Spring into summer Training for new exams office

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Spring into summer Training for new exams office staff Qualifications and Curriculum Development Agency

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

Spring into summer Welcome and introduction

Spring into summer Welcome and introduction

QCDA – what we do QCDA is responsible for developing the curriculum, improving and

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

Induction programme Support for new exams office staff Induction Handbook Training events CSO support

Induction programme Support for new exams office staff Induction Handbook Training events CSO support Email updates www. qcda. gov. uk/induction

Developed by:

Developed by:

Today’s objectives To provide you with: Good practice advice and guidance allowing you to

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

Agenda - morning 09: 30 09: 40 10: 15 10: 30 11: 05 11:

Agenda - morning 09: 30 09: 40 10: 15 10: 30 11: 05 11: 25 12: 00 12: 40 12: 50 Arrival and refreshments Welcome and introduction Working in the exams office Exam year and exam cycle *Activity* Before exams *Activity* Break Before exams, cont. *Activity* Running exams – the expected *Activity* Running exams – the unexpected Lunch

Agenda - afternoon 13: 45 14: 55 15: 25 Exams – the unexpected, cont.

Agenda - afternoon 13: 45 14: 55 15: 25 Exams – the unexpected, cont. After exams Comfort break during activity After exams, cont. 15: 45 15: 55 16: 00 Review and evaluation What next? CLOSE *Activity*

Spring into summer Working in the exams office

Spring into summer Working in the exams office

Spring into summer Exam cycle and the academic year

Spring into summer Exam cycle and the academic year

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

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

Exam cycle During this time: Results Planning & Preparation Exam Day Entries Pre -

Exam cycle During this time: Results Planning & Preparation Exam Day Entries Pre - Exams 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

Exam cycle Results Planning & Preparation Exam Day Entries Pre - Exams During this

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

Exam cycle Results Planning & Preparation Exam Day Entries Pre - Exams During this

Exam cycle Results Planning & Preparation Exam Day Entries Pre - Exams 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 Results Planning & Preparation Exam Day Entries Pre - Exams During this

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

Exam cycle Results Planning & Preparation Exam Day Entries Pre - Exams During this

Exam cycle Results Planning & Preparation Exam Day Entries Pre - Exams 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

Spring into summer

Spring into summer Before exams

Spring into summer Before exams

Timetabling Create a centre timetable as soon as your entries are made; create it

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

Clashes What are they? Two or more exams being taken by a candidate which

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) Clashing exams can be moved

Clashes: Can they be moved…. . . to a different session? YES If the

Clashes: Can they be moved…. . . to a different session? YES 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 Subject to the maintenance of the security of the exam

Clashes: Can they be moved…. . . to a later day? YES If entered

Clashes: Can they be moved…. . . to a later day? YES 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

Clashes: Can they be moved…. . . to an earlier day? NO This would

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

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 Remember late entry fees (use the online key dates calendar and the exam fees estimator)

Awarding body transactions 1 of 2

Awarding body transactions 1 of 2

Awarding body transactions 2 of 2

Awarding body transactions 2 of 2

Awarding body transactions Receipt of materials What can I expect to receive? Question papers

Awarding body transactions Receipt of materials What can I expect to receive? Question papers Advance materials Attendance registers Examiner and moderator address labels Coursework/controlled assessment mark sheets Forecast grade forms Exam stationery Check Centre timetable Modified papers have arrived Stationery requirements Security issues Centre policy for receipt of materials

Awarding body transactions Receipt of materials This is a vital part of the preparation

Awarding body transactions 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

Awarding body transactions Question papers Ensure that question papers are placed into secure storage

Awarding body transactions 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

Awarding body transactions Advanced materials Subject-specific Liaise with subject heads Read instructions carefully and

Awarding body transactions 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

Awarding body transactions Coursework/controlled assessment Distribute mark sheets and instructions for completion to subject

Awarding body transactions 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

Awarding body transactions Estimated grade sheets Distribute forms to subject heads Check deadlines for

Awarding body transactions Estimated grade sheets Distribute forms to subject heads Check deadlines for return Return forms to awarding body Keep records

Signpost: before exams Entries Awarding body entry manuals QCDA good practice online Applying for

Signpost: before exams Entries Awarding body entry manuals QCDA good practice online Applying for access arrangements www. qcda. go. uk/aao Online tools http: //testsandexams. qcda. gov. uk/16392. aspx For all the above also see autumn presentations at: www. youtube. com/user/qcda

Signpost: before exams Controlled assessment JCQ guidance Today’s pack Unitised GCSEs JCQ guidance Today’s

Signpost: before exams Controlled assessment JCQ guidance Today’s pack Unitised GCSEs JCQ guidance Today’s Pack Coursework JCQ guidance Awarding body guidance

Activity Before exams – Entry Warning Reports

Activity Before exams – Entry Warning Reports

Spring into summer BREAK

Spring into summer BREAK

Activity Timetables and clashes

Activity Timetables and clashes

Activity solutions Before exams

Activity solutions Before exams

Spring into summer During exams – planned activities

Spring into summer During exams – planned activities

Activity During exams – planned activities

Activity During exams – planned activities

Exam days - essential planning Aims Offer advice and good practice for the efficient

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

Internal logistics Timetables Candidates Exam rooms Question papers Awarding bodies Invigilators Scripts Secure storage

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

Internal logistics Timetables Exam rooms Candidates Question papers Awarding bodies Invigilators Scripts Secure storage

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

Secure storage Ensure that your secure storage conforms to JCQ regulations (GR p. 10

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. )

Internal logistics Timetables Exam rooms Candidates Question papers Awarding bodies Invigilators Scripts Secure storage

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

Internal logistics Things to do : Prepare the exam room including: chairs/desks, notices/regulations, seating

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

Internal logistics Timetables Exam rooms Candidates Question papers Awarding bodies Invigilators Scripts Secure storage

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

Candidates Never forget that these are your MAIN stakeholders Prepare general and individual timetables

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

Clashes Involve but do not rely on students when compiling a clash and resolution

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

Access arrangements Work closely with the SENCO regarding candidate numbers, names and the individual

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

Internal logistics Timetables Exam rooms Candidates Question papers Awarding bodies Invigilators Scripts Secure storage

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

Invigilation “Invigilators have a key role in upholding the integrity of the exam process.

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)

Invigilation, cont. Ensure that all invigilators know when they are required and that they

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.

Invigilation, cont. Remember to play particular attention to exams that have sole invigilation, including

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

Resources JCQ ICE book and pink book JCQ General Regulations and Malpractice book QCDA

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

Summary hints and tips Do not try to do everything yourself. Trust people to

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

Spring into summer During exams – unplanned activities

Spring into summer During exams – unplanned activities

Spring into summer JCQ inspection

Spring into summer JCQ inspection

JCQ inspection Introduction Centre Inspection service covers: All general qualifications: GCE, GCSE, ELC Principal

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

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

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 Arrangements for receipt of all confidential materials √

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

JCQ inspection Other Issues Suitability of examination accommodation Arrangement of exam room Invigilation and

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

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

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

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

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

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

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

Morning review

Spring into summer LUNCH

Spring into summer LUNCH

Activity Sitting an exam

Activity Sitting an exam

Signpost: before exams Script carriage process explained Today’s pack Speak to your CSO

Signpost: before exams Script carriage process explained Today’s pack Speak to your CSO

Activity During exams – unplanned activities

Activity During exams – unplanned activities

Spring into summer Irregularities

Spring into summer Irregularities

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

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

Candidates arriving late Who decides? The centre decides: Whether the candidate takes the exam

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

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

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

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

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

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

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/M 1

What types of malpractice can occur? Five most common types of malpractice – GCSE

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/M 1

What are the penalties? Warning Loss of marks A section A component A unit

What are the penalties? Warning Loss of marks A section A component A unit Disqualification A unit 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

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’

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/M 1 form Usual penalty = disqualification

What about coursework or controlled assessment? Declaration of authentication For work to be accepted

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

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 Deadlines Very late arrivals – seven days Irregularities/malpractice – asap

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

Spring into summer Special consideration

Spring into summer Special consideration

What is special consideration? Definition: Post – examination adjustments to reflect temporary illness, injury

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

Special consideration Candidates present but disadvantaged Normally given by applying an allowance of marks

Special consideration 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

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

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

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

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

Special consideration Evidence to support applications Applications where a candidate sat an exam but

Special consideration 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

Special consideration Minimum requirements for GCSE exams Percentage Minimum Requirement 35 For GCSE examinations

Special consideration 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

Special consideration Minimum requirements for GCE exams Percentage Minimum Requirement Normally 50 AS three

Special consideration 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 A 2 unit

Special consideration When are candidates not eligible? Page 58 of the ‘pink booklet’ provides

Special 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 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

Special consideration Making applications Use Form 10 – JCQ/SC plus appropriate evidence Where forms

Special consideration 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

Special consideration Lost and damaged coursework/controlled assessment The awarding bodies will need to know

Special consideration 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

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

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 your estimated grade”

Special consideration: hints and tips Ensure Senior Leadership Team is aware of their responsibilities

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

Spring into summer After exams

Spring into summer Results activity

Spring into summer Results activity

Spring into summer: results activity What’s in the packet? Broadsheet of results Candidate statement

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

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

Spring into summer Results

Process of despatching results (1) Processing (7) Centres receive results (2) The Post Office

Process of despatching results (1) Processing (7) Centres receive results (2) The Post Office visits the Awarding body (6) Results missing? (3) Results missing? (4) Results are taken to national depots then sorted into postcodes to be taken to local depots (5) Results arrive in local depots

GCE results dates for summer 2010 WHAT? WHEN? WHO? Download results via EDI and

GCE results dates for summer 2010 WHAT? WHEN? WHO? Download results via EDI and awarding body extranets for GCE, Principal Learning (L 3) and Extended Projects Wednesday 18 th 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 (L 3) and Extended Projects Thursday 19 th 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

GCSE It’s a bit different this year! WHAT? WHEN? WHO? Download results via EDI and awarding body extranets for GCSE, Principal Learning (L 1 & 2), Functional Skills and Projects MONDAY 23 rd 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 (L 1 & 2), Functional Skills and Projects TUESDAY 24 th August 2010 Not to be released until 06: 00 hours All candidates Educational institutions Local authorities Hard copy results from awarding THURSDAY 26 th bodies s are delivered to centres August 2010 for GCSE, Principal Learning (L 1 & 2), Functional Skills and Projects All candidates

Getting ready for GCE 1 Will you be producing composite results from all awarding

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?

Getting ready for GCE 2 Are you making arrangements to pick up the results

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 6 th 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

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? 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 results day depends on the level of the components being studied Missing component

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

Signpost: results day Problems with EDI or internal systems: Software provider websites or helpdesks UCAS www. ucas. com Missing results Awarding body helpdesks or extranets Post results services Awarding body websites www. jcq. org. uk Awarding body extranet sites to make requests

Spring into summer What next?

Spring into summer What next?

What next? Review and evaluate – important because: Identify good practice Identify areas for

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

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: www. qcda. gov. uk/erg

What next? Exam review generator: www. qcda. gov. uk/erg

What next? Additional support QCDA Centre Support Officer Actions for autumn Awarding bodies JCQ

What next? Additional support QCDA 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

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

Spring into summer Evaluation forms Presenters and facilitators

Spring into summer Evaluation forms Presenters and facilitators

Spring into summer Training for new exams office staff Qualifications and Curriculum Development Agency

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