Exams
Roselyn House School and The RHISE Centre
Exam Policy 2022- 2023
Contents:
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The centre exams policy
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Qualifications
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Exam series and timetables
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Entries, entry details and late entries
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Exam fees
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Equality legislation
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Estimated grades
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Managing invigilators
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Candidates
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Internal assessments and appeals
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Results
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Certificates
The purpose of this exams policy is:
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to ensure the planning and management of exams is conducted efficiently and in the best interests of candidates;
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to ensure the operation of an efficient exams system with clear guidelines for all relevant staff.
It is the responsibility of everyone involved in the centre's exam processes to read, understand and implement this policy.
The exams policy will be reviewed every year.
The exams policy will be reviewed by the Headteacher/Head of Centre, Deputy Head/Exams Officer.
Where references are made to JCQ regulations/guidelines, further details can be found at www.jcq.org.uk.
Exam responsibilities
The Head of Centre:
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has overall responsibility for the school/college as an exams centre and advises on appeals and re-marks.
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is responsible for reporting all suspected or actual incidents of malpractice - refer to the JCQ document Suspected malpractice in examinations and assessments.
Exams officer :
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manages the administration of internal exams and/or external exams.
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advises the senior leadership team, subject and class tutors, and other relevant support staff on annual exams timetables and procedures as set by the various awarding bodies.
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oversees the production and distribution, to all centre staff and candidates, of an annual calendar for all exams in which candidates will be involved and communicates regularly with staff concerning imminent deadlines and events.
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ensures that candidates and their parents/ carers are informed of and understand those aspects of the exams timetable that will affect them.
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checks with teaching staff that the necessary coursework and/or controlled assessments are completed on time and in accordance with JCQ guidelines.
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provides and confirms detailed data on estimated entries.
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maintains systems and processes to support the timely entry of candidates for their exams.
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receives, checks and stores securely all exam papers and completed scripts and ensures that scripts are dispatched as per the guidelines.
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administers access arrangements and makes applications for special consideration following the regulations in the JCQ publication A guide to the special consideration process.
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identifies and manages exam timetable clashes.
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accounts for income and expenditures relating to all exam costs/charges.
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line manages the senior exams invigilator in organising the recruitment, training, and monitoring of a team of exams invigilators responsible for the conduct of exams.
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ensures candidates' coursework / controlled assessment marks are submitted, and any other material required by the appropriate awarding bodies correctly and on schedule.
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tracks, dispatches, and stores returned coursework / controlled assessments.
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arranges for dissemination of exam results and certificates to candidates and forwards, in consultation with the SLT, any post results service requests.
Heads of department/faculty/curriculum are responsible for:
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guidance and pastoral oversight of candidates who are unsure about exams entries or amendments to entries.
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accurate completion of entry and all other mark sheets and adherence to deadlines as set by the exams officer.
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accurate completion of coursework / controlled assessment mark sheets and declaration sheets.
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decisions on post-results procedures.
Teachers are responsible for:
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supplying information on entries, coursework and controlled assessments as required by the head of department and/or exams officer.
The special educational needs coordinator (SENCo)/specialist teacher is responsible for:
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identification and testing of candidates’ requirements for access arrangements and notifying the exams officer in good time so that they are able to put in place exam day arrangements
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process any necessary applications in order to gain approval (if required).
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working with the exams officer to provide the access arrangements required by candidates in exams rooms.
Lead invigilator/invigilators are responsible for:
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assisting the exams officer in the efficient running of exams according to JCQ regulations.
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collection of exam papers and other material from the exams office before the start of the exam.
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collection of all exam papers in the correct order at the end of the exam and ensuring their return to the exams office.
Candidates are responsible for:
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confirmation and signing of entries.
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understanding coursework / controlled assessment regulations and signing a declaration that authenticates the coursework as their own.
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ensuring they conduct themselves in all exams according to the JCQ regulations.
Qualifications offered
The qualifications offered at this centre are decided by the Head of Centre.
The types of qualifications offered are GCSE, Entry Level, Functional Skills and Level 1/2.
The subjects offered for these qualifications in any academic year may be found in the centre's published prospectus, website or similar documents for that year.
Decisions on whether a candidate should be entered for a particular subject will be taken by subject leads/teachers in consultation with the exams officer(s) and Head of Centre.
Exam series
External exams and assessments are scheduled in January, March, November and Summer.
Internal exams are held under external exam conditions.
The Head of Centre, Exams Officer(s) and Subject Leads decides which exam series are used in the centre.
Exam timetables
Once confirmed, the exams officer will circulate the exam timetables for internal and/or external exams at a specified date before each series begins.
Entries, entry details and late entries
Candidates or parents/carers can request a subject entry, change of level or withdrawal.
The centre does not currently accept entries from private candidates.
The centre does not act as an exams centre for other organisations.
Entry deadlines are circulated to heads of department/curriculum via email, noticeboard, briefing meetings.
Heads of department/curriculum will provide estimated entry information to the exams officer to meet JCQ and awarding body deadlines.
Entries and amendments made after an awarding organisation’s deadline (i.e. late) require the authorisation, of Headteacher// Deputy Headteacher/Head of Centre.
GCSE re-sits/retakes are allowed.
Functional skills re-sits/retakes are allowed.
Re-sit decisions will be made by subject leads in consultation with SLT, Exams Officer and Head of Centre.
Exam fees
Candidates or departments will not be charged for changes of tier, withdrawals made by the proper procedures or alterations arising from administrative processes provided these are made within the time allowed by the awarding bodies.
The exams officer will publish the deadline for actions well in advance for each exams series.
GCSE entry exam fees are paid by the centre.
Functional skills entry exam fees are paid by the centre.
Late entry or amendment fees are paid by the centre.
Fee reimbursements are not sought from candidates:
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if they fail to sit an exam;
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if they do not meet the necessary coursework requirements without medical evidence or evidence of other mitigating circumstances.
Re-sit fees are paid by the centre.
Equality Legislation
All exam centre staff must ensure that they meet the requirements of any equality legislation.
The centre will comply with the legislation, including making reasonable adjustments to the service that that they provide to candidates in accordance with requirements defined by the legislation, awarding bodies, and JCQ.
See Single Equality Policy
Access arrangements
The SENCo/specialist teacher will inform subject teachers of candidates with special educational needs and any special arrangements that individual candidates will need during the course and in any assessments/exams.
A candidate's access arrangements requirement is determined by the SENCo and Exams Officer(s).
Ensuring there is appropriate evidence for a candidate’s access arrangement is the responsibility of SENCo.
Submitting completed access arrangement applications to the awarding bodies is the responsibility of the Exams Officer(s).
Rooming for access arrangement candidates will be arranged by the Exams Officer(s).
Invigilation and support for access arrangement candidates, as defined in the JCQ access arrangements regulations, will be organised by the Exams Officer(s).
To ensure exam time is as calm, relaxed and routine as possible we aim to keep teaching environments as similar as possible as a student is used to. For example, this may mean a student sits their exam(s) solely with no other students, or a student may sit their exam(s) at our satellite site as this is where they have mainly studied.
See Access Arrangements Policy, SEND Policy and Word Processor Policy
Contingency planning
Contingency planning for exams administration is the responsibility of the Head of Centre and Exams Officer(s). See Contingency Planning Policy and Emergency Planning Policy and Procedures.
Contingency plans are available via email, noticeboard, briefing meetings and are in line with the guidance provided by Ofqual, JCQ and awarding organisations.
Private candidates
Managing private candidates (if applicable) is the responsibility of the Exams Officer(s).
Estimated grades
Subject leads are responsible for submitting estimated grades to the exams officer when requested by the exams officer.
Managing invigilators
External staff will not be used to invigilate examinations.
These invigilators will be used for internal exams and/or external exams.
Recruitment of invigilators is the responsibility of the Head of Centre and Exams officer(s).
Securing the necessary Disclosure Barring Service (DBS) clearance for new invigilators is the responsibility of the School Business Manager.
Invigilators are recruited, timetabled, trained, and briefed by the Head of Centre and Exams Officer(s).
Malpractice
The head of centre in consultation with Exams Officer(s) is responsible for investigating suspected malpractice.
Exam days
The exams officer will book all exam rooms after liaison with other users and make the question papers, other exam stationery and materials available for the invigilator.
Site management staff is responsible for setting up the allocated rooms and will be advised of requirements in advance.
The Lead Invigilator will start and finish all exams in accordance with JCQ guidelines.
Subject staff may not be present at the start of the exam to assist with identification of candidates. Any staff present must be in accordance with the rules defined by JCQ concerning who is allowed in the exam room and what they can do.
In practical exams, subject teachers’ availability will be in accordance with JCQ guidelines.
Exam papers must not be read by subject teachers or removed from the exam room before the end of a session. Papers will be distributed to heads of department in accordance with JCQ’s recommendations.
After an exam, the exams officer will arrange for the safe dispatch of completed examination scripts to awarding bodies.
Candidates
The exams officer will provide written information to candidates in advance of each exam series. A formal briefing session for candidates may be given by the subject leads/teachers.
The centre's published rules on acceptable dress and behaviour apply at all times. Candidates' personal belongings remain their own responsibility and the centre accepts no liability for their loss or damage.
In an exam room candidates must not have access to items other than those clearly allowed in the instructions on the question paper, the stationery list, or the specification for that subject. This is particularly true of mobile phones and other electronic communication or storage devices with text or digital facilities, including iwatches, ipods, MP3/ MP4 players. Any precluded items must not be taken into an exam room.
Disruptive candidates are dealt with in accordance with JCQ guidelines. Candidates are expected to stay for the full exam time at the discretion of the exams officer(s) and invigilator(s).
Note: candidates who leave an exam room must be accompanied by an appropriate member of staff at all times.
The exams officer(s) is responsible for handling late or absent candidates on exam day.
Clash candidates
The exams officer(s) will be responsible as necessary for supervising escorts, identifying a secure venue and arranging overnight stays.
Special consideration
Should a candidate be unable to attend an exam because of illness, suffer bereavement or other trauma, be ill or otherwise disadvantaged or disturbed during an exam, then it is the candidate's responsibility to alert the centre's exams officer(s) to that effect.
The candidate must support any special consideration claim with appropriate evidence.
The exams officer will make a special consideration application to the relevant awarding body.
Internal assessment
It is the duty of heads of department to ensure that all internal assessment is ready for dispatch at the correct time. The exams officer will assist by keeping a record of each dispatch, including the recipient details and the date and time sent.
Marks for all internally assessed work are provided to the exam’s office by the subject leads. The exams officer will inform staff of the date when appeals against internal assessments must be made by. Any appeals will be dealt with in accordance with the centre’s Internal Appeals Procedure (IAP) document.
Results
Candidates will receive individual results slips on results days,
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in person at the centre
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by post to their home address
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posted (first class)
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via email
The results slip will be in the form of a centre produced document.
Arrangements for the centre to be open on results days are made by the Head of Centre and Exams Officer(s).
The provision of the necessary staff on results days is the responsibility of the Headteacher/Head of Centre.
There will be two staff available ‘out of Term Time’ in the Summer break to facilitate any results- related issues and their details will be on file with JCQ. The NCN contact will usually be contacted first and the senior designated contacts after 24 hours if the NCN cannot be contacted. Contacts must have the authority to access information and be able to mobilise the appropriate resources to resolve any awarding body query or issue quickly.
Enquiries about Results (EAR)
EARs may be requested by centre staff or the candidate following the release of results. A request for a re-mark or clerical check requires the written consent of the candidate, a request for a re-moderation of internally assessed work may be submitted without the consent of the group of candidates.
The cost of EARs will be paid by the centre.
All decisions on whether to make an application for an EAR will be made by Head of Centre and Exams Officer(s).
If a candidate’s request for an EAR is not supported, the candidate may appeal and the centre will respond by following the process in its Internal Appeals Procedure (IAP) document.
All processing of EARs will be the responsibility of the Exams Officer(s), following the JCQ guidance.
Access to Scripts (ATS)
After the release of results, candidates may ask subject staff to request the return of written exam papers.
Centre staff may also request scripts for investigation or for teaching purposes. For the latter, the consent of candidates must be obtained.
An EAR cannot be applied for once an original script has been returned.
The cost of EARs will be paid by the centre.
Processing of requests for ATS will be the responsibility of Exams Officer(s).
Certificates
Candidates will receive their certificates
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by post to their home address
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posted (first class)
Certificates can be collected on behalf of a candidate by third parties, provided they have written authority from the candidate to do so and bring suitable identification with them that confirms who they are.
The centre retains certificates for 2 years.
A new certificate will not be issued by an awarding organisation. A transcript of results may be issued if a candidate agrees to pay the costs incurred.
Head of centre: S Damerall
Exams Officer: K Willacy
September 2022
The policy is next due for review in September 2023.
Appendix A
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General roles |
Access arrangements / special consideration roles |
Invigilator / invigilation / malpractice roles |
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Possible role options for inclusion in policy (select as many as required) |
Head of centre Vice principal Deputy head Heads of faculty Heads of subject Heads of department Heads of curriculum Head of key stage Senior leadership team Exams officer SENCO Subject teachers Governors Trustees Candidate Parent/carers
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SENCo ALS manager Doctor Pastoral teacher Educational psychologist Specialist teacher Exams officer Other (please specify) |
Exams officer Centre administration Support staff Senior leaders External staff Agency employees Head of centre Senior leadership team Senior Invigilator Invigilator Other (please specify) |
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