Exams Emergency Procedures

 

Meadow High School

Exams Department

Emergency Procedures

 

in the event of a

 

  • Fire Alarm

  • Intruder Alarm

  • Medical Emergency

  • Pupil Needing Positive Behaviour Support



MEADOW HIGH SCHOOL

PROCEDURE GOVERNING EVACUATION OF EXAMINATION ROOM(S) FOLLOWING A FIRE ALARM

On hearing the FIRE ALARM the following procedures should be followed:

 

  1. The Invigilator will instruct the candidates to stop writing, and put down their pens.  The Invigilator will note the time the exam has stopped, collect the Exams Attendance Register and the Exam Room File.    NB: (The Invigilator should also note the total amount of time the exam is stopped).

 

  1. The Invigilator will ask Candidates and Assistant Invigilators to vacate the building immediately via the nearest fire exit, leaving question papers, answer books etc., on their exam desks.   The Invigilator and Assistant Invigilators should escort the Candidates to the Exams Fire Assembly Point (see overleaf).  Candidates should be closely supervised by Exams Invigilation Staff at all times. They should not communicate with other candidates or discuss the exam and, if possible, examination conditions should be maintained.  Candidates and Exams Staff should wait at the Fire Assembly Point (see overleaf) but stand away from all other teachers and students.  Exam Staff will stay with the evacuated candidates until such time as the exam is terminated or the instruction to return to the exams room is given.

 

  1. The Invigilator should ensure that all Candidates and Invigilation staff on the Exams Attendance Register have been accounted for.

 

  1. The Exams Officer, on hearing the Fire Alarm, will collect the Emergency Exams Procedure File, vacate the building by the nearest Fire Exit and proceed to the Exams Fire Assembly Point.   The Exams Officer will remain with the Candidates and Invigilation Staff.

 

  1. Once outside the building the Examinations Officer will ensure that the Exam Board is informed of the situation.  Telephone Numbers for Exams Boards will be in the Exams Emergency File and the Exam Room File.

 

  1. The Examinations Officer will be informed by the Exam Board if the examination session will continue or be terminated.  The cancellation of an examination should be authorised only by the Examinations Officer in consultation with the Exam Board and Senior Management.

 

  1. If an examination session has to be terminated, the candidates should be told that they will be notified in due course about the assessment arrangements for the relevant papers.

 

  1. If the examination session is to continue, the Invigilator should allow the candidates the full amount of time for the exam.

 

Follow-up Procedures after an Exam evacuation has taken place:

 

Re-entry to the building will only be allowed after the building has been declared safe by the fire brigade and on the authority of the Head Teacher or his designated deputy for this purpose.

 

  1. If an examination has been allowed to re-commence:

The candidates will return to the original exam room and be allowed to complete the examination.  The Examinations Officer will write to the appropriate Exam Boards informing them of the circumstances under which the paper was sat.
 

  1. If an examination has to be terminated:

The Examinations Officer will inform the appropriate Heads of Department of the circumstances.  Each department will decide on the most suitable arrangements for assessing the examination affected and the Head of Department will inform the Examinations Officer accordingly.  The Examinations Officer will write to the students involved informing them of these arrangements that will be made to complete the assessments required in consultation with the Exam Board.

 

Examination Room Evacuation Location Assembly Point: 

 

[OUTSIDE the Tennis Courts on the field side – candidates, invigilators and the Exams Officer should stand at the Exams Evacuation Meeting Point Notice. 

 

Candidates, Invigilators and the Exams Officer should be away from other pupils and staff but visible to FIRE WARDENS.  [Exams staff and the Exams Officer should stay with and supervise Exam Candidates]. 

 


MEADOW HIGH SCHOOL

 

PROCEDURE GOVERNING EXAMINATION ROOM(S)
FOLLOWING AN INTRUDER ALARM

 

On hearing the intruder alarm during an exam, the following procedures should be followed:

 

  1. The Invigilator should ask the candidates to stop writing and note the time the exam was stopped.

 

  1. The exam papers, pens etc should be left on the exam desks.

 

  1. The doors to the exam room should be locked and/or barricaded and any blinds drawn down and lights switched off.

 

  1. Everyone in the room should try and hide out of sight of windows.

 

  1. The Invigilator should ask the pupils to remain silent and maintain exam conditions as far as possible.

 

  1. Wait for instructions from the Police or SMT that it is safe to leave the building,(or it is safe to resume the exam) and follow their instructions.

 

  1. As soon as possible(or is safe to do so) the Exams Officer should call the Exam Board to let them know the full situation, that an exam has been interrupted by an intruder alarm, and liaise with them to take further instruction as to whether the exam can be continued or must be terminated.

 

  1. If the exam is able to resume, the Invigilator should allow the candidates maximum time permitted.  The Exams Officer will write up a full report as to why the exam was interrupted, and consider whether special considerations should be applied for.

 

  1. The Exams Officer, in conjunction with the exam board and SMT, will inform candidates in writing how the assessment will be repeated.

 


MEADOW HIGH SCHOOL

PROCEDURE GOVERNING EXAMINATION ROOM(S)
FOLLOWING A MEDICAL EMERGENCY OR
PUPIL BEHAVIOUR NEEDING POSITIVE SUPPORT

 

If a pupil becomes unwell during an exam, or becomes distressed and positive behaviour management is required, the following procedures should be followed:

 

The Invigilator should use the Assistance Alarm to summon help from Assistance Staff outside of the exam.  This will summon senior staff and/or trained first aiders to the exam room in the shorted possible time.

 

The Invigilator should ask the pupils to stop writing and put down their pens.  The Invigilator should note the time the exam stopped.  The Invigilator should ensure all candidates remain seated in silence and maintain exam conditions until the situation can be assessed by a member of the Senior Management Team and/or the Exams Officer.

 

The Invigilator or Assistant Invigilator should meet the Assistance Staff and identify the unwell candidate, briefly explaining the presenting situation. 

 

The Invigilator should allow the Assistance Staff to assess the situation and deal appropriately with the unwell/distressed pupil.  The Invigilator should concentrate on supervising the remaining exam candidates.

 

The Invigilator should ask one of the Assistance Staff to phone the Exams Officer (ext 236) or via Reception (ext 201, 202, 203) to ask them to attend the exams room urgently.

 

If possible, the unwell Candidate should be moved to another room (Common Room Salon or Andy Bunker’s Office or the Medical Room as appropriate) and receive further treatment from there, so the exam can continue as soon as is safely possible.

 

If the Unwell Candidate is able to be moved to another room

The invigilator should re-start the exam. The Invigilator should ensure that remaining candidates get the full amount of time to complete the exam.

 

If the Unwell Candidate is unconscious and/or not able to be safely moved

The Exams Officer in consultation with the Senior Management Team and the Admin Office, will endeavour to find another suitable room to move the Exam to.

 

The Exams Officer and Invigilators will supervise the candidates as they move exam rooms, and exams conditions must be maintained at all times during the move.   Once the candidates and invigilators are suitably relocated, the exam will be restarted by the Invigilator and the full amount of time allowed to complete the exam.

 

In the event that any exam is interrupted, The Exams Officer will phone the Exams Board to inform them of the interruption and explain the circumstances.  The Exams Officer should take instruction from the Exams Board. The Exams Board may require a written report. It may also be appropriate to apply for Special Considerations.

 

In the event of a Candidate presenting with behaviour that needs Positive Intervention, the pupil should be removed from the main exam room as soon as possible, so as to cause minimal disruption to the other candidates.   The Exams Officer in conjunction with the Senior Management Team should consider whether it is appropriate for the removed pupil to continue the exam and, if so, returned to the main exam room and given extra time.  Alternatively, it should be considered whether the removed pupil should be placed in a separate room and continue the exam under separate invigilation.    It may be necessary for the Exams Officer t¦o make a written report to the Exam Board and/or apply for special considerations.