken from or returned to secure storage throughout the time the material is confidential
Timetabling and rooming
Examinations Officer
Produces a master centre exam timetable for each exam series
Identifies and resolves candidate exam timetable clashes according to the regulations (only applying overnight supervision arrangements as a last resort, once all other options have been exhausted and according to the centre’s policy). See Overnight Supervision Arrangements Policy – Appendix 16
Identifies exam rooms and specialist equipment requirements
Allocates invigilators to exam rooms (or where supervising candidates due to an exam timetable clash) according to required ratios
Liaises with site staff to ensure exam rooms are set up according to JCQ and awarding body requirements
Liaises with the SENCO regarding rooming of access arrangement candidates
SENCO (or equivalent role)
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
Site staff
Liaise with the examinations officer to ensure exam rooms are set up according to JCQ and awarding body requirements
Alternative site arrangements
Examinations Officer
(Where/if applicable to the centre) 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 and Cambridge International to timescale by submitting an Alternative Site arrangement notification using online form CAP (or through the awarding body where a qualification may sit outside the scope of CAP) of any alternative sites that will be used to conduct timetabled examination components of the qualifications.
Centre consortium arrangements
Examinations Officer
Processes applications for Centre Consortium arrangements using CAP to the awarding body deadline (or through the awarding body where a qualification may sit outside the scope of CAP)
Heads of Department/Subject
Inform the examinations officer of any joint teaching arrangements in place and where the centre is acting as the consortium co-ordinator
Transferred candidate arrangements
Examinations Officer
Liaises with the host or entering centre, as required
Processes requests for Transferred Candidate arrangements using CAP to the awarding body deadline (or through the awarding body where a qualification may sit outside the scope of CAP)
Where relevant (for an internal candidate) informs the candidate of the arrangements that have been made for their transferred candidate arrangement
Internal exams/assessments
Examinations Officer
· Prepares for the conduct of internal exams/assessments under external conditions (where applicable to the centre)
· Provides a centre exam timetable of subjects and rooms
· Provides seating plans for exam rooms
· Requests internal exam papers from teachers
· Arranges invigilation (where applicable to the centre)
SENCO
· Liaises with teachers to make appropriate arrangements for access arrangement candidates
Teachers
· Provide exam papers and materials to the examinations officer
· Support the SENCO in making appropriate arrangements for access arrangement candidates
Exam time: roles and responsibilities
Head of centre (Principal)
· Ensures the centre’s obligations as detailed in the regulations are met.
Access arrangements
Examinations Officer
· Provides cover sheets for access arrangement candidates’ scripts where required for particular arrangements
· Has a process in place to deal with emergency/temporary access arrangements as they arise at the time of exams
· Liaises with the SENCO (or equivalent role) for approval through AAO where required or through the awarding body where qualifications sit outside the scope of AAO
Candidate absence/late arrival
Please adhere to the following procedure in the case of a student failing to attend an exam:
Invigilator to send a message to the Office if student is not present at the start of an exam.
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.
If student has decided not to take the exam, examinations officer and parent to be informed.
Examinations officer to inform subject teacher and call student to ensure that they are aware of the consequences of not taking the exam.
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.
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 examinations 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.
Invigilators
· Are informed of the policy/process for dealing with absent candidates through training
· Ensure that confirmed absent candidates are clearly marked as such on the attendance register and seating plan
Candidates
· Are re-charged relevant entry fees for unauthorised absence from exams
Examinations Officer
· Ensures that candidates who arrive very late for an exam are reported to the awarding body by submitting a report on candidate admitted very late to examination room using CAP to timescale
· Warns candidates that their script may not be accepted by the awarding body
Invigilators
· Are informed of the policy/process for dealing with late/very late arrival candidates through training
· Ensure that relevant information is recorded on the exam room incident log
Conducting exams
Head of Centre (Principal)
· 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 an exam day 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 scripts
Examinations Officer
· Dispatches scripts as instructed by JCQ and awarding bodies
· Keeps appropriate records to track dispatch
Exam papers and materials
Examinations Officer
· Organises exam question papers and associated confidential resources in date order in the secure storage facility
· Attaches erratum notices received to relevant sealed question paper packets
· Collates attendance registers and examiner details in date order
· Regularly checks mail or email inbox for updates from awarding bodies
· In order to avoid potential breaches of security, ensures care is taken to ensure the correct question paper packets are opened by ensuring a member of centre staff, additional to the person removing the papers from secure storage, e.g. an invigilator, checks the day, date, time, subject, unit/component and tier of entry, if appropriate, immediately before a question paper packet is opened
· Ensures this additional/second pair of eyes check is recorded
· Ensures question papers are always kept in their sealed packets until the second pair of eyes check and log have been completed
· Ensures the second pair of eyes check takes place immediately before each question paper packet is opened in the designated examination room
· If the question paper packet needs to be split for different rooms on one or more sites or for an access arrangement, ensures the check takes place in the secure room
· Ensures unused question papers are not released to any individual until 24 hours after the awarding body’s published finishing time for the examination (Where a candidate is sitting an examination scheduled for the afternoon session on the following morning under an overnight supervision arrangement, unused question papers for that examination must not be released to any individual until the candidate has completed that examination)
Exam rooms
Head of Centre (Principal)
· Ensures that internal tests, mock exams, revision or coaching sessions are not conducted in a room ‘designated’ as an exam room
· Ensures that when a room is ‘designated’ as an exam room it is not used for any purpose other than conducting external exams
· Ensures only approved centre staff (who have not taught the subject being examined) are present in exam rooms to perform permitted tasks
· Ensures the centre’s policy relating to food and drink that may be allowed in exam rooms is clearly communicated to candidates
· Ensures the centre’s policy on candidates leaving the exam room temporarily is clearly communicated to candidates
Food and Drink (Exams)
· Generally, candidates should not bring food into the examination room
· If they do need food, they should ask the examinations officer in advance
· The examinationss officer should discuss the types of food (non-noisy) that could be brought in if needed and its packaging (clear with no labelling)
· Students may bring water in a clear bottle that does not have a label. Any labels on bottles will be removed.
Leaving the Examination Room
· At Jersey College for Girls, candidates are expected to remain in the exam room for the full time of the exam.
· Candidates must be supervised if they leave the exam room.
· If a candidate leaves without being supervised, they will not be allowed to continue their exam.
· If students need to leave due to illness, they must not communicate with other students. Students must be under exam conditions. If the student feels well enough to continue, they will get the missed time added onto their exam finish time.
· Students who need the toilet will be escorted, they will not have the time missed added back onto their exam.
· For Cambridge International Exams, Candidates cannot leave the examination room completely until after the Key Time of the examination, unless the school keeps them under Full Centre Supervision until the Key Time. Candidates also cannot leave the examination room completely until instructed to do so by the examinations officer/invigilator.
Examinations Officer
· Ensures exam rooms are set up and conducted as required in the regulations
· Provides invigilators with appropriate resources to effectively conduct exams
· Briefs invigilators on exams to be conducted on a session by session basis (including the arrangements in place for any transferred candidates and access arrangement candidates)
· Ensures sole invigilators have an appropriate means of summoning assistance (if this is a mobile phone, instructs the invigilator that the mobile phone is only allowed to be used for this specific purpose and that it must be kept on silent mode)
· Ensures invigilators understand they must be vigilant and remain aware of incidents or emerging situations, looking out for malpractice or candidates who may be in distress, recording any incidents or issues on the exam room incident log
· Ensures invigilators understand how to deal with candidates who may need to leave the exam room temporarily and how this should be recorded on the exam room incident log
· Provides authorised exam materials which candidates are not expected to provide themselves
· Ensures invigilators and candidates are aware of the emergency evacuation procedure
· Ensures invigilators are aware of arrangements in place for a candidate with a disability who may need assistance if an exam room is evacuated
· 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
· For Emergency Evacuation Policy (Exams) – see Appendix 4
Site 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 according to JCQ and Cambridge International Instructions for conducting examinations and/or awarding body requirements and as instructed by the centre in training/update and briefing sessions
Candidates
· Are required to follow the instructions given to them in exam rooms by authorised centre staff and invigilators
· Are required to remain in the exam room for the full duration of the exam
Assistant Headteacher with responsibility for exams
· Ensures 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 (see Appendix 4)
· Ensures a procedure is in place in case of an emergency invacuation (lockdown) (see Appendix 3)
Irregularities
Head of Centre (Principal)
· Ensures (as required by an awarding body) 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
Managing Behaviour (Exams)
Jersey College for Girls expects students to conduct themselves well at all times, including when in exams. This section of the policy should be seen in conjunction with the College’s Improving Behaviour Policy.
In the unlikely situation of a student’s behaviour causing a concern when in an exam, the invigilator should firstly remove the student from the exam room, try to resolve the situation, return the student to the exam room and keep a note of the incident. They should then inform the examinations officer.
If the issue cannot be resolved by the invigilator, the examinations officer should be called. They should speak with the student and try to resolve the situation. If necessary, this might require the student to take the exam in another room.
If further escalation is required, the Assistant Headteacher with responsibility for exams should be called (or another member of the senior leadership team).
In all cases, any incident should be noted by the examinations officer and recorded as appropriate.
Heads of Department/Subject
· Ensure support is provided for the examinations officer and invigilators when dealing with disruptive candidates in exam rooms
· Ensure that internal disciplinary procedures relating to candidate behaviour are instigated, when appropriate
Examinations Officer
· Provides an exam room incident log in all exam rooms for recording any incidents or irregularities
· Actions any required follow-up and reports to awarding bodies as soon as practically possible after the exam has taken place
Invigilators
· Record any incidents or irregularities on the exam room incident log (for example, late/very late arrival, candidate or centre staff suspected malpractice, candidate illness or needing to leave the exam room temporarily, disruption or disturbance in the exam room, emergency evacuation)
Special consideration – see also Special Consideration Policy – Appendix 17
Heads of School/SLT
· Support eligible applications for special consideration by authorising appropriate evidence
Examinations Officer
· Processes eligible applications 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 applications, where required
Unauthorised items
· Unauthorised items taken into the examination room must be handed to an invigilator and placed on the front desk. They may be collected after the examination papers have been collected and candidates dismissed. If an invigilator cannot retain the item, it will be taken to the College office for collection after the exam.
Invigilators
· Are informed of the arrangements through training
Internal exams/Assessments
Examinations Officer
· Briefs invigilators on conducting internal exams
· Returns candidate scripts to teachers for marking
Invigilators
· Conduct internal exams as briefed by the examinations officer
Results and post-results: roles and responsibilities
Head of centre (Principal)
· Ensures the centre’s obligations as detailed in the regulations are met.
Internal assessment
Heads of Department/Subject
· Ensures teachers keep candidates’ work, whether part of the moderation sample or not, secure and for the required period stated by JCQ and awarding bodies
· Ensures work is returned to candidates after the retention period or disposed of according to the requirements
Managing results day(s)
The Head of Centre (Principal)
· Identify centre staff who will be involved in the main summer results day(s), and their role
· Ensure senior members of staff are accessible to candidates immediately after the release of results so that results may be discussed and decisions made on the submission of any requests for post-results services and ensure candidates are informed of the periods during which centre staff will be available so that they may plan accordingly
Examinations Officer
· Works with Heads of Department/Subject to ensure procedures for managing the main summer results day(s) (a results day programme) are in place
Site staff
· Ensure the centre is open and accessible to centre staff and candidates, as required for the collection of results
Accessing results
Head of Centre (Principal)
· Ensures results are kept entirely confidential and restricted to key members of staff until the official dates and times of release of results to candidates
· Understands that it is not permitted to withhold provisional results from candidates under any circumstances
Examinations Officer
· Informs candidates in advance of when and how results will be released to them for each exam series
· Accesses results from awarding bodies under restricted release of results, where this is provided by the awarding body
· Resolves any missing or incomplete results with awarding bodies
· Issues statements of results to candidates on issue of results date
· Provides summaries of results for relevant centre staff on issue of results date
Post-results services
Review of marking (ROM) and access to scripts (ATS)
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.
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.
Access to Scripts (ATS) - After the release of results, students may request the return of papers within the allotted time. Centre staff may also request scripts 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.
Head of Centre (Principal)
· Ensures an internal appeals procedure is available where candidates disagree with any centre decision not to support a clerical re-check, a review of marking, a review of moderation or an appeal
· Ensures that senior members of centre staff are available immediately after the publication of results
· Understands that if the centre has concerns about one of its component/subject cohorts, then requests for reviews of marking should be submitted for all candidates believed to be affected (candidate consent is required as marks and subject grades may be lowered, confirmed or raised)
Examinations Officer
· Provides information to candidates and staff on the services provided by awarding bodies and the fees charged (see also above Briefing candidates and Access to Scripts, Reviews of Results and Appeals Procedures)
· Publishes internal deadlines for requesting the services to ensure the external deadlines can be effectively met
· Provides a process to record requests for services and to collect candidate informed consent (after the publication of results) and fees where relevant
· Submits requests to awarding bodies to meet the external deadline for the particular service
· Tracks requests to conclusion and informs candidates and relevant centre staff of outcomes
· Updates centre results information, where applicable
Teachers
· Meet internal deadlines to request the services and gain relevant candidate informed consent
· Identify the budget to which fees should be charged
Candidates
· Meet internal deadlines to request the services
· Provide informed consent and fees, where relevant
Analysis of results
Data Analyst
· Provides analysis of results to appropriate centre staff
· Provides results information to external organisations where required
Certificates
Certificates are provided to centres by awarding bodies after results have been confirmed. These will usually be posted to candidates.
Retention of records: roles and responsibilities
Examinations Officer
· Keeps records as required by JCQ and awarding bodies for the required period
· Keeps records as required by the centre’s records management policy
· Provides guidance on what information should be held, retention period and method of disposal
