KDHS: Exams Office

EXAMINATION POLICY

1. Examination Responsibilities

Head of Centre

Overall responsibility for the school as an examination centre:

·         Organises teaching and learning.

·         External validation of courses followed at key stage 4 / post-16.

·         Organises the recruitment, training and monitoring of a team of examinations invigilators responsible for the conduct of examinations.

·         Advises on appeals and re-marks.

·         Reports all suspicions or actual incidents of malpractice. Refer to the JCQ document Suspected malpractice in examinations and assessments.

Examinations Officer

Manages the administration of public and internal examinations and examination results:

·         Advises the senior leadership team, subject and class tutors and other relevant support staff on annual examination timetables and application procedures as set by the various examination boards.

·         Provides staff and candidates with timetables for all examinations in which candidates will be involved and communicates regularly with staff concerning imminent deadlines and events.

·         Ensures that candidates and their parents are informed of and understand those aspects of the examination timetable that will affect them.

·         Provides and confirms detailed data on estimated entries.

·         Administers access arrangements and makes applications for special consideration using the JCQ Access arrangements and special considerations regulations and Guidance relating to candidates who are eligible for adjustments in examinations.

·         Identifies and manages examination timetable clashes.

·         Provides information on results achieved to SLT and teachers.

·         Arranges for dissemination of examination results and certificates to candidates and forwards, in consultation with the SLT, any appeals/re-mark requests.

·         Maintains systems and processes to support the timely entry of candidates for their examinations.

Assistant Examinations Officer

·         Receives, checks and stores securely all examination papers and completed scripts.

·         Arranges posting of examination papers.

·         Submits candidates’ coursework marks, tracks despatch and stores returned coursework and any other material required by the appropriate awarding bodies correctly and on schedule.

Heads of Department

·         Provide guidance and pastoral oversight for candidates who are unsure about examination entries or amendments to entries.

·         Support post-results procedures.

·         Accurately complete estimated grade sheets, coursework mark sheets and declaration sheets.

·         Provide accurate entries and inform the Examinations Officer of any amendments in a timely manner.

·         Adhere to deadlines set by the Examinations Officer.

Head of Careers

·         Provides guidance and careers information.

Teachers

·         Notify SENCO of any access arrangements which may be required (as soon as possible after the start of the course).

·         Ensure that necessary coursework is completed on time and in accordance with JCQ guidelines.

·         Submit lists of candidates, estimated grades and coursework marks to Heads of Department.

SENCO

·         Administers access arrangements.

·         Identifies and organises testing of candidates’ requirements for access arrangements.

·         Provides evidence for access arrangement applications.

·         Provides additional support — with spelling, reading, Mathematics, dyslexia or essential skills, hearing impairment, English for speakers of other languages, IT equipment — to help candidates achieve their course aims.

Invigilators

·         Conduct examinations in accordance with the JCQ Instructions for Conducting Examinations.

·         Collect all examination papers in the correct order at the end of the examination and return them to the examinations office.

Candidates

·         Check entries and inform the Examinations Officer of any amendments required in a timely manner.

·         Understand and adhere to examination regulations.

·         Understand and adhere to coursework regulations and sign a declaration that authenticates the coursework as their own.

Administrative Staff

·         Support the input of data.

·         Account for income and expenditures relating to all examination costs/charges.

2. The Statutory Tests and Qualifications Offered

The statutory tests and qualifications offered at this centre are decided by the Head of Centre.

The statutory tests and qualifications offered are GCSE and A levels.

The subjects offered for these qualifications in any academic year may be found in the centre’s option booklets for that year. If there has been a change of syllabus from the previous year, the examinations office must be informed by 15^th September.

Key Stage 4

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

Post-16

It is expected that AS modules will be completed during year 12.

3. Examination Seasons and Timetables

3.1 Examination Seasons

Internal examinations are scheduled in December/January and June/July.

External examinations are scheduled in November, January, March and May/June.

Which examination series are used in the centre is decided by the Head of Centre and the Heads of Department.

3.2 Timetables

The Examinations Officer will circulate the examination timetables for both external and internal examinations once these are confirmed.

4. Entries, Entry Details, Late Entries and Retakes

4.1 Entries

Candidates are selected for their examination entries by the Heads of Department, in consultation with subject teachers.

A candidate or parent/carer can request a subject entry, change of level or withdrawal. The Examinations Officer will action the request only if it is approved by the Head of Department or Head of Centre. There may be a charge involved.

The centre accepts external entries from former candidates only.

4.2 Late Entries

Entry deadlines are circulated to Heads of Department via memos/notices.

Late entries are authorised by the Head of Department and Head of Centre.

4.3 Retakes

Retake decisions will be made by the candidates in consultation with subject teachers and the Examinations Officer.

(See also section 5: Examination fees)

5. Examination Fees

GCSE initial registration and entry examination fees are paid by the centre.

AS initial registration and entry examination fees are paid by the centre.

A2 initial registration and entry examination fees are paid by the centre.

Late entry or amendment fees are paid by the candidates.

Candidates will not be charged for alterations arising from administrative processes, or for changes of tier or withdrawals made by the proper procedures, provided these are made before the relevant deadline.

Reimbursement will not be sought from candidates who fail to sit an examination or meet the necessary coursework requirements.

Retake fees for first and any subsequent retakes are paid by the candidates.
(See also section 4.3: Retakes)

Candidates must pay the fee for an enquiry about a result, should the centre not uphold the enquiry and the candidate insist on pursuing the enquiry.
(See also section 11.2: Enquiries about results [EARs])

6. The Disability Discrimination Act (DDA), Special Needs and Access Arrangements

6.1 DDA

The Disability Discrimination Act 2005 extends the application of the DDA to general qualifications. All examination centre staff must ensure that the access arrangements and special consideration regulations and guidance are consistent with the law.

6.2 Special Needs

A candidate’s special needs requirements are determined by the SENCO and the 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 examination. The SENCO will also inform individual staff of any special arrangements that individual candidates may be granted during the course and in the examination.

6.3 Access Arrangements

Making special arrangements for candidates to take examinations is the responsibility of the SENCO.

Submitting completed access arrangement applications to the awarding bodies is the responsibility of the Examinations Officer.

Rooming for access arrangement candidates will be arranged by the Examinations Officer with the SENCO.

Invigilation and support for access arrangement candidates will be organised by the SENCO with the Examinations Officer.

7. Estimated Grades

Estimated Grades

The Heads of Department will submit estimated grades to the Examinations Officer when requested.

8. Managing Invigilators and Examination Days

8.1 Managing Invigilators

External invigilators will sometimes be used for external examination supervision.

The recruitment of invigilators is the responsibility of the senior leaders.

Securing the necessary Criminal Records Bureau (CRB) clearance for new invigilators is the responsibility of the centre administration.

CRB fees for securing such clearance are paid by the centre.

Invigilators are timetabled and briefed by the Examinations Officer.

Invigilators’ rates of pay are set by the centre administration.

8.2 Examination Days

The Examinations Officer will book all examination rooms after liaison with other users and make the question papers, other examination stationery and materials available for the invigilators.

Site management is responsible for setting up the allocated rooms.

The invigilators or Examinations Officer will start all examinations in accordance with JCQ guidelines.

Subject staff may be present at the start of the examination to assist with identification of candidates but must not advise on which questions are to be attempted.

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

Examination papers must not be read by subject teachers or removed from the examination room before the end of a session. Papers will be distributed to Heads of Department at the end of the examination session.

9. Candidates, Clash Candidates and Special Consideration

9.1 Candidates

The centre’s published rules on acceptable dress, behaviour and candidates’ use of mobile phones and all electronic devices apply at all times.

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

The Examinations Officer and administrative staff will attempt to contact any candidate who is not present at the start of an examination and deal with them in accordance with JCQ guidelines.

9.2 Clash Candidates

The Examinations Officer will be responsible as necessary for identifying escorts, identifying a secure venue and arranging overnight stays.

9.3 Special Consideration

Should a candidate be too ill to sit an examination, suffer bereavement or other trauma or be taken ill during the examination itself, it is the candidate’s responsibility to alert the centre, or the invigilator, to that effect.

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

The Examinations Officer will then forward a completed special consideration form to the relevant awarding body within seven days of the examination.

10. Coursework and Appeals against Internal Assessments

10.1 Coursework

Candidates who have to prepare portfolios should do so by the end of the course or centre-defined date.

Heads of Department will ensure all coursework is ready for despatch at the correct time and the Assistant Examinations Officer will keep a record of what has been sent when and to whom.

Marks for all internally assessed work are provided to the Examinations Officer by the Heads of Department.

10.2 Appeals against Internal Assessments

The centre is obliged to publish a separate procedure on this subject, which is available from the examinations office.

The main points are:

·         Appeals will only be entertained if they apply to the process leading to an assessment. There is no appeal against the mark or grade awarded.

·         Candidates may appeal if they feel their coursework has been assessed unfairly, inconsistently or not in accordance with the specification for the qualification.

·         Appeals should be made in writing by 30 June to the Head of Centre who will decide whether the process used conformed to the necessary requirements.

·         The Head of Centre’s findings will be notified in writing, copied to the Examinations Officer and recorded for awarding body inspection.

11. Results, Enquiries about Results (EARs) and Access to Scripts (ATS)

11.1 Results

Candidates will receive individual results slips on results days, in person at the centre.

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.

11.2 EARs

EARs may be requested by centre staff if there are reasonable grounds for believing there has been an error in marking. They must obtain the approval of the Head of Centre.

Where centre staff have not requested an EAR, a candidate may apply to have an enquiry carried out, for which they will be charged.
(See section 5: Examination fees)

11.3 ATS

After the release of results, candidates may request the return of papers, for which they will be charged.

Centre staff may request scripts for investigation or for teaching purposes, with the approval of the Head of Centre. The signed consent of candidates must be obtained.

Re-marks cannot be applied for once an original script has been returned.

12. Certificates