Training for new exams office staff

Training for new exams office staff
Spring into summer Training for new exams office staff Qualifications and Curriculum Development Agency is the non-regulatory part of the Qualifications and Curriculum Authority. © QCA 2010

Welcome and introduction
Spring into summer Welcome and introduction Introduce self and role

QCDA – what we do QCDA is responsible for developing the curriculum, improving and delivering assessments and reforming qualifications We support exams officers by: Facilitating good practice via guides, case studies and online tools 32 centre support officers providing 1:1 support to centres Training events for exams office staff In case you’re brand new and don’t know, a quick introduction to us and our role.

Induction programme Support for new exams office staff
Induction Handbook Training events CSO support updates This course has been designed as a wider support plan for new exam officers. The QCDA Induction Programme allows new exams office staff to enrol in a structured programme of support. Support includes: Induction Handbook – your facilitator should be holding one up now. Training events CSO support updates If you would like to register go to

Developed by: Today is a collaborative event and all those listed to the screen have contributed to the days agenda

Today’s objectives To provide you with:
Good practice advice and guidance allowing you to deliver summer exams successfully The chance to meet representatives from key organisations Contact information to enable you to network Opportunities to work through common scenarios via activities at your table Confidence to administer and/or manage exams in your centre It is a full agenda and we know it may be overwhelming if you are new to the role – but remember that all of this information is available in hard and soft copies, and everyone is available to answer questions either today or by phone, , etc.

Agenda - morning Arrival and refreshments 09:30
Welcome and introduction 09:40 Working in the exams office *Activity* 10:15 Exam year and exam cycle 10:30 Before exams 11:05 Break 11:25 Before exams, cont. 12:00 Running exams – the expected 12:40 Running exams – the unexpected 12:50 Lunch After an introduction to the role of an exams administrator / manager, we will then look at what to expect in the coming months. We’ve divided the presentations up into Before, During and After exam days – and for During Exams we’re going to look at what you can plan for and more challenging unplanned activities.

Agenda - afternoon 13:45 Exams – the unexpected, cont. *Activity*
14:55 After exams Comfort break during activity 15:25 After exams, cont. 15:45 Review and evaluation 15:55 What next? 16:00 CLOSE There are plenty of activities throughout the day These are great chances to meet other people at your table.

Working in the exams office
Spring into summer Working in the exams office Introduce self and role

Exam cycle and the academic year
Spring into summer Exam cycle and the academic year Introduce self and role 10

What is the exam cycle? Planning & Preparation Results Exam Day
Entries Pre - Exams Exam Day Results Planning & Preparation

Exam cycle During this time:
Entries Pre - Exams Exam Day Results Consult previous year’s end of year / inspector’s report Meet subject heads Meet with Special Educational Needs Coordinator (SENCO) Candidate info. checks Consider invigilation requirements Process estimated entry info Conduct room audit Key dates calendar Order modified papers Planning & Preparation

Exam cycle During this time: Download base data Make entries
Pre - Exams Exam Day Results Planning & Preparation During this time: Download base data Make entries Apply for access arrangements Issue statements to candidates

Exam cycle During this time: Prepare exam timetable Resolve clashes
Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Prepare exam timetable Resolve clashes Create seating plans Recruit, train and update invigilators Receive and securely store exam materials Check / action entry warning reports

Exam cycle During this time: Set up exam rooms
Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Set up exam rooms Brief and deploy invigilators Run exams Use script dispatch process

Exam cycle During this time: Plan for results day Download results
Entries Pre - Exams Exam Day Results Planning & Preparation During this time: Plan for results day Download results Prepare centre post-results policy Distribute results to candidates Manage post-results interactions with awarding body

Spring into summer This is on pg 42 of your Induction handbook.

Spring into summer Before exams Introduce self and role

Timetabling Create a centre timetable
as soon as your entries are made; create it with your MIS system once created it will display a number of features: non-timetabled components and the number of candidates entered exam entries for each timetabled component in date order showing the number of candidates entered Running an MIS clash routine at this stage will highlight where there are clashes Highlight the interboard online timetable as alternative to MIS - signpost

Clashing exams can be moved
Clashes What are they? Two or more exams being taken by a candidate which are timetabled at the same time Refer to JCQ document: Instructions for Conducting Examinations (ICE) Highlight the interboard online timetable as alternative to MIS - signpost Clashing exams can be moved

Clashes: Can they be moved…
. . . to a different session? If the total time for two or more papers in a session exceeds three hours, centres are permitted to conduct exams in earlier or later sessions within the same day YES Subject to the maintenance of the security of the exam Explain what a session is Highlight extra time candidates – the extra time might take candidates over the 3 hours.

YES Clashes: Can they be moved… . . . to a later day?
If entered for three or more papers timetabled on same day and total time exceeds: 6 hours (GCE) 5½ hours (GCSE) Subject to the maintenance of the security of the exam JCQ Confidentiality Declaration for overnight supervision

This would endanger the security of the exam
Clashes: Can they be moved… . . . to an earlier day? NO This would endanger the security of the exam

Awarding body transactions
Awarding body entry reports You will receive: confirmation of entries entry warning reports statements of entry You will need to check: candidate details subjects certification (cash-in) codes entry errors and problems correct entry codes used for legacy and new specifications After centre entries have been sent and processed the ABs will issue reports: Confirmation of Entries – to confirm what has been entered by the centre Entry Warning Reports – list and highlight entry problems and errors. These need to be resolved asap (examples: multiple UCI numbers, ineligible cash-in request) Individual candidate statements of entry – self-explanatory! Some ABs have opt in/out system for statements. Note: Every time new entries/amendments/withdrawals are made it will generate additional reports/statements. You need to check...(as per list on slide). In particular: You will need to liaise with HoDs as much as possible Should also check tier and option codes are correct DO remember to check if you have entered the cash-in code where it is required. Note: Cash-in, certification, aggregation all mean the same thing. Make sure you resolve entry errors as soon as possible. Don’t forget about the pitfalls of running legacy and new GCE specs side by side… Remember late entry fees (use the online key dates calendar and the exam fees estimator)

An example of a certification entry warning report – the presentation of these reports will differ between awarding bodies: J640 – this is the GCSE certification code for Science B (Gateway). This code needs to be entered for each candidate who requires a final subject grade. This warning report is telling you that the certification code has been entered but that the candidate is ineligible to cash-in as they do not have sufficient units. The rules of combination need to be referred to – in this case candidates need to take 3 units in total in order to obtain a subject grade and they only have entries for 2 showing (for the June 2009 exam series). They need to take one more unit – B621. Action to Take: Check your entry data against the ABs – use AB on-line sites Check with Subject Head and/or candidate Possible Scenarios: An entry for the missing unit was made but was withdrawn by the centre in error The certification code has been entered in error and needs to be withdrawn The candidate has an entry for the missing unit but it was entered under a different UCI number and so the UCI numbers will need to be merged. The candidate sat the unit at another centre under a different UCI 1 of 2

An example of a certification entry warning report – the presentation of these reports will differ between awarding bodies: J640 – this is the GCSE certification code for Science B (Gateway). This code needs to be entered for each candidate who requires a final subject grade. This warning report is telling you that the certification code has been entered but that the candidate is ineligible to cash-in as they do not have sufficient units. The rules of combination need to be referred to – in this case candidates need to take 3 units in total in order to obtain a subject grade and they only have entries for 2 showing (for the June 2009 exam series). They need to take one more unit – B621. Action to Take: Check your entry data against the ABs – use AB on-line sites Check with Subject Head and/or candidate Possible Scenarios: An entry for the missing unit was made but was withdrawn by the centre in error The certification code has been entered in error and needs to be withdrawn The candidate has an entry for the missing unit but it was entered under a different UCI number and so the UCI numbers will need to be merged. The candidate sat the unit at another centre under a different UCI 2 of 2

Receipt of materials What can I expect to receive? Check Question papers Advance materials Attendance registers Examiner and moderator address labels Coursework/controlled assessment mark sheets Forecast grade forms Exam stationery Centre timetable Modified papers have arrived Stationery requirements Security issues Centre policy for receipt of materials Be prepared to receive a lot of materials! It is time consuming but check everything that arrives. This not only gives you an opportunity to identify any AB errors but any errors you may have made (e.g. discrepancy in the entries). Notify the AB immediately if there are discrepancies. Check against any delivery/packing notes. Read any instructions that accompany the materials. Question papers need to cross referenced against delivery notes and checked off against your centre timetable – make sure you have the correct papers and enough papers. Arrange them in timetable order. Check the QP boxes contents asap but also store securely from the moment they arrive in the centre. Make sure you have a system in place for the receipt of secure materials into your centre. Yellow labels – these are the Parcelforce labels Refer to the ICE booklet.

Receipt of materials This is a vital part of the preparation process All confidential materials must be securely stored at all times Ensure system in place for receipt and checking of confidential material JCQ Instructions for conducting examinations Keeping question papers and other examination materials secure – paragraphs 1.1 to 1.10 Secure storage facilities will be inspected by the JCQ Inspectorate Emphasise importance of secure storage… ICE provides all the details. Exam stationery is also classed as confidential material. Remember – ICE stipulates that you must ensure that you have a system for recording when material is taken from or returned to the secure storage. This system should be used throughout the entire time the material is confidential.

Question papers Ensure that question papers are placed into secure storage immediately upon arrival Print a Management Information System (MIS) timetable to check off question papers Check the questions papers asap and inform the awarding bodies of any irregularities or discrepancies Don’t forget about late entries and amendments Consider any external candidates Advance Materials can also be called Early Question Papers, Pre-Release Material - Materials that need to be given to candidates before their actual exam and which are crucial for them to be able to complete the exam. Not all subjects have advance materials. Instructions are subject specific – may be opened upon receipt or have strict dates for distribution to learners. There are likely to be different rules/instructions which apply. EOs need to liaise with Subject Heads to ensure that materials are distributed to candidates, etc. Materials should be stored securely where applicable (some material is available on the website). If stored, don’t forget about it! Set yourself a reminder for the date it can be released/opened. You must ensure that you have a system for recording when material is taken from or returned to the secure storage. This system should be used throughout the entire time the material is confidential. This is stipulated in ICE. EOs should ask Head teacher or consult exams policy to find out what centre protocol is for who keeps advance materials

Advanced materials Subject-specific Liaise with subject heads Read instructions carefully and check and store securely where applicable Ensure system in place for recording when material taken from or returned to secure storage Set reminders/alerts for stored material Distribute to candidates as instructed Advance Materials can also be called Early Question Papers, Pre-Release Material - Materials that need to be given to candidates before their actual exam and which are crucial for them to be able to complete the exam. Not all subjects have advance materials. Instructions are subject specific – may be opened upon receipt or have strict dates for distribution to learners. There are likely to be different rules/instructions which apply. EOs need to liaise with Subject Heads to ensure that materials are distributed to candidates, etc. Materials should be stored securely where applicable (some material is available on the website). If stored, don’t forget about it! Set yourself a reminder for the date it can be released/opened. You must ensure that you have a system for recording when material is taken from or returned to the secure storage. This system should be used throughout the entire time the material is confidential. This is stipulated in ICE. EOs should ask Head teacher or consult exams policy to find out what centre protocol is for who keeps advance materials

Coursework/controlled assessment Distribute mark sheets and instructions for completion to subject heads Check deadlines for return Return mark sheets to awarding body and moderator and keep a centre copy You will be requested to send the sample to the moderator for postal moderation Ensure Centre and Candidate Authentication Statements are completed Keep records To include coursework and controlled assessment? Better to say Internally assessed work/internal assessment? This process does not necessarily take place only in April – will be ongoing into May and sometimes beyond. Basic process is: Entries are made ABs send coursework mark sheets, instructions, deadline details and moderator details. Forms are completed by subject staff to meet deadline – 1 copy sent to AB, one to moderator (with any other documentation required by the AB) and one is centre copy. Some EOs may decide to send marks by AB secure sites (or EDI) Moderator requests sample (Edexcel is different) Centre sends sample Centre marked coursework is not covered by the Parcelforce delivery system. When sending sample to moderator do not send recorded delivery but always make sure you have a certificate of postage. Centre authentication statements need to be completed for each unit of coursework and are normally sent with the sample to the moderator. Completed by internal centre assessors. IMP: without these forms ABs will not be able to issue results for the coursework unit. Will chase them and this can cause delays. All candidates are also required to complete authentication statements before submitting their coursework declaring that the work is their own (ref to JCQ Instructions for conducting coursework. Requirement is part of the Code of Practice). These statements are not always required to be sent with the work – check procedures with each AB. Hints and Tips KEEP RECORDS Set your own internal deadlines for teaching staff

Estimated grade sheets Distribute forms to subject heads Check deadlines for return Return forms to awarding body Keep records Forecast grades: (also known as estimated grades) are grades that subject teachers suggest are the expected level of achievement for candidates in their subjects. They may be used as an aid to ABs when dealing with problems when reviewing grades – e.g. if a candidate has applied for special consideration. ABs issue forms for completion with deadlines for return. Tip: Keep a paper trail – so that you know who you have distributed to and when, the date returned to you and the date you sent to the AB. Check – not all centres receive these forms – those that do entry by forecast? Check with Sophie

Signpost: before exams
Entries Awarding body entry manuals QCDA good practice online Applying for access arrangements Online tools For all the above also see autumn presentations at:

Controlled assessment JCQ guidance Today’s pack Unitised GCSEs Today’s Pack Coursework Awarding body guidance

Before exams – Entry Warning Reports
Activity Before exams – Entry Warning Reports 35

Spring into summer BREAK

Timetables and clashes
Activity Timetables and clashes 37

Activity solutions Before exams 38

During exams – planned activities
Spring into summer During exams – planned activities Introduce self and role

During exams – planned activities
Activity During exams – planned activities 40

Exam days - essential planning
Aims Offer advice and good practice for the efficient running of external exams Reduce stress and burden on the EO Highlight common issues and solutions Clarify support and resources available Stress the practical nature of the presentation. We will be highlighting what needs to be done, why and what help and support are available to Eos at the busiest time of the exam year

Exam rooms Internal logistics Timetables Candidates Invigilators
Chairs/desks Notices, regulations Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Timetables Exam rooms Candidates Invigilators Examiner labels Registers Delegates may well have seen this slide before but only in a very short presentation. Today we are going to to look at things in detail as we move into the summer exam series. Highlight the complexity of exam days in centres. There is much to be done and it must be done right !!! We are going to look at each of the areas and offer advice and hints and tips that will allow a reduction in stress levels even at this very busy time Question papers Scripts Secure storage Awarding bodies Examiners

Exam rooms Chairs/desks Internal logistics Notices, regulations
Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Internal logistics Timetables Exam rooms Candidates Invigilators Examiner labels Registers Question papers Scripts Secure storage Awarding bodies Examiners

Secure storage Ensure that your secure storage conforms to JCQ regulations (GR p.10 and ICE p.3 ) Have a policy regarding the receipt of material into the centre Always check any material before going into secure storage Keep a log of materials that legitimately leave secure storage (MFL, CDs, etc.) Eos need to contact Abs if things are found to be missing from centre dispatches….not enough papers, wrong papers sent etc etc. Give examples of material that may legitimately be taken out of secure storage- pre-release material for D&T and ART and MFL material + controlled assessments although these may be stored in departments. Need for EO to have discussed with HoDs. This may be the time to bang on about attendance at HoDs meetings. Need to check last JCQ inspection report to see if secure storage was an issue. If so have the concerns been addressed? Good idea to check the M&A lists. Are the correct? Do they show amendments etc. DOUBLE CHECK PAPERS! Check each box against the consignment note.

Internal logistics Things to do : Prepare the exam room including:
chairs/desks, notices/regulations, seating plans, spare equipment, clocks, flip charts and black pens, etc. Remember that seating plans are now mandatory (ICE p.13) Pay great attention to your relationship with the caretaking staff Eos need to be aware of any functions that have been planned during the exam series and which may well mean the exam hall having to be taken apart…drama productions, parents evenings etc. Need for a plan of action with the caretaking staff who need to know how to arrange an exam room in line with JCQ regs. If more than one clock is being used then check that they are telling the same time and that all clocks have fully charged batteries and have spares available. Seating plans should be posted inside and outside the exam room and also around the centre especially around where students may be told to meet prior to being taken to the exam room. Talk through the issue of people who are allowed in the exam room with the head of centre. Make reference to the ICE book and the JCQ leaflet “ people present in the examination.” ( Have a look in the JCQ Malpractice book for examples of what some teachers have got up to !!!!!!!!!) No mock exams or internal assessments during external exam and no coaching /revision allowed in the exam room prior to the start of the exam.

Candidates Never forget that these are your MAIN stakeholders
Prepare general and individual timetables using MIS system, QCDA timetable tool (general regulations p.11 ) Liaise with the SENCO to ensure that students know of access arrangements made on their behalf Check AB material for any CLASHES that may affect individual candidates Stress who the other “stakeholders” are….Head teacher, HoDs, parents, Govs etc. Make sure that the candidates have signed the Data Protection notice. Stress the importance of the Rag Mag ! Keep reminding the delegates of the need to keep the candidates well briefed. Prepare an examination handbook for candidates Remember to let acess students know where their exams will take place if away from main areas. MIS system will run a clash report once entries have been made.

Clashes Involve but do not rely on students when compiling a clash and resolution report Make sure that candidates and their parents are aware of clash resolution Ensure that you are aware of JCQ regulations regarding clash resolution Remember to build clash supervision into your invigilator planning A letter to parents is a very good idea. Include a timetable showing any changes that may affect their child such as a clash. Start times morning and afternoon and the JCQ notice to candidates. Link to candidate hand book. If a clash resolution involves lunch time supervision make sure that candidates know the rules and the need to bring a packed lunch, revision material and how mobile phones are not allowed. Make sure that both students and Invigilators know the JCQ rules….no talking to other students not involved in the supervision, no unaccompanied toilet breaks etc…..give an example of students escaping from supervision and the consequences! JCQ Mal Practice book.

Access arrangements Work closely with the SENCO regarding candidate numbers, names and the individual arrangements Ensure you have enough invigilators to deal with access candidates in line with JCQ regulations and that, if appropriate, they understand their role as a reader, scribe, prompter, etc. Make sure that you have all the evidence to support all access arrangements that you have applied for, including data protection notices, for when the inspector calls Stress the need to consider number of rooms needed and the number of invigilators and “helpers” ( readers scribes etc ) required to meet the JCQ regs. Ensure that invigilators who will act as readers, scribes etc have been trained in their roles and have copies of the appropriate sections from the ICE book and RAG. Make sure that you have all the up to date evidence for your access arrangements to hand for when the Inspector calls. Over time ALL centres will receive a detailed access inspection. If extra time candidates are seated in the main exam hall make sure that invigilators are kept informed. Make sure you know the rules regarding the use of readers…..you can use the same venue using the ratio of 3/4 candidates + 1 invigilator. The use of scribes is very “expensive” in terms of adults. Need for separate accommodation + scribe and an invigilator. All exam rooms must follow JCQ regulations. If modified papers have been ordered check that they have arrived.

Exam rooms Internal logistics Chairs/desks Notices, regulations
Seating plans Spare calculators Clocks Pens/pencils Flipchart/pens Timetables Exam rooms Candidates Invigilators Examiner labels Registers Question papers Scripts Secure storage Awarding bodies Examiners

Invigilation “Invigilators have a key role in upholding the integrity of the exam process.” (JCQ p.12) Make sure that you have enough invigilators to cover all exam days, including access arrangements and clash supervision Ensure they are well trained “The head of centre MUST make sure that all invigilators are appropriately trained.” (JCQ p.13) Stress that this section is based upon the QCDA 3 Step Guide to Invigilation written by Roger Pointon !!!!! Stress that the training of invigilators is mandatory. Failure to do so constitutes Maladministration !! Highlight when appropriate the appendix 1-5 in the 3 Step Guide. Talk through some of the issues around sole invigilation and add some humour….trousers on fire, Invigilator knocked out, Invigilator taking a fag break etc. Remember the need to update experienced invigilators

Invigilation, cont. Ensure that all invigilators know when they are required and that they have a contact number for you and you for them in case of emergency You MUST have badges prepared for each invigilator and a centre handbook which includes relevant sections from the ICE book Prepare exam material that will be required for all exams – seating plans, evacuation procedures, incident sheets, etc. Seating plans should show any candidates with extra time.

Invigilation, cont. Remember to play particular attention to exams that have sole invigilation, including the need for toilet breaks and the ability to summon assistance Use invigilators to reduce the stress and burden on yourself collect and package scripts, check and clear exam rooms, etc. Remember to thank your invigilation team and arrange a date for a review meeting at the end of the exam series It is important that Invigilators are made to feel a valued part of the exam process.

Resources JCQ ICE book and pink book
JCQ General Regulations and Malpractice book QCDA 3 Step Guide to Invigilation QCDA Induction handbook Individual awarding bodies EOA forum and on-line support Your Centre Support Officer YOU and your staff Mention that the General regs are not available in hard copy-access from JCQ CD sent to all centres.

Summary hints and tips Do not try to do everything yourself. Trust people to take some responsibility Make sure that invigilators know what is expected of them and what is not Give yourself enough time for preparation at the beginning and end of each day Good planning will ensure that while the summer exam series is very busy, it does not have to be very stressful Make sur that invigilators are well trained and fully briefed. Have a contingency plan in place…what if you are ill or worse!!!

During exams – unplanned activities
Spring into summer During exams – unplanned activities Introduce self and role

Spring into summer JCQ inspection Introduce self and role 58

JCQ inspection Introduction Centre Inspection service covers:
All general qualifications: GCE, GCSE, ELC Principal Learning Basic, Functional and Key Skills Other vocational qualifications offered by AQA, OCR, Edexcel Operated by AQA in England on behalf of the JCQ awarding bodies

JCQ inspection Timetable
Every centre visited at least once per year. Visits can take place during: any exam series – January, June the conduct of Modern Foreign Language Speaking Tests at any time when confidential materials are in a centre to sample access arrangements evidence An inspector will also visit where a centre has had a substantial new build or moved to a different address to check the centre’s secure storage facility

JCQ inspection Rationale
To maintain the security and integrity of the exams To ensure compliance with requirements of the JCQ Instructions for Conducting Examinations General Regulations for Approved Centres Access Arrangements, Reasonable Adjustments, and Special Consideration

JCQ inspection Security of exam material
Centres must be able to demonstrate that the appropriate security systems are in place to prevent unauthorised access to the test/exam materials Arrangements for receipt of all confidential materials √ Secure storage facilities Remaining question paper packets still intact Arrangements for collection and despatch of exam scripts

JCQ inspection Other Issues Suitability of examination accommodation
Arrangement of exam room Invigilation and supervision Access arrangements: confirmation of approval, evidence available DDA compliance – e.g. wheelchair access Evacuation procedure Internal appeals procedure

JCQ inspection Access arrangements visits:
As part of the normal centre inspection, when all evidence must be available as part of the inspection A possible separate visit to inspect the evidence for access arrangements, which will be a more in-depth inspection of specifically requested evidence

JCQ inspection Access arrangements inspections
Always work in collaboration with the SENCO Check evidence of need against the application Check the currency of all evidence Ensure that all required documentation is readily available

JCQ inspectorate Documentation
For GCSE and GCE access arrangements approved via AAO: Downloaded approval form Supporting evidence of need available – diagnostic reports, statements of SEN, medical report/certificate, etc. Data protection notice – signed by each candidate

JCQ inspection Issues identified in 2009 for access arrangement visits
Insufficient evidence in files – test scores but no diagnostic report Out-of-date test results Approval based on previous permission No data protection notice Problems regarding bi-lingual dictionaries and extra time Availability of the evidence

JCQ inspection MFL speaking tests
All confidential materials are subject to the same regulations regarding security All required notices must be posted inside and outside the examination room All candidates must be supervised at all times Recording requirements must be adhered to

JCQ Inspectorate Remember...
The purpose of inspection is NOT to highlight what an exams officer may be doing wrong but, rather, to help centres have a smooth-running exams series

Morning review 70

Spring into summer LUNCH

Activity Sitting an exam 72

Script carriage process explained Today’s pack Speak to your CSO

During exams – unplanned activities
Activity During exams – unplanned activities 74

Spring into summer Irregularities Introduce self and role

What are . . . Irregularities? Late arrivals
Emergencies and candidate illness Malpractice 76

Candidates arriving late
Who decides? The centre decides: Whether the candidate takes the exam Whether the candidate is allowed the full time for the exam to compensate for the late arrival or finishes with the other candidates The awarding body decides: Whether to accept the candidate’s work

When is a candidate very late?
Published starting time – 09:00/13:30 Exam lasts 1 hour or longer Arrives by 09:00/13:30 = on time Arrives after 10:00/14:30 = very late

Who needs to know? If the candidate is ‘very late’ – record the details on form JCQ/VLA – one form for each VLA Send each form JCQ/VLA to the awarding body within seven days Send the script in the normal way

What happens next? One copy of JCQ/VLA will be returned to you showing the awarding body decision Keep this on file until the closing date for enquires about results (EARs)

What can go wrong in your centre?
Centre problems Fire alarms Power failures Bomb scares What to do Evacuate – leave the question papers/scripts Supervise the candidates Note the time of the evacuation Allow the full time if possible Submit a report to the awarding body

What can go wrong with your candidate?
Candidate problems Nose bleeds Fainting Gastric problems Epileptic fits What to do Inform the invigilators of potential problems If appropriate, change the seating plan If appropriate, stop the examination and then allow the full time for the examination if possible Consider the effects on other candidates in the room Special consideration might be appropriate

What types of malpractice can occur?
Five most common types of malpractice – GCE Introduction of unauthorised material Plagiarism – failure to acknowledge sources Colluding with another candidate Inappropriate material in coursework or scripts Copying from another candidate Report all cases on form JCQ/M1

What types of malpractice can occur?
Five most common types of malpractice – GCSE Introduction of unauthorised material Disruptive behaviour Colluding with another candidate Inappropriate material in coursework or scripts Plagiarism – failure to acknowledge sources Report all cases on form JCQ/M1

What are the penalties? Warning Loss of marks Disqualification
A section A component A unit Disqualification Other units The whole qualification All qualifications in that series Candidate debarral

What about mobile phones?
Mobile phone = unauthorised material THREE sanctions for FOUR categories of offence Not in the candidate’s possession but makes a noise WARNING In the candidate’s possession but no evidence of use LOSS OF MARKS In the candidate’s possession and evidence of use, e.g. texting or answering call DISQUALIFICATION

How should you deal with a disruptive candidate?
Disruptive = malpractice Identify potential ‘problem’ candidate(s) in advance Check seating plans If a problem occurs, stop the examination if appropriate, remove candidate(s) from the exam room as soon as possible Supervise disruptive candidate(s) Allow other candidates the full time for the examination if possible Keep a log of events Report incident to awarding body – JCQ/M1 form Usual penalty = disqualification

What about coursework or controlled assessment?
Declaration of authentication For work to be accepted the declaration must be signed by: The candidate The teacher responsible for the authentication of the candidate’s work No signature = mark of zero

Who determines the penalty?
If the problem is discovered before the candidate has signed the declaration of authentication, the centre may take action But If the declaration has been signed, the awarding body must be notified and will take appropriate action

Deadlines and key documents
Very late arrivals – seven days Irregularities/malpractice – asap Key Documents JCQ Instructions for conducting examinations JCQ Suspected malpractice in examinations and assessment

Special consideration
Spring into summer Special consideration Introduce self and role 91

What is special consideration?
Definition: Post – examination adjustments to reflect temporary illness, injury or indisposition at the time of the examination” Key document JCQ booklet – Access Arrangements, Reasonable Adjustments and Special Consideration, 1 Sept 2009 to 31 August 2010 Special consideration will not necessarily match the estimated grade

Candidates present but disadvantaged Normally given by applying an allowance of marks to the paper affected Decision based on the timing, nature and extent of the illness or misfortune Max. allowance = 5% of total raw mark for component concerned

Present but disadvantaged
Typical examples: Temporary illness or accident/injury Bereavement Domestic crisis …at the time of assessment. Serious disturbance during an examination Wrong examination paper, defective paper or tape Access arrangement, approved by Access Arrangements Online, not given to the candidate

Present but disadvantaged
Tariff system Page 61 of the ‘pink booklet’ gives examples of the tariff system, e.g. 5% - terminal illness of the candidate or parent 4% - severe disease or major surgery at or near the time of the exam 3% - recently broken limbs or recent domestic crisis 2% - broken limb on the mend, extreme distress on the day of the exam 1% - headache, illness of another candidate in the room 0% - consideration given, but mark allowance not appropriate Awarding bodies cannot enter into discussion with parents or candidates as to how much special consideration should be applied

Absent for acceptable reasons
Centre decides if candidate is fit to take exam Where candidate meets criteria adjustments may be made to terminal grade Centre must be able to substantiate candidate’s absence from timetabled components

Absent for part of exam Occasionally a candidate is taken ill during an examination and is unable to complete it Application for special consideration must make it clear the candidate missed part of the exam In such cases an adjustment to the terminal grade rather than a special consideration tariff will be more appropriate

Evidence to support applications Applications where a candidate sat an exam but was disadvantaged should be supported by appropriate and up to date evidence Medical notes are only needed where candidates are absent and the circumstances can’t be verified by the centre If a medical note is not forthcoming is there a label from the prescription which can be used or part of a computer prescription sheet? Must have the candidate’s name and the date

Minimum requirements for GCSE exams Percentage Minimum Requirement 35 For GCSE examinations an exceptional circumstances award exists However, the candidate must have completed one component, normally coursework The candidate must show evidence of attainment in each of the missed components, principally mock examination papers produced under exam conditions

Minimum requirements for GCE exams Percentage Minimum Requirement Normally 50 AS three unit award: Two units out of three AS two unit award: One unit worth at least 50% or one externally assessed unit worth 40% A level four unit award or A level six unit award: 50% of the total assessment completed with at least one A2 unit

When are candidates not eligible? Page 58 of the ‘pink booklet’ provides full details, however, candidates will not be eligible where: Long term illness arises during the course affecting revision time Domestic inconvenience, such as moving house, taking holidays at the time of the examination Staff shortages, building work Joining a course part way through Making personal arrangements which conflict with their exams Misreading their examination timetable or misreading the instructions of the question paper

Making applications Use Form 10 – JCQ/SC plus appropriate evidence Where forms are used, they must be submitted within seven days of the last exam in the session for the subject concerned Letters of explanation may be attached to forms Applications to AQA submitted online using e-AQA

Lost and damaged coursework/controlled assessment The awarding bodies will need to know whether the work was marked or unmarked The work must have been lost within the centre, actually done by the candidate and monitored whilst in progress Awarding bodies will require estimated marks for unmarked work Use Form 15 – JCQ/LCW and follow the instructions on Page 63 of the ‘pink booklet’ For shortfall in coursework/controlled assessment use Form 10 – JCQ/SC

Extreme weather Wherever possible, exams should be conducted as per the centre’s published timetable However, if the decision is made to close the school/college, consider the following options: RE-SIT AT THE NEXT SERIES: Where a candidate is sitting one or two units and it is not their final exam series SPECIAL CONSIDERATION: Where a candidate is sitting units in order to complete their qualification(s) – final exam series before progressing to FE or HE Candidate must meet the published criteria for special consideration

Special consideration: hints and tips
Refer to the JCQ ‘pink booklet’ Brief your invigilators on how to look out for and to handle emerging situations Ensure invigilators keep an incident log Make sure you keep to the deadlines for submitting applications Don’t make promises to the candidates or their parents that the awarding bodies can’t keep e.g. “Don’t worry, the awarding body will give you your estimated grade”

Special consideration: hints and tips
Ensure Senior Leadership Team is aware of their responsibilities for making decisions about whether candidates who are unwell should sit their exam(s) Keep spreadsheet of paper applications for special consideration submitted to awarding bodies Make sure subject departments retain mock exam scripts in case candidates fall below the minimum 35% threshold for GCSE exams

Spring into summer After exams Introduce self and role

Spring into summer Results activity

Spring into summer: results activity
What’s in the packet? Broadsheet of results Candidate statement of provisional results Component marks report Cumulative record of unit results Cumulative record of module results Moderators’ reports Results’ statistics Awarding body promotional material Post-results services pack

Spring into summer: results activity
Who wants what? Year 13 candidate Year 12 candidate Year 11 candidate Head of centre Curriculum manager Head of department Head of years 12/13 Head of year 11 Exam officer

Spring into summer Results

Process of despatching results
(1) Processing (2) The Post Office visits the Awarding body (3) Results missing? (4) Results are taken to national depots then sorted into postcodes to be taken to local depots Results are sent out to centres using a ‘special service’, the same one that the Queen uses! 1) Processing Results are printed and packed on the previous Saturday/Sunday prior to results day. (2) The Post Office visits the Awarding Body to collect the results packages Packages are checked to make sure that they are all accounted for. (3). Results Missing If there are any results missing this is raised with the AB who will investigate. (4). Results are taken to National depots and then sorted into postcodes to be taken to local depots (5). Results arrive in local depots They arrive on the Tuesday evening/Wednesday morning and are checked again. Each depot has a list and they tick off each centre as they open the bags. (6). Results Missing If there are results missing, the depot can contact the AB who then print another batch. (7). Centres receive results If you have arranged with your local depot, you can pick them up, otherwise they will be delivered by a special exam results van. (7) Centres receive results (6) Results missing? (5) Results arrive in local depots

GCE results dates for summer 2010
WHAT? WHEN? WHO? Download results via EDI and awarding body extranets for GCE, Principal Learning (L3) and Extended Projects Wednesday 18th August 2010 Download from 00:01 hours Head of centre Exams office staff Teaching staff with permission from Head of centre Hard copy results from awarding bodies are delivered for GCE, Principal Learning (L3) and Extended Projects Thursday 19th August 2010 Not to be released until 06:00 hours All candidates Educational institutions Local authorities

GCSE It’s a bit different this year!
WHAT? WHEN? WHO? Download results via EDI and awarding body extranets for GCSE, Principal Learning (L1 & 2), Functional Skills and Projects MONDAY 23rd August 2010 Downloadable from 00:01 hours Head of centre Exams office staff Teaching staff with permission from Head of centre Results released for GCSE, Principal Learning (L1 & 2), Functional Skills and Projects TUESDAY 24th August 2010 Not to be released until 06:00 hours All candidates Educational institutions Local authorities Hard copy results from awarding bodies s are delivered to centres for GCSE, Principal Learning (L1 & 2), Functional Skills and Projects THURSDAY 26th August 2010

Getting ready for GCE 1 Will you be producing composite results from all awarding bodies from your MIS or waiting for individual notices to arrive? Do you have your MIS provider’s helpdesk number in case of problems? Prepare results packs for Heads of Departments – e.g. post results fees, forms, instructions and deadlines Make arrangements with caretakers and centre staff and inform candidates of opening times Have you worked out how you are going to arrange the room for candidates to pick up their results? Lets start with GCE because it’s the most straight forward this year. Results data generated from an awarding body’s secure extranet site or via a centre’s MIS system is not only more up to date, but significantly there is no distinction between a consolidated results slip, generated from a centre’s MIS system, and an individual awarding body’s candidate statement of provisional results. Both documents have exactly the same status: they are interim and provisional documents. It is the candidate’s certificates which are the final and definite record of their achievements.

Getting ready for GCE 2 Are you making arrangements to pick up the results packages from your local Post Office depot? Are teaching staff going to be available to talk to students about the Post Results Services? Senior staff should be available to deal with queries concerning university places, UCAS and 6th form places. Do you have a centre policy for identifying candidates when they pick up their results? Do you know how to request Post Results Services using the awarding body extranets?

Getting ready for GCSE 1 All the items as above but with a notable exception Will you be producing composite results from your MIS or waiting for Individual Candidate Statements of provisional results to arrive from awarding bodies? The official date for the release to candidates of their results is Tuesday 24th August Results notices will need to be produced either from MIS systems or downloaded from awarding body extranets You can’t wait till Thursday for hardcopy results to arrive

Diploma Diploma results day depends on the level of the components being studied Missing component results – component awarding body Missing Diploma award – Diploma awarding body or Diploma aggregation service

Signpost: results day Problems with EDI or internal systems:
Software provider websites or helpdesks UCAS Missing results Awarding body helpdesks or extranets Post results services Awarding body websites Awarding body extranet sites to make requests

Spring into summer What next?

What next? Review and evaluate – important because:
Identify good practice Identify areas for improvement Communicate information about the exams office to senior leaders and others in centre Track progress Contribute to your professional development

What next? Exam review generator: Version 2 now available
Questions prompt report on recent exams activities Ranges from how many entries to effectiveness of invigilators Produces professional looking word document Graphs and tables of your information Allows you to compare year-on-year statistics

What next? Exam review generator:

What next? Additional support QCDA Awarding bodies JCQ
Centre Support Officer Actions for autumn Awarding bodies JCQ Other exams officers eoa

Today’s objectives To provide you with:
Good practice advice and guidance allowing you to deliver summer exams successfully The chance to meet representatives from key organisations Contact information and enable you to network Opportunities to work through common scenarios via activities at your table Confidence to administer and/or manage exams in your centre It is a full agenda and we know it may be overwhelming if you are new to the role – but remember that all of this information is available in hard and soft copies, and everyone is available to answer questions either today or by phone, , etc.

Spring into summer Evaluation forms Presenters and facilitators

Training for new exams office staff
Spring into summer Training for new exams office staff Qualifications and Curriculum Development Agency is the non-regulatory part of the Qualifications and Curriculum Authority. © QCA 2010

Training for new exams office staff

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