Examinations Policy
Queens’ School Examinations Policy
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Examination Entry Charging for External Examinations Controlled Assessment The Disability Discrimination Act (DDA), Special Needs and Access Arrangements Managing Invigilators and Examination Days Candidates, Clash Candidates and Special Consideration Procedure for dealing with Malpractice in Examinations & Assessments Enquires about Results (EAR) Internal Appeals regarding Internal Assessment Decisions Word Processor in Examinations Exam Contingency Plan and Risk Assessment
The purpose of this examination policy is: To ensure the planning and management of examination is conducted efficiently and in the best interest of candidates To ensure the operation of an efficient examination system with clear guidelines for all relevant staff. It is the responsibility of everyone involved in the centre’s exam processes to read, understand and implement this policy. This examination policy will be reviewed annually by the Exams officer and Head teacher.
Examination Entry Aims
To ensure that all pupils have the opportunity to demonstrate their abilities and enhance their development through the taking of public examinations To ensure the maximum devolution of resources to the pupils through examination entry subject to known criteria To ensure that the examination entry procedure is fair and involves all parties, - staff, pupils and parents. To ensure that the entry policy allows pupils to take the most appropriate level of examination
Criteria for entry All students who are on courses at school or out of school (subject to the Examination’s Officer’s approval) leading to examinations at GCSE, AS Level, A2 Level, BTEC and CiDA are eligible to be entered for examinations in the subjects they are following subject to the following non entry criteria All GCSE students should be entered for the core subjects of English, Maths and Science, except in the most exceptional circumstances. Criteria for non-entry In certain circumstances pupils will lose their eligibility for examination entry in Years 10 and 11 only. These are: Failure to complete sufficient coursework or controlled assessment to achieve the minimum grade.
Failure to attend sufficient lessons to cover enough of the course to achieve the minimum grade in the examination
Failure to complete sufficient work at the required standard to achieve the minimum grade.
Procedure for withdrawal of candidates
Subject teachers must alert the parents, Head of Dept., Head of KS4 and the Head of House/Head of Sixth (and the SENCO where relevant) to the fact that the student is in danger of being withdrawn for the reasons above. This must be done through Cause for Concern Forms so that support may be arranged.
Heads of Departments must ensure that Head of KS4, Heads of House/Head of Sixth, candidates and students’ parents are warned by letter or written report as soon as the criteria for non-entry looks likely to be met and after sufficient time and notice has been allocated for support strategies to have been implemented. Any letter or report must contain the range of strategies that have been put in place to support the student. Failure to do this might jeopardise the school’s ability to effect a withdrawal as a failure to follow the procedures would allow parents to appeal successfully against withdrawal.
Withdrawals must have been preceded by a completed exam withdrawal form which has been sent to the Exams Officer. Provision must be made by the department for the student during lesson time
Procedure for entering candidates in tiered examinations at GCSE
Reports in the summer of Year 10 allude to the performance of the pupils against the aforementioned criteria.
Heads of Department will inform pupils and parents of the level of entry by February of the year of the examination.
Parents can appeal against the Head of Department’s decision to the Head teacher, but will then be liable for the cost of entry if they insist on candidates being entered for higher tiers against the advice of the Head of Dept.
Procedure at A2 and AS Level The same procedure for withdrawal of candidates at GCSE is to be used except that those withdrawn from A2 may be entered for AS if approval is given by the Head of Department. The minimum grade needs to be obtained by AS students wishing to continue with that subject to A2 and individual subjects may vary. These criteria are published in the 6th form handbook.
Charging for External Examinations Internal candidates Parents/students are sent a candidate timetable in February/March and a letter or email advising that the school is prepared to fund entry once only for external examinations where a Head of Department has confirmed entry. Resit Candidates Any resit candidates will be charged a fee depending on their chosen level which will include an administration charge. If deadlines are not adhered to by the student and entry is still possible they will be liable for any late entry fees. Withdrawals Missing refund deadlines may mean fees will be levied to the Department or Student, depending on the circumstances involved. Enquiry about Results (EARs) Candidates who request an Enquiry upon Results will be charged the Exam Boards Fees plus an administration fee for this service. The Centre will only pay if it is deemed that an enquiry needs to be requested for a group of candidates or in very exceptional circumstances for a single candidate but only when the final grade is at least two grades adrift from the predicted grades. Please note that historically Enquiries upon Results do not usually result in a change of grade. It should also be noted that a result may be lowered upon enquiry. If a Head of Department insists on an Enquiry and the schools policy of a two grade discrepancy between estimated and final does not apply, then the HoD will need to fund the enquiry from his/her departmental budget. Amendment of Personal Details Candidates have two opportunities each academic year (Years 10-13) to check their personal details are correct as this is replicated on their certificates. (i.e. spelling of name, date of birth etc.) Candidates who have been offered this check and subsequently discover that personal details are incorrect on their certificate will therefore be liable for any amendment cost. Certificates Candidates are not charged for certificates. However, all candidates are advised in writing when collecting their results, that they (or a designated representative) must personally collect their certificates in December/January. Unclaimed certificates are then posted to the address held on our system. The school will not be held responsible for certificates not received when posted home.
Confirmation of Results letter The Centre can confirm results achieved here in the past by providing the candidate with a confirmation letter. This is often requested by candidates who have mislaid or never collected their certificates (replacements certificates are very expensive). This centre charges £20, payable in advance, to generate a confirmation of results letter. Cost incurred by late entries Heads of Department will be asked to check & sign final entries within deadlines advised by the Examinations Officer. If late entry has occurred due to checking being inadequate, then the penalty fee (not the entry fee) will be charged to the department concerned. Staff in charge of modular syllabuses will need to be particularly careful with entries.
Controlled Assessment Staff responsibilities: Senior leadership team (along with the Examinations officer)
Accountable for the safe and secure conduct of controlled assessments. Ensure assessments comply with JCQ guidelines and awarding bodies’ subject-specific instructions.
Map overall resource management requirements for the year. As part of this resolve: o clashes/ problems over the timing or operation of controlled assessments. o issues arising from the need for particular facilities (rooms, IT networks, time out of school etc.)
Ensure that all staff involved have a calendar of events, available as part of the overall school calendar.
Heads of department
Decide on the awarding body and specification for a particular GCSE.
Supply to the exams office details of all unit codes for controlled assessments.
Standardise internally the marking of all teachers involved in assessing an internally assessed component.
Ensure that individual teachers understand their responsibilities with regard to controlled assessment.
Ensure that individual teachers understand the requirements of the awarding body's specification and are familiar with the relevant teachers' notes, and any other subject specific instructions.
Where appropriate, develop new assessment tasks or contextualize sample awarding body assessment tasks to meet local circumstances, in line with awarding body specifications and control requirements.
On the few occasions where controlled assessment cannot be conducted in the classroom arrange suitable accommodation where controlled assessment can be carried out, at the direction of the senior leadership team.
Teaching staff
Understand and comply with the general guidelines contained in the JCQ publication Instructions for conducting controlled assessments.
Understand and comply with the awarding body specification for conducting controlled assessments, including any subject-specific instructions, teachers’ notes or additional information on the awarding body’s website.
Obtain confidential materials/tasks set by awarding bodies in sufficient time to prepare for the assessment(s) and ensure that such materials are stored securely at all times.
Supervise assessments (at the specified level of control). Undertake the tasks required under the regulations, only permitting assistance to students as the specification allows.
Ensure that students and supervising teachers sign authentication forms on completion of an assessment.
Mark internally assessed components using the mark schemes provided by the awarding body. Submit marks through the exams office to the awarding body when required, keeping a record of the marks awarded.
Retain candidates’ work securely between assessment sessions (if more than one).
Post-completion, retain candidates’ work securely until the closing date for enquiries about results. In the event that an enquiry is submitted, retain candidates work securely until the outcome of the enquiry and any subsequent appeal has been conveyed to the centre.
Ask the appropriate special educational needs coordinator (SENCO) for any assistance required for the administration and management of access arrangements.
Examinations officer
At the end of the academic year, begin coordinating with heads of department to schedule the next academic years controlled assessments. (It is advisable that controlled assessments be spread throughout the academic years of key stage 4).
Prepare a Calendar of controlled assessment by/at the start of each academic year.
Create, publish and update an internal appeals policy for controlled assessments.
Following advice from HODs enter students for individual units, whether assessed by controlled assessment, external exam or on-screen test, before the deadline for final entries.
Where confidential materials are directly received by the exams office, to be responsible for receipt, safe storage and safe transmission, whether in CD or hard copy format.
Download and distribute marksheets for teaching staff to use, and collect and send marks to awarding bodies before deadlines.
Special educational needs coordinator/additional learning support
Ensure access arrangements have been applied for.
Work with teaching staff to ensure requirements for support staff are met.
The Disability Discrimination Act (DDA), Special Needs and Access Arrangements DDA The Disability Discrimination Act 2005 extends the application of the DDA to general qualifications. All exam centre staff must ensure that the access arrangements and special consideration regulations and guidance are consistent with the law. Special Needs A candidate’s special needs requirements are determined by the SENCO, doctor and/or an educational psychologist / specialist teacher. The SENCO will inform subject teachers of candidates with special educational needs who are embarking on a course leading to an exam. The SENCO can then inform individual staff of any special arrangements that individual candidates may be granted during the course and in the exam. Access Arrangements Making special arrangements for candidates to take exams is the responsibility of the SENCO and the Exams officer. Submitting completed access arrangement applications to the awarding bodies is the responsibility of the SENCO and Exams officer. Rooming for access arrangement candidates for external exams will be arranged by the Exams officer with the SENCO. Invigilation and support for access arrangement candidates for external exams will be organised by the SENCO with the Exams officer.
Managing Invigilators and Examination Days
Managing Invigilators External invigilators will be used for some internal and external exam supervision. The recruitment of invigilators is the responsibility of the exams officer. Securing the necessary Disclosure and Barring Service check (DBS) for new invigilators is the responsibility of the PA to the Head teacher in liaison with the Exams Officer. DBS fees for securing such clearance are paid by the school. Invigilators are timetabled and briefed by the exams office. Invigilators’ rates of pay are set by the Exams officer in liaison with the Business Manager. Examination Days The exams officer will book all exam rooms after consultation with other users and ensure that the question papers, other exam stationery and materials are available to the invigilator. Site management is responsible for setting up the allocated rooms following briefing from the Exams Officer. The lead invigilator will start all exams in accordance with JCQ guidelines. Staff must be present just prior to each exam to assist with identification of candidates. In practical exams subject teachers may be on hand in case of any technical difficulties. Exam papers must not be read by subject teachers or removed from the exam room before the end of a session. Papers will be distributed to heads of department at the end of the exam session in accordance with JCQ guidelines.
Candidates, Clash Candidates and Special Consideration Candidates The schools published rules on acceptable dress and behaviour apply at all times. Students must hand any electronic devices such as mobile phones, MP3 players & Smartwatches in to an exam invigilator prior to entering the exam room. These must be in a brown envelope, provided by the student, clearly labelled with their full name and form. Exam invigilators will only collect devices when in this manner. Any devices handed in not in this way will be treated as a confiscated i.e. locked in the school safe for parents to collect the next school day. The school will not take responsibility for any devices handed in during the examination period. Candidates’ personal belongings remain their own responsibility and the centre accepts no liability for their loss or damage. Disruptive candidates are dealt with in accordance with JCQ guidelines. Candidates 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 exams officer will attempt to contact any candidate who is not present at the start of an exam and deal with them in accordance with JCQ guidelines. All guardians are advised of the above by parent email when timetables are forwarded prior to examinations (or post if no email address is held on record). Clash Candidates The exams officer will be responsible as necessary for identifying escorts, identifying a secure venue and arranging overnight stays. Special Consideration Should a candidate be too ill to sit an exam, suffer bereavement or other trauma or be taken ill during the exam itself, it is the candidate’s responsibility to alert the centre, or the exam invigilator, to that effect. Any special consideration claim must be supported by appropriate evidence within three days of the exam, for example a letter from the candidate’s doctor. The Exams officer will then forward a completed special consideration form to the relevant awarding body by the deadlines given.
Procedure for dealing with Malpractice in Examinations & Assessments Malpractice consists of those acts which undermine the integrity and validity of the examination or assessment, the certification of qualifications and/or damage the authority of those responsible for conducting the assessment and certification. Queens’ School will not tolerate actions or attempted actions of malpractice by students or staff. Every case of suspected Malpractice must be reported to the Head of Centre, Examinations Officer or in the case of BTEC qualifications the Quality Nominee. The Policy and Procedure mentioned below will then be followed. This is designed to ensure that all decisions are consistent, fair and based on the fullest information available. In all instances of Malpractice, reference will be made to the JCQ (Joint Council for Qualifications) publication Suspected Malpractice in Examinations and Assessments. Policies and Procedures which can be found on our website www.queens.herts.sch.uk. This document sets examples of malpractice by staff and candidates and details the procedures to be followed for investigating and following up instances of alleged or actual malpractice and the sanctions to be applied.
Enquires about Results Procedure (EAR) Any student who wishes to query a mark/grade given by an Awarding Body directly after the issue of results should use the following procedure: Liaise with subject teacher/Head of Department for their opinion and advice on the marks awarded Read carefully the information given to them with their results slips regarding their Review of Marking and Access to Script options Contact the Exams Officer by the deadlines given to obtain, complete the consent form and make the appropriate payment. Students are signing the consent form to confirm that they understand that marks/grades awarded can be lowered as well as raised. The costs of all requests are borne by the candidate. The outcome of all enquiries will be forwarded to the candidate as soon as possible after they have been received by the Awarding Body. If the school does not agree to support the EAR A candidate may appeal against the decision not to support an EAR request. Appeals should be made in writing to the Exams Officer, at least 5 working days before the published deadline for EARs. The appeal should state, in detail, the reason(s) for the appeal. This appeal should be signed and dated. The appeal information will be reviewed by the Exams Officer and a member of the Senior Leadership Team and the outcome of the appeal communicated to the candidate within 48 hours of receipt. The decision is final.
Arrangements for Internal Appeals regarding Internal Assessment Decisions The Code of Practice published each year by the regulators [Ofqual) lays down requirements for all aspects of GCSE/CIDA/GCE/AEA/BTEC examinations with which Awarding Bodies and Centres must comply. Centres’ responsibilities include having formal procedures in place and widely available for dealing with concerns about internal assessment procedures. The purpose of any such appeal will be to decide whether the process used for the Internal Assessment conforms to the published requirements of the awarding body and the examination Code of Practice of Ofqual. Departments can decide whether candidates should be advised of their internally assessed marks. If internally assessed marks are issued, candidates must be made aware that these marks are subject to external moderation and therefore change. The Data Protection Act entitles candidates to request access to Centre marks. However, given the misunderstanding that could arise if the marks were viewed as being finalised Centres may wish to treat them as confidential [unless explicitly requested by a candidate] until after the moderation process has been completed. The Head of Centre has appointed the Exams Officer to manage appeals. The Exams Officer is responsible for disseminating information to all candidates and their carers about the appeals procedures and for informing the Head of Centre about the existence and outcome of all such appeals. Should candidates not agree with the process that led to the assessment and the disagreement cannot be resolved by discussion between teacher and candidate then the candidate may appeal to the Exams Officer. The agreed appeals process will then be put into action. This will be the final stage in the normal process of considering and resolving disputes. It is expected that the following procedure will be used only in exceptional circumstances: 1. Appeals should be made in writing to the Exams Officer stating the details of the complaint and the reasons for the appeal. The appeal must be submitted before the end of the last week in May of the year in which the written examinations are taken. 2. A copy of the appeal will be given to the teacher[s] concerned in making the assessment, which is the subject of the appeal. 3.
The teacher[s] can then respond to the appeal in writing and a copy will be sent to the candidate.
If the candidate is still unsatisfied with the process of Internal Assessment following the written response, they may request a personal hearing before an appeals panel.
The appeals panel will comprise a member of the school’s Senior Management Team and two Governors (the Chair and one other), none of whom have previously dealt with the particular case. The result will be determined by a majority decision. The request must be made within two days of the receipt of the written reply to the initial appeal. The candidate will be given reasonable notice of the hearing date and will be sent copies of relevant documents to the case [e.g. the marks given, the assessments made] in advance of the hearing. If a candidate is presenting his own case, then they will be allowed to be accompanied by a single carer/friend. The teacher[s] and candidate will have the opportunity to hear each other’s submission to the panel at the hearing. The centre will maintain a written record of all appeals, which will include the outcome of an appeal and the reasons for that outcome. A copy will be sent to the candidate and, where appropriate, to their carer within seven working days of the appeal hearing. The centre will inform the Awarding Body if there is any change to an internally assessed mark as a result of an appeal.
Word Processor in Examinations A word processor cannot be granted to a student to use in examinations because he/she prefers to type rather than write or can work faster on a keyboard, or because he/she uses a laptop at home. The use of a word processor must reflect the students’ normal way of working within the school and be appropriate to their needs. This list helps to identify students who would benefit from the use of a word processor, although it is not exhaustive;
A learning difficulty which has a substantial and long term adverse effect on the ability to write legibly A medical condition A physical disability A sensory impairment Planning and organisation problems when writing by hand for which the school has historical evidence of need.
A word processor will be provided by the school with the spelling and grammar checkers and predictive text facility switched off. WordPad is the software installed on word processors used for examination purposes. Word processors will be in good working order at the time of the examination. Students may use their answer booklet in addition to the word processor. Only authorised memory sticks provided by the school may be used, if appropriate. Students must save their work at regular intervals. Printing must be carried out after the examination is over, and the student must be present to verify that the work printed is his/her own. Students must ensure that their centre number, candidate number, name and unit code are typed or handwritten on each page. A JCQ word processor cover sheet must be completed and attached to the student’s script.
Exam Contingency Plan & Risk Assessment Risk Invigilator does not turn up
Fire alarm goes off
Early warning Control to prevent Phone call or scripts not Invigilators provide availability 8 weeks in collected from EO. advance. EO then provide dates required in writing. Pre-exam meeting to ensure commitment from invigilators. No practice Fire Drills held during Exams.
Control to resolve On busy days employ 2 extra emergency invigilator or EO to cover
Ensure invigilators are aware of policy. EO & SLT to assist in maintaining security of exam. Advise of specific area for exams. Special consideration to AB for affected students -EO Student taken ill during exam Students/carers advised to Watch carefully if aware of illness or invigilate Invigilator aware of policy, first aider on call. contact EO/school if unwell in a separate room Special Consideration for affected students -EO prior to exam. Bad weather or transport Weather report Delay to start of exam if possible, in line with Delay start, contact AB, isolation of candidates problems JCQ regulations if late and hold staggered sessions if necessary. Special Consideration to AB for affected students - EO Students do not turn up for exam Student entry timetables clearly detailing dates EO to try to contact students/parents. and time of exams provided on 2 separate occasions to students. Students turn up who are not HODS sign off entry lists prior to sending to AB. EO - Find a paper, seat students, amend entered Student entry timetables clearly detailing dates attendance list and make entry. Charge late fee and time of exams provided on 2 separate to department. If recurring problem see SLT occasions to students. Cheating in the room Invigilator reports problem Assembly to candidates prior to exam season. Written statements taken from Invigilators and Students sign to confirm read and understood student. SLT on-call to deal with malpractice JCQ regulation at the start of each academic issue. AB advised via Head/EO year. JCQ notices attached to timetable sent to parent prior to exam season. JCQ notices referred to and available on school website. Disruption in the room Invigilator reports problem Warning to candidate. Prior information to EO Invigilator aware of policy, SLT/EO on-call to regarding problem students in order to isolate deal with malpractice issues to watch carefully. Late arrivals Phone call or just turn up Assembly to candidates prior to exam season. Invigilator aware of policy. Complete late late Student entry timetables clearly detailing dates arrivals form - EO
Risk
Early warning
EO absent
Phone call
Exam room flooded
Check room, or invigilator reports problem
Wrong entry made – incorrect paper
Control to prevent Control to resolve and times of exams provided on two separate occasions. Regular meetings with line manager EA /SLT to cover. Regular meetings/briefing during exams with line manager SLT/Head teacher. Regular premises checks Find alternative accommodation. Special Consideration - EO Subject teachers/HOD’s ensure entry checklists Contact AB for copy of paper if necessary. are correct Provide exam paper, seat and amend entry EO. Charge late fee to department. If recurring problem see SLT. HODs ensure estimated and entry checklists EO ensure contact maintained with all relevant are correct and on time. Regular meetings with bodies. Advise Head teacher & SLT. Charge late line manager (Head teacher). fee to departments. Contact AB - EO
Curriculum model changes or Government white paper or change of syllabus number information from Dfe/AB. notification Pre-release materials are not received. Materials arrive that are not expected. System failure power cut/Damage Regular premises checks to Office Parcelforce fail to collect scripts
Need AB’s handbooks, new equipment, and phone line and office space. Copies of relevant information from HOD’s - EO Ensure emails from Parcelforce prior to exam Call Parcelforce. Advise AB - EO season are responded to promptly and collection window is agreed in advance. Maintain good contact with Parcelforce driver.
GLOSSARY EO = Exams Officer/ Office EA = Exams Assistant SLT = Senior Leadership e.g. Head & Deputies AB = Awarding Bodies / Exam Boards Governor approved: Review date:
March 2016 March 2017 Queens' School (Bushey) Ltd (registered number: 076506090)
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Examination Entry Charging for External Examinations Controlled Assessment The Disability Discrimination Act (DDA), Special Needs and Access Arrangements Managing Invigilators and Examination Days Candidates, Clash Candidates and Special Consideration Procedure for dealing with Malpractice in Examinations & Assessments Enquires about Results (EAR) Internal Appeals regarding Internal Assessment Decisions Word Processor in Examinations Exam Contingency Plan and Risk Assessment
The purpose of this examination policy is: To ensure the planning and management of examination is conducted efficiently and in the best interest of candidates To ensure the operation of an efficient examination system with clear guidelines for all relevant staff. It is the responsibility of everyone involved in the centre’s exam processes to read, understand and implement this policy. This examination policy will be reviewed annually by the Exams officer and Head teacher.
Examination Entry Aims
To ensure that all pupils have the opportunity to demonstrate their abilities and enhance their development through the taking of public examinations To ensure the maximum devolution of resources to the pupils through examination entry subject to known criteria To ensure that the examination entry procedure is fair and involves all parties, - staff, pupils and parents. To ensure that the entry policy allows pupils to take the most appropriate level of examination
Criteria for entry All students who are on courses at school or out of school (subject to the Examination’s Officer’s approval) leading to examinations at GCSE, AS Level, A2 Level, BTEC and CiDA are eligible to be entered for examinations in the subjects they are following subject to the following non entry criteria All GCSE students should be entered for the core subjects of English, Maths and Science, except in the most exceptional circumstances. Criteria for non-entry In certain circumstances pupils will lose their eligibility for examination entry in Years 10 and 11 only. These are: Failure to complete sufficient coursework or controlled assessment to achieve the minimum grade.
Failure to attend sufficient lessons to cover enough of the course to achieve the minimum grade in the examination
Failure to complete sufficient work at the required standard to achieve the minimum grade.
Procedure for withdrawal of candidates
Subject teachers must alert the parents, Head of Dept., Head of KS4 and the Head of House/Head of Sixth (and the SENCO where relevant) to the fact that the student is in danger of being withdrawn for the reasons above. This must be done through Cause for Concern Forms so that support may be arranged.
Heads of Departments must ensure that Head of KS4, Heads of House/Head of Sixth, candidates and students’ parents are warned by letter or written report as soon as the criteria for non-entry looks likely to be met and after sufficient time and notice has been allocated for support strategies to have been implemented. Any letter or report must contain the range of strategies that have been put in place to support the student. Failure to do this might jeopardise the school’s ability to effect a withdrawal as a failure to follow the procedures would allow parents to appeal successfully against withdrawal.
Withdrawals must have been preceded by a completed exam withdrawal form which has been sent to the Exams Officer. Provision must be made by the department for the student during lesson time
Procedure for entering candidates in tiered examinations at GCSE
Reports in the summer of Year 10 allude to the performance of the pupils against the aforementioned criteria.
Heads of Department will inform pupils and parents of the level of entry by February of the year of the examination.
Parents can appeal against the Head of Department’s decision to the Head teacher, but will then be liable for the cost of entry if they insist on candidates being entered for higher tiers against the advice of the Head of Dept.
Procedure at A2 and AS Level The same procedure for withdrawal of candidates at GCSE is to be used except that those withdrawn from A2 may be entered for AS if approval is given by the Head of Department. The minimum grade needs to be obtained by AS students wishing to continue with that subject to A2 and individual subjects may vary. These criteria are published in the 6th form handbook.
Charging for External Examinations Internal candidates Parents/students are sent a candidate timetable in February/March and a letter or email advising that the school is prepared to fund entry once only for external examinations where a Head of Department has confirmed entry. Resit Candidates Any resit candidates will be charged a fee depending on their chosen level which will include an administration charge. If deadlines are not adhered to by the student and entry is still possible they will be liable for any late entry fees. Withdrawals Missing refund deadlines may mean fees will be levied to the Department or Student, depending on the circumstances involved. Enquiry about Results (EARs) Candidates who request an Enquiry upon Results will be charged the Exam Boards Fees plus an administration fee for this service. The Centre will only pay if it is deemed that an enquiry needs to be requested for a group of candidates or in very exceptional circumstances for a single candidate but only when the final grade is at least two grades adrift from the predicted grades. Please note that historically Enquiries upon Results do not usually result in a change of grade. It should also be noted that a result may be lowered upon enquiry. If a Head of Department insists on an Enquiry and the schools policy of a two grade discrepancy between estimated and final does not apply, then the HoD will need to fund the enquiry from his/her departmental budget. Amendment of Personal Details Candidates have two opportunities each academic year (Years 10-13) to check their personal details are correct as this is replicated on their certificates. (i.e. spelling of name, date of birth etc.) Candidates who have been offered this check and subsequently discover that personal details are incorrect on their certificate will therefore be liable for any amendment cost. Certificates Candidates are not charged for certificates. However, all candidates are advised in writing when collecting their results, that they (or a designated representative) must personally collect their certificates in December/January. Unclaimed certificates are then posted to the address held on our system. The school will not be held responsible for certificates not received when posted home.
Confirmation of Results letter The Centre can confirm results achieved here in the past by providing the candidate with a confirmation letter. This is often requested by candidates who have mislaid or never collected their certificates (replacements certificates are very expensive). This centre charges £20, payable in advance, to generate a confirmation of results letter. Cost incurred by late entries Heads of Department will be asked to check & sign final entries within deadlines advised by the Examinations Officer. If late entry has occurred due to checking being inadequate, then the penalty fee (not the entry fee) will be charged to the department concerned. Staff in charge of modular syllabuses will need to be particularly careful with entries.
Controlled Assessment Staff responsibilities: Senior leadership team (along with the Examinations officer)
Accountable for the safe and secure conduct of controlled assessments. Ensure assessments comply with JCQ guidelines and awarding bodies’ subject-specific instructions.
Map overall resource management requirements for the year. As part of this resolve: o clashes/ problems over the timing or operation of controlled assessments. o issues arising from the need for particular facilities (rooms, IT networks, time out of school etc.)
Ensure that all staff involved have a calendar of events, available as part of the overall school calendar.
Heads of department
Decide on the awarding body and specification for a particular GCSE.
Supply to the exams office details of all unit codes for controlled assessments.
Standardise internally the marking of all teachers involved in assessing an internally assessed component.
Ensure that individual teachers understand their responsibilities with regard to controlled assessment.
Ensure that individual teachers understand the requirements of the awarding body's specification and are familiar with the relevant teachers' notes, and any other subject specific instructions.
Where appropriate, develop new assessment tasks or contextualize sample awarding body assessment tasks to meet local circumstances, in line with awarding body specifications and control requirements.
On the few occasions where controlled assessment cannot be conducted in the classroom arrange suitable accommodation where controlled assessment can be carried out, at the direction of the senior leadership team.
Teaching staff
Understand and comply with the general guidelines contained in the JCQ publication Instructions for conducting controlled assessments.
Understand and comply with the awarding body specification for conducting controlled assessments, including any subject-specific instructions, teachers’ notes or additional information on the awarding body’s website.
Obtain confidential materials/tasks set by awarding bodies in sufficient time to prepare for the assessment(s) and ensure that such materials are stored securely at all times.
Supervise assessments (at the specified level of control). Undertake the tasks required under the regulations, only permitting assistance to students as the specification allows.
Ensure that students and supervising teachers sign authentication forms on completion of an assessment.
Mark internally assessed components using the mark schemes provided by the awarding body. Submit marks through the exams office to the awarding body when required, keeping a record of the marks awarded.
Retain candidates’ work securely between assessment sessions (if more than one).
Post-completion, retain candidates’ work securely until the closing date for enquiries about results. In the event that an enquiry is submitted, retain candidates work securely until the outcome of the enquiry and any subsequent appeal has been conveyed to the centre.
Ask the appropriate special educational needs coordinator (SENCO) for any assistance required for the administration and management of access arrangements.
Examinations officer
At the end of the academic year, begin coordinating with heads of department to schedule the next academic years controlled assessments. (It is advisable that controlled assessments be spread throughout the academic years of key stage 4).
Prepare a Calendar of controlled assessment by/at the start of each academic year.
Create, publish and update an internal appeals policy for controlled assessments.
Following advice from HODs enter students for individual units, whether assessed by controlled assessment, external exam or on-screen test, before the deadline for final entries.
Where confidential materials are directly received by the exams office, to be responsible for receipt, safe storage and safe transmission, whether in CD or hard copy format.
Download and distribute marksheets for teaching staff to use, and collect and send marks to awarding bodies before deadlines.
Special educational needs coordinator/additional learning support
Ensure access arrangements have been applied for.
Work with teaching staff to ensure requirements for support staff are met.
The Disability Discrimination Act (DDA), Special Needs and Access Arrangements DDA The Disability Discrimination Act 2005 extends the application of the DDA to general qualifications. All exam centre staff must ensure that the access arrangements and special consideration regulations and guidance are consistent with the law. Special Needs A candidate’s special needs requirements are determined by the SENCO, doctor and/or an educational psychologist / specialist teacher. The SENCO will inform subject teachers of candidates with special educational needs who are embarking on a course leading to an exam. The SENCO can then inform individual staff of any special arrangements that individual candidates may be granted during the course and in the exam. Access Arrangements Making special arrangements for candidates to take exams is the responsibility of the SENCO and the Exams officer. Submitting completed access arrangement applications to the awarding bodies is the responsibility of the SENCO and Exams officer. Rooming for access arrangement candidates for external exams will be arranged by the Exams officer with the SENCO. Invigilation and support for access arrangement candidates for external exams will be organised by the SENCO with the Exams officer.
Managing Invigilators and Examination Days
Managing Invigilators External invigilators will be used for some internal and external exam supervision. The recruitment of invigilators is the responsibility of the exams officer. Securing the necessary Disclosure and Barring Service check (DBS) for new invigilators is the responsibility of the PA to the Head teacher in liaison with the Exams Officer. DBS fees for securing such clearance are paid by the school. Invigilators are timetabled and briefed by the exams office. Invigilators’ rates of pay are set by the Exams officer in liaison with the Business Manager. Examination Days The exams officer will book all exam rooms after consultation with other users and ensure that the question papers, other exam stationery and materials are available to the invigilator. Site management is responsible for setting up the allocated rooms following briefing from the Exams Officer. The lead invigilator will start all exams in accordance with JCQ guidelines. Staff must be present just prior to each exam to assist with identification of candidates. In practical exams subject teachers may be on hand in case of any technical difficulties. Exam papers must not be read by subject teachers or removed from the exam room before the end of a session. Papers will be distributed to heads of department at the end of the exam session in accordance with JCQ guidelines.
Candidates, Clash Candidates and Special Consideration Candidates The schools published rules on acceptable dress and behaviour apply at all times. Students must hand any electronic devices such as mobile phones, MP3 players & Smartwatches in to an exam invigilator prior to entering the exam room. These must be in a brown envelope, provided by the student, clearly labelled with their full name and form. Exam invigilators will only collect devices when in this manner. Any devices handed in not in this way will be treated as a confiscated i.e. locked in the school safe for parents to collect the next school day. The school will not take responsibility for any devices handed in during the examination period. Candidates’ personal belongings remain their own responsibility and the centre accepts no liability for their loss or damage. Disruptive candidates are dealt with in accordance with JCQ guidelines. Candidates 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 exams officer will attempt to contact any candidate who is not present at the start of an exam and deal with them in accordance with JCQ guidelines. All guardians are advised of the above by parent email when timetables are forwarded prior to examinations (or post if no email address is held on record). Clash Candidates The exams officer will be responsible as necessary for identifying escorts, identifying a secure venue and arranging overnight stays. Special Consideration Should a candidate be too ill to sit an exam, suffer bereavement or other trauma or be taken ill during the exam itself, it is the candidate’s responsibility to alert the centre, or the exam invigilator, to that effect. Any special consideration claim must be supported by appropriate evidence within three days of the exam, for example a letter from the candidate’s doctor. The Exams officer will then forward a completed special consideration form to the relevant awarding body by the deadlines given.
Procedure for dealing with Malpractice in Examinations & Assessments Malpractice consists of those acts which undermine the integrity and validity of the examination or assessment, the certification of qualifications and/or damage the authority of those responsible for conducting the assessment and certification. Queens’ School will not tolerate actions or attempted actions of malpractice by students or staff. Every case of suspected Malpractice must be reported to the Head of Centre, Examinations Officer or in the case of BTEC qualifications the Quality Nominee. The Policy and Procedure mentioned below will then be followed. This is designed to ensure that all decisions are consistent, fair and based on the fullest information available. In all instances of Malpractice, reference will be made to the JCQ (Joint Council for Qualifications) publication Suspected Malpractice in Examinations and Assessments. Policies and Procedures which can be found on our website www.queens.herts.sch.uk. This document sets examples of malpractice by staff and candidates and details the procedures to be followed for investigating and following up instances of alleged or actual malpractice and the sanctions to be applied.
Enquires about Results Procedure (EAR) Any student who wishes to query a mark/grade given by an Awarding Body directly after the issue of results should use the following procedure: Liaise with subject teacher/Head of Department for their opinion and advice on the marks awarded Read carefully the information given to them with their results slips regarding their Review of Marking and Access to Script options Contact the Exams Officer by the deadlines given to obtain, complete the consent form and make the appropriate payment. Students are signing the consent form to confirm that they understand that marks/grades awarded can be lowered as well as raised. The costs of all requests are borne by the candidate. The outcome of all enquiries will be forwarded to the candidate as soon as possible after they have been received by the Awarding Body. If the school does not agree to support the EAR A candidate may appeal against the decision not to support an EAR request. Appeals should be made in writing to the Exams Officer, at least 5 working days before the published deadline for EARs. The appeal should state, in detail, the reason(s) for the appeal. This appeal should be signed and dated. The appeal information will be reviewed by the Exams Officer and a member of the Senior Leadership Team and the outcome of the appeal communicated to the candidate within 48 hours of receipt. The decision is final.
Arrangements for Internal Appeals regarding Internal Assessment Decisions The Code of Practice published each year by the regulators [Ofqual) lays down requirements for all aspects of GCSE/CIDA/GCE/AEA/BTEC examinations with which Awarding Bodies and Centres must comply. Centres’ responsibilities include having formal procedures in place and widely available for dealing with concerns about internal assessment procedures. The purpose of any such appeal will be to decide whether the process used for the Internal Assessment conforms to the published requirements of the awarding body and the examination Code of Practice of Ofqual. Departments can decide whether candidates should be advised of their internally assessed marks. If internally assessed marks are issued, candidates must be made aware that these marks are subject to external moderation and therefore change. The Data Protection Act entitles candidates to request access to Centre marks. However, given the misunderstanding that could arise if the marks were viewed as being finalised Centres may wish to treat them as confidential [unless explicitly requested by a candidate] until after the moderation process has been completed. The Head of Centre has appointed the Exams Officer to manage appeals. The Exams Officer is responsible for disseminating information to all candidates and their carers about the appeals procedures and for informing the Head of Centre about the existence and outcome of all such appeals. Should candidates not agree with the process that led to the assessment and the disagreement cannot be resolved by discussion between teacher and candidate then the candidate may appeal to the Exams Officer. The agreed appeals process will then be put into action. This will be the final stage in the normal process of considering and resolving disputes. It is expected that the following procedure will be used only in exceptional circumstances: 1. Appeals should be made in writing to the Exams Officer stating the details of the complaint and the reasons for the appeal. The appeal must be submitted before the end of the last week in May of the year in which the written examinations are taken. 2. A copy of the appeal will be given to the teacher[s] concerned in making the assessment, which is the subject of the appeal. 3.
The teacher[s] can then respond to the appeal in writing and a copy will be sent to the candidate.
If the candidate is still unsatisfied with the process of Internal Assessment following the written response, they may request a personal hearing before an appeals panel.
The appeals panel will comprise a member of the school’s Senior Management Team and two Governors (the Chair and one other), none of whom have previously dealt with the particular case. The result will be determined by a majority decision. The request must be made within two days of the receipt of the written reply to the initial appeal. The candidate will be given reasonable notice of the hearing date and will be sent copies of relevant documents to the case [e.g. the marks given, the assessments made] in advance of the hearing. If a candidate is presenting his own case, then they will be allowed to be accompanied by a single carer/friend. The teacher[s] and candidate will have the opportunity to hear each other’s submission to the panel at the hearing. The centre will maintain a written record of all appeals, which will include the outcome of an appeal and the reasons for that outcome. A copy will be sent to the candidate and, where appropriate, to their carer within seven working days of the appeal hearing. The centre will inform the Awarding Body if there is any change to an internally assessed mark as a result of an appeal.
Word Processor in Examinations A word processor cannot be granted to a student to use in examinations because he/she prefers to type rather than write or can work faster on a keyboard, or because he/she uses a laptop at home. The use of a word processor must reflect the students’ normal way of working within the school and be appropriate to their needs. This list helps to identify students who would benefit from the use of a word processor, although it is not exhaustive;
A learning difficulty which has a substantial and long term adverse effect on the ability to write legibly A medical condition A physical disability A sensory impairment Planning and organisation problems when writing by hand for which the school has historical evidence of need.
A word processor will be provided by the school with the spelling and grammar checkers and predictive text facility switched off. WordPad is the software installed on word processors used for examination purposes. Word processors will be in good working order at the time of the examination. Students may use their answer booklet in addition to the word processor. Only authorised memory sticks provided by the school may be used, if appropriate. Students must save their work at regular intervals. Printing must be carried out after the examination is over, and the student must be present to verify that the work printed is his/her own. Students must ensure that their centre number, candidate number, name and unit code are typed or handwritten on each page. A JCQ word processor cover sheet must be completed and attached to the student’s script.
Exam Contingency Plan & Risk Assessment Risk Invigilator does not turn up
Fire alarm goes off
Early warning Control to prevent Phone call or scripts not Invigilators provide availability 8 weeks in collected from EO. advance. EO then provide dates required in writing. Pre-exam meeting to ensure commitment from invigilators. No practice Fire Drills held during Exams.
Control to resolve On busy days employ 2 extra emergency invigilator or EO to cover
Ensure invigilators are aware of policy. EO & SLT to assist in maintaining security of exam. Advise of specific area for exams. Special consideration to AB for affected students -EO Student taken ill during exam Students/carers advised to Watch carefully if aware of illness or invigilate Invigilator aware of policy, first aider on call. contact EO/school if unwell in a separate room Special Consideration for affected students -EO prior to exam. Bad weather or transport Weather report Delay to start of exam if possible, in line with Delay start, contact AB, isolation of candidates problems JCQ regulations if late and hold staggered sessions if necessary. Special Consideration to AB for affected students - EO Students do not turn up for exam Student entry timetables clearly detailing dates EO to try to contact students/parents. and time of exams provided on 2 separate occasions to students. Students turn up who are not HODS sign off entry lists prior to sending to AB. EO - Find a paper, seat students, amend entered Student entry timetables clearly detailing dates attendance list and make entry. Charge late fee and time of exams provided on 2 separate to department. If recurring problem see SLT occasions to students. Cheating in the room Invigilator reports problem Assembly to candidates prior to exam season. Written statements taken from Invigilators and Students sign to confirm read and understood student. SLT on-call to deal with malpractice JCQ regulation at the start of each academic issue. AB advised via Head/EO year. JCQ notices attached to timetable sent to parent prior to exam season. JCQ notices referred to and available on school website. Disruption in the room Invigilator reports problem Warning to candidate. Prior information to EO Invigilator aware of policy, SLT/EO on-call to regarding problem students in order to isolate deal with malpractice issues to watch carefully. Late arrivals Phone call or just turn up Assembly to candidates prior to exam season. Invigilator aware of policy. Complete late late Student entry timetables clearly detailing dates arrivals form - EO
Risk
Early warning
EO absent
Phone call
Exam room flooded
Check room, or invigilator reports problem
Wrong entry made – incorrect paper
Control to prevent Control to resolve and times of exams provided on two separate occasions. Regular meetings with line manager EA /SLT to cover. Regular meetings/briefing during exams with line manager SLT/Head teacher. Regular premises checks Find alternative accommodation. Special Consideration - EO Subject teachers/HOD’s ensure entry checklists Contact AB for copy of paper if necessary. are correct Provide exam paper, seat and amend entry EO. Charge late fee to department. If recurring problem see SLT. HODs ensure estimated and entry checklists EO ensure contact maintained with all relevant are correct and on time. Regular meetings with bodies. Advise Head teacher & SLT. Charge late line manager (Head teacher). fee to departments. Contact AB - EO
Curriculum model changes or Government white paper or change of syllabus number information from Dfe/AB. notification Pre-release materials are not received. Materials arrive that are not expected. System failure power cut/Damage Regular premises checks to Office Parcelforce fail to collect scripts
Need AB’s handbooks, new equipment, and phone line and office space. Copies of relevant information from HOD’s - EO Ensure emails from Parcelforce prior to exam Call Parcelforce. Advise AB - EO season are responded to promptly and collection window is agreed in advance. Maintain good contact with Parcelforce driver.
GLOSSARY EO = Exams Officer/ Office EA = Exams Assistant SLT = Senior Leadership e.g. Head & Deputies AB = Awarding Bodies / Exam Boards Governor approved: Review date:
March 2016 March 2017 Queens' School (Bushey) Ltd (registered number: 076506090)
