2Welcome and introduction Spring into summerWelcome and introductionIntroduce self and role
3QCDA – what we doQCDA is responsible for developing the curriculum, improving and delivering assessments and reforming qualificationsWe support exams officers by:Facilitating good practice via guides, case studies and online tools32 centre support officers providing 1:1 support to centresTraining events for exams office staffIn case you’re brand new and don’t know, a quick introduction to us and our role.
4Induction programme Support for new exams office staff Induction HandbookTraining eventsCSO supportupdatesThis 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 eventsCSO supportupdatesIf you would like to register go to
5Developed by:Today is a collaborative event and all those listed to the screen have contributed to the days agenda
6Today’s objectives To provide you with: Good practice advice and guidance allowing you to deliver summer exams successfullyThe chance to meet representatives from key organisationsContact information to enable you to networkOpportunities to work through common scenarios via activities at your tableConfidence to administer and/or manage exams in your centreIt 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.
7Agenda - morning Arrival and refreshments 09:30 Welcome and introduction09:40Working in the exams office*Activity*10:15Exam year and exam cycle10:30Before exams11:05Break11:25Before exams, cont.12:00Running exams – the expected12:40Running exams – the unexpected12:50LunchAfter 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.
8Agenda - afternoon 13:45 Exams – the unexpected, cont. *Activity* 14:55After examsComfort break during activity15:25After exams, cont.15:45Review and evaluation15:55What next?16:00CLOSEThere are plenty of activities throughout the dayThese are great chances to meet other people at your table.
9Working in the exams office Spring into summerWorking in the exams officeIntroduce self and role
10Exam cycle and the academic year Spring into summerExam cycle and the academic yearIntroduce self and role10
11What is the exam cycle? Planning & Preparation Results Exam Day EntriesPre - ExamsExamDayResultsPlanning &Preparation
12Exam cycle During this time: EntriesPre - ExamsExamDayResultsConsult previous year’s end of year / inspector’s reportMeet subject headsMeet with Special Educational Needs Coordinator (SENCO)Candidate info. checksConsider invigilation requirementsProcess estimated entry infoConduct room auditKey dates calendarOrder modified papersPlanning &Preparation
13Exam cycle During this time: Download base data Make entries Pre - ExamsExamDayResultsPlanning &PreparationDuring this time:Download base dataMake entriesApply for access arrangementsIssue statements to candidates
14Exam cycle During this time: Prepare exam timetable Resolve clashes EntriesPre - ExamsExamDayResultsPlanning &PreparationDuring this time:Prepare exam timetableResolve clashesCreate seating plansRecruit, train and update invigilatorsReceive and securely store exam materialsCheck / action entry warning reports
15Exam cycle During this time: Set up exam rooms EntriesPre - ExamsExamDayResultsPlanning &PreparationDuring this time:Set up exam roomsBrief and deploy invigilatorsRun examsUse script dispatch process
16Exam cycle During this time: Plan for results day Download results EntriesPre - ExamsExamDayResultsPlanning &PreparationDuring this time:Plan for results dayDownload resultsPrepare centre post-results policyDistribute results to candidatesManage post-results interactions with awarding body
17Spring into summerThis is on pg 42 of your Induction handbook.
18Spring into summerBefore examsIntroduce self and role
19Timetabling Create a centre timetable as soon as your entries are made;create it with your MIS systemonce created it will display a number of features:non-timetabled components and the number of candidates enteredexam entries for each timetabled component in date order showing the number of candidates enteredRunning an MIS clash routine at this stage will highlightwhere there are clashesHighlight the interboard online timetable as alternative to MIS - signpost
20Clashing exams can be moved ClashesWhat are they?Two or more exams being taken by a candidate which are timetabled at the same timeRefer to JCQ document:Instructions for Conducting Examinations (ICE)Highlight the interboard online timetable as alternative to MIS - signpostClashing exams can be moved
21Clashes: 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 dayYESSubject to the maintenance of the security of the examExplain what a session isHighlight extra time candidates – the extra time might take candidates over the 3 hours.
22YES 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 examJCQ Confidentiality Declaration for overnight supervision
23This would endanger the security of the exam Clashes:Can they be moved…. . . to an earlier day?NOThis would endanger the security of the exam
24Awarding body transactions Awarding body entry reportsYou will receive:confirmation of entriesentry warning reportsstatements of entryYou will need to check:candidate detailssubjectscertification (cash-in) codesentry errors and problemscorrect entry codes used for legacy and new specificationsAfter centre entries have been sent and processed the ABs will issue reports:Confirmation of Entries – to confirm what has been entered by the centreEntry 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 possibleShould also check tier and option codes are correctDO 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)
25Awarding body transactions 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 sitesCheck with Subject Head and/or candidatePossible Scenarios:An entry for the missing unit was made but was withdrawn by the centre in errorThe certification code has been entered in error and needs to be withdrawnThe 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 UCI1 of 2
26Awarding body transactions 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 sitesCheck with Subject Head and/or candidatePossible Scenarios:An entry for the missing unit was made but was withdrawn by the centre in errorThe certification code has been entered in error and needs to be withdrawnThe 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 UCI2 of 2
27Awarding body transactions Receipt of materialsWhat can I expect to receive? CheckQuestion papersAdvance materialsAttendance registersExaminer and moderator address labelsCoursework/controlled assessment mark sheetsForecast grade formsExam stationeryCentre timetableModified papers have arrivedStationery requirementsSecurity issuesCentre policy for receipt of materialsBe 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 labelsRefer to the ICE booklet.
28Awarding body transactions Receipt of materialsThis is a vital part of the preparation processAll confidential materials must be securely stored at all timesEnsure system in place for receipt and checking of confidential materialJCQ Instructions for conducting examinationsKeeping question papers and other examination materials secure – paragraphs 1.1 to 1.10Secure storage facilities will beinspected by the JCQ InspectorateEmphasise 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.
29Awarding body transactions Question papersEnsure that question papers are placed into secure storage immediately upon arrivalPrint a Management Information System (MIS) timetable to check off question papersCheck the questions papers asap and inform the awarding bodies of any irregularities or discrepanciesDon’t forget about late entries and amendmentsConsider any external candidatesAdvance 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
30Awarding body transactions Advanced materialsSubject-specificLiaise with subject headsRead instructions carefully and check and store securely where applicableEnsure system in place for recording when material taken from or returned to secure storageSet reminders/alerts for stored materialDistribute to candidates as instructedAdvance 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
31Awarding body transactions Coursework/controlled assessmentDistribute mark sheets and instructions for completion to subject headsCheck deadlines for returnReturn mark sheets to awarding body and moderator and keep a centre copyYou will be requested to send the sample to the moderator for postal moderationEnsure Centre and Candidate Authentication Statements are completedKeep recordsTo 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 madeABs 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 sampleCentre 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 TipsKEEP RECORDSSet your own internal deadlines for teaching staff
32Awarding body transactions Estimated grade sheetsDistribute forms to subject headsCheck deadlines for returnReturn forms to awarding bodyKeep recordsForecast 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
33Signpost: before exams EntriesAwarding body entry manualsQCDA good practice onlineApplying for access arrangementsOnline toolsFor all the above also see autumn presentations at:
34Signpost: before exams Controlled assessmentJCQ guidanceToday’s packUnitised GCSEsToday’s PackCourseworkAwarding body guidance
41Exam days - essential planning AimsOffer advice and good practice for the efficient running of external examsReduce stress and burden on the EOHighlight common issues and solutionsClarify support and resources availableStress 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
42Exam rooms Internal logistics Timetables Candidates Invigilators Chairs/desksNotices, regulationsSeating plansSpare calculatorsClocksPens/pencilsFlipchart/pensTimetablesExam roomsCandidatesInvigilatorsExaminer labelsRegistersDelegates 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 timeQuestion papersScriptsSecure storageAwarding bodiesExaminers
44Secure storageEnsure 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 centreAlways check any material before going into secure storageKeep 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.
46Internal 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 staffEos 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.
48Candidates 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 behalfCheck AB material for any CLASHES that may affect individual candidatesStress 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 candidatesRemember 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.
49ClashesInvolve but do not rely on students when compiling a clash and resolution reportMake sure that candidates and their parents are aware of clash resolutionEnsure that you are aware of JCQ regulations regarding clash resolutionRemember to build clash supervision into your invigilator planningA 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.
50Access arrangementsWork closely with the SENCO regarding candidate numbers, names and the individual arrangementsEnsure 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 callsStress 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.
52Invigilation“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 supervisionEnsure 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
53Invigilation, 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 emergencyYou MUST have badges prepared for each invigilator and a centre handbook which includes relevant sections from the ICE bookPrepare 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.
54Invigilation, cont.Remember to play particular attention to exams that have sole invigilation, including the need for toilet breaks and the ability to summon assistanceUse 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 seriesIt is important that Invigilators are made to feel a valued part of the exam process.
55Resources JCQ ICE book and pink book JCQ General Regulations and Malpractice bookQCDA 3 Step Guide to InvigilationQCDA Induction handbookIndividual awarding bodiesEOA forum and on-line supportYour Centre Support OfficerYOU and your staffMention that the General regs are not available in hard copy-access from JCQ CD sent to all centres.
56Summary hints and tipsDo not try to do everything yourself. Trust people to take some responsibilityMake sure that invigilators know what is expected of them and what is notGive yourself enough time for preparation at the beginning and end of each dayGood planning will ensure that while the summer exam series is very busy, it does not have to be very stressfulMake sur that invigilators are well trained and fully briefed.Have a contingency plan in place…what if you are ill or worse!!!
57During exams – unplanned activities Spring into summerDuring exams – unplanned activitiesIntroduce self and role
58Spring into summerJCQ inspectionIntroduce self and role58
59JCQ inspection Introduction Centre Inspection service covers: All general qualifications: GCE, GCSE, ELCPrincipal LearningBasic, Functional and Key SkillsOther vocational qualifications offered by AQA, OCR, EdexcelOperated by AQA in England on behalf of the JCQ awarding bodies
60JCQ inspection Timetable Every centre visited at least once per year. Visits can take place during:any exam series – January, Junethe conduct of Modern Foreign Language Speaking Testsat any time when confidential materials are in a centreto sample access arrangements evidenceAn 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
61JCQ inspection Rationale To maintain the security and integrity of the examsTo ensure compliance with requirements of the JCQInstructions for Conducting ExaminationsGeneral Regulations for Approved CentresAccess Arrangements, Reasonable Adjustments, and Special Consideration
62JCQ 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 materialsArrangements for receipt of all confidential materials√Secure storage facilitiesRemaining question paper packets still intactArrangements for collection and despatch of exam scripts
63JCQ inspection Other Issues Suitability of examination accommodation Arrangement of exam roomInvigilation and supervisionAccess arrangements: confirmation of approval, evidence availableDDA compliance – e.g. wheelchair accessEvacuation procedureInternal appeals procedure
64JCQ inspection Access arrangements visits: As part of the normal centre inspection, when all evidence must be available as part of the inspectionA possible separate visit to inspect the evidence for access arrangements, which will be a more in-depth inspection of specifically requested evidence
65JCQ inspection Access arrangements inspections Always work in collaboration with the SENCOCheck evidence of need against the applicationCheck the currency of all evidenceEnsure that all required documentation is readily available
66JCQ inspectorate Documentation For GCSE and GCE access arrangements approved via AAO:Downloaded approval formSupporting evidence of need available – diagnostic reports, statements of SEN, medical report/certificate, etc.Data protection notice – signed by each candidate
67JCQ inspection Issues identified in 2009 for access arrangement visits Insufficient evidence in files – test scores but no diagnostic reportOut-of-date test resultsApproval based on previous permissionNo data protection noticeProblems regarding bi-lingual dictionaries and extra timeAvailability of the evidence
68JCQ inspection MFL speaking tests All confidential materials are subject to the same regulations regarding securityAll required notices must be posted inside and outside the examination roomAll candidates must be supervised at all timesRecording requirements must be adhered to
69JCQ 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
75Spring into summerIrregularitiesIntroduce self and role
76What are . . . Irregularities? Late arrivals Emergencies and candidate illnessMalpractice76
77Candidates arriving late Who decides?The centre decides:Whether the candidate takes the examWhether the candidate is allowed the full time for the exam to compensate for the late arrival or finishes with the other candidatesThe awarding body decides:Whether to accept the candidate’s work
78When is a candidate very late? Published starting time – 09:00/13:30Exam lasts 1 hour or longerArrives by 09:00/13:30 = on timeArrives after 10:00/14:30 = very late
79Who needs to know?If the candidate is ‘very late’ – record the details on form JCQ/VLA – one form for each VLASend each form JCQ/VLA to the awarding body within seven daysSend the script in the normal way
80What happens next?One copy of JCQ/VLA will be returned to you showing the awarding body decisionKeep this on file until the closing date for enquires about results (EARs)
81What can go wrong in your centre? Centre problemsFire alarmsPower failuresBomb scaresWhat to doEvacuate – leave the question papers/scriptsSupervise the candidatesNote the time of the evacuationAllow the full time if possibleSubmit a report to the awarding body
82What can go wrong with your candidate? Candidate problemsNose bleedsFaintingGastric problemsEpileptic fitsWhat to doInform the invigilators of potential problemsIf appropriate, change the seating planIf appropriate, stop the examination and then allow the full time for the examination if possibleConsider the effects on other candidates in the roomSpecial consideration might be appropriate
83What types of malpractice can occur? Five most common types of malpractice – GCEIntroduction of unauthorised materialPlagiarism – failure to acknowledge sourcesColluding with another candidateInappropriate material in coursework or scriptsCopying from another candidateReport all cases on form JCQ/M1
84What types of malpractice can occur? Five most common types of malpractice – GCSEIntroduction of unauthorised materialDisruptive behaviourColluding with another candidateInappropriate material in coursework or scriptsPlagiarism – failure to acknowledge sourcesReport all cases on form JCQ/M1
85What are the penalties? Warning Loss of marks Disqualification A sectionA componentA unitDisqualificationOther unitsThe whole qualificationAll qualifications in that seriesCandidate debarral
86What about mobile phones? Mobile phone = unauthorised materialTHREE sanctions for FOUR categories of offenceNot in the candidate’s possession but makes a noiseWARNINGIn the candidate’s possession but no evidence of useLOSS OF MARKSIn the candidate’s possession and evidence of use, e.g. texting or answering callDISQUALIFICATION
87How should you deal with a disruptive candidate? Disruptive = malpracticeIdentify potential ‘problem’ candidate(s) in advanceCheck seating plansIf a problem occurs, stop the examination if appropriate, remove candidate(s) from the exam room as soon as possibleSupervise disruptive candidate(s)Allow other candidates the full time for the examination if possibleKeep a log of eventsReport incident to awarding body – JCQ/M1 formUsual penalty = disqualification
88What about coursework or controlled assessment? Declaration of authenticationFor work to be accepted the declaration must be signed by:The candidateThe teacher responsible for the authentication of the candidate’s workNo signature = mark of zero
89Who determines the penalty? If the problem is discovered before the candidate has signed the declaration of authentication, the centre may take actionButIf the declaration has been signed, the awarding body must be notified and will take appropriate action
90Deadlines and key documents Very late arrivals – seven daysIrregularities/malpractice – asapKey DocumentsJCQ Instructions for conducting examinationsJCQ Suspected malpractice in examinations and assessment
91Special consideration Spring into summerSpecial considerationIntroduce self and role91
92What is special consideration? Definition:Post – examination adjustments to reflect temporary illness, injury or indisposition at the time of the examination”Key documentJCQ booklet – Access Arrangements, Reasonable Adjustments and Special Consideration, 1 Sept 2009 to 31 August 2010Special consideration will not necessarily match the estimated grade
93Special consideration Candidates present but disadvantagedNormally given by applying an allowance of marks to the paper affectedDecision based on the timing, nature and extent of the illness or misfortuneMax. allowance = 5% of total raw mark for component concerned
94Present but disadvantaged Typical examples:Temporary illness or accident/injuryBereavementDomestic crisis…at the time of assessment.Serious disturbance during an examinationWrong examination paper, defective paper or tapeAccess arrangement, approved by Access Arrangements Online, not given to the candidate
95Present but disadvantaged Tariff systemPage 61 of the ‘pink booklet’ gives examples of the tariff system, e.g.5% - terminal illness of the candidate or parent4% - severe disease or major surgery at or near the time of the exam3% - recently broken limbs or recent domestic crisis2% - broken limb on the mend, extreme distress on the day of the exam1% - headache, illness of another candidate in the room0% - consideration given, but mark allowance not appropriateAwarding bodies cannot enter into discussion with parents or candidates as to how much special consideration should be applied
96Absent for acceptable reasons Centre decides if candidate is fit to take examWhere candidate meets criteria adjustments may be made to terminal gradeCentre must be able to substantiate candidate’s absence from timetabled components
97Absent for part of examOccasionally a candidate is taken ill during an examination and is unable to complete itApplication for special consideration must make it clear the candidate missed part of the examIn such cases an adjustment to the terminal grade rather than a special consideration tariff will be more appropriate
98Special consideration Evidence to support applicationsApplications where a candidate sat an exam but was disadvantaged should be supported by appropriate and up to date evidenceMedical notes are only needed where candidates are absent and the circumstances can’t be verified by the centreIf 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
99Special consideration Minimum requirements for GCSE examsPercentageMinimum Requirement35For GCSE examinations an exceptional circumstances award existsHowever, the candidate must have completed one component, normally courseworkThe candidate must show evidence of attainment in each of the missed components, principally mock examination papers produced under exam conditions
100Special consideration Minimum requirements for GCE examsPercentageMinimum RequirementNormally 50AS three unit award:Two units out of threeAS 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
101Special consideration 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 timeDomestic inconvenience, such as moving house, taking holidays at the time of the examinationStaff shortages, building workJoining a course part way throughMaking personal arrangements which conflict with their examsMisreading their examination timetable or misreading the instructions of the question paper
102Special consideration Making applicationsUse Form 10 – JCQ/SC plus appropriate evidenceWhere forms are used, they must be submitted within seven days of the last exam in the session for the subject concernedLetters of explanation may be attached to formsApplications to AQA submitted online using e-AQA
103Special consideration Lost and damaged coursework/controlled assessmentThe awarding bodies will need to know whether the work was marked or unmarkedThe work must have been lost within the centre, actually done by the candidate and monitored whilst in progressAwarding bodies will require estimated marks for unmarked workUse 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
104Extreme weatherWherever possible, exams should be conducted as per the centre’s published timetableHowever, 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 seriesSPECIAL CONSIDERATION:Where a candidate is sitting units in order to complete their qualification(s) – final exam series before progressing to FE or HECandidate must meet the published criteria for special consideration
105Special consideration: hints and tips Refer to the JCQ ‘pink booklet’Brief your invigilators on how to look out for and to handle emerging situationsEnsure invigilators keep an incident logMake sure you keep to the deadlines for submitting applicationsDon’t make promises to the candidates or their parents that the awarding bodies can’t keepe.g. “Don’t worry, the awarding body will give you your estimated grade”
106Special 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 bodiesMake sure subject departments retain mock exam scripts in case candidates fall below the minimum 35% threshold for GCSE exams
107Spring into summerAfter examsIntroduce self and role
109Spring into summer: results activity What’s in the packet?Broadsheet of resultsCandidate statement of provisional resultsComponent marks reportCumulative record of unit resultsCumulative record of module resultsModerators’ reportsResults’ statisticsAwarding body promotional materialPost-results services pack
110Spring into summer: results activity Who wants what?Year 13 candidateYear 12 candidateYear 11 candidateHead of centreCurriculum managerHead of departmentHead of years 12/13Head of year 11Exam officer
112Process 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 depotsResults are sent out to centres using a ‘special service’, the same one that the Queen uses!1) ProcessingResults 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 packagesPackages are checked to make sure that they are all accounted for.(3). Results MissingIf 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 depotsThey 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 MissingIf there are results missing, the depot can contact the AB who then print another batch.(7). Centres receive resultsIf 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
113GCE results dates for summer 2010 WHAT?WHEN?WHO?Download results via EDI and awarding body extranets for GCE, Principal Learning (L3) and Extended ProjectsWednesday 18th August 2010Download from 00:01 hoursHead of centreExams office staffTeaching staff with permission from Head of centreHard copy results from awarding bodies are delivered for GCE, Principal Learning (L3) and Extended ProjectsThursday 19th August 2010Not to be released until 06:00 hoursAll candidatesEducational institutionsLocal authorities
114GCSE 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 ProjectsMONDAY 23rd August 2010Downloadable from 00:01 hoursHead of centreExams office staffTeaching staff with permission from Head of centreResults released for GCSE, Principal Learning (L1 & 2), Functional Skills and ProjectsTUESDAY 24th August 2010Not to be released until 06:00 hoursAll candidatesEducational institutionsLocal authoritiesHard copy results from awarding bodies s are delivered to centres for GCSE, Principal Learning (L1 & 2), Functional Skills and ProjectsTHURSDAY 26th August 2010
115Getting ready for GCE 1Will 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 deadlinesMake arrangements with caretakers and centre staff and inform candidates of opening timesHave 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 MISsystem is not only more up to date, but significantly there is no distinction between aconsolidated results slip, generated from a centre’s MIS system, and an individual awardingbody’s candidate statement of provisional results. Both documents have exactly the samestatus: they are interim and provisional documents. It is the candidate’s certificateswhich are the final and definite record of their achievements.
116Getting ready for GCE 2Are 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?
117Getting ready for GCSE 1All the items as above but with a notable exceptionWill you be producing composite results from your MIS orwaiting for Individual Candidate Statements of provisionalresults to arrive from awarding bodies?The official date for the release to candidates of their results is Tuesday 24th AugustResults notices will need to be produced either from MIS systems or downloaded from awarding body extranetsYou can’t wait till Thursday for hardcopy results to arrive
118DiplomaDiploma results day depends on the level of the components being studiedMissing component results – component awarding bodyMissing Diploma award – Diploma awarding body or Diploma aggregation service
119Signpost: results day Problems with EDI or internal systems: Software provider websites or helpdesksUCASMissing resultsAwarding body helpdesks or extranetsPost results servicesAwarding body websitesAwarding body extranet sites to make requests
121What next? Review and evaluate – important because: Identify good practiceIdentify areas for improvementCommunicate information about the exams office to senior leaders and others in centreTrack progressContribute to your professional development
122What next? Exam review generator: Version 2 now available Questions prompt report on recent exams activitiesRanges from how many entries to effectiveness of invigilatorsProduces professional looking word documentGraphs and tables of your informationAllows you to compare year-on-year statistics
124What next? Additional support QCDA Awarding bodies JCQ Centre Support OfficerActions for autumnAwarding bodiesJCQOther exams officerseoa
125Today’s objectives To provide you with: Good practice advice and guidance allowing you to deliver summer exams successfullyThe chance to meet representatives from key organisationsContact information and enable you to networkOpportunities to work through common scenarios via activities at your tableConfidence to administer and/or manage exams in your centreIt 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.
126Spring into summerEvaluation formsPresenters and facilitators