Exams Policy 2018
Meadow High School
This policy identifies the key processes and responsibilities, which will help the Examinations Officer to work effectively with colleagues in school and with the relevant awarding bodies. The purpose of the policy is to ensure the planning and management of exams is conducted efficiently and in the best interests of the candidates. It will also ensure an efficient exam system with clear guidelines for all relevant staff.
Head of Centre:
Mrs J Rigby (Head Teacher)
Mrs A Norris
Quality Nominee: (for Edexcel/Pearsons):
Mr M Rainsbury
Mr A Bunker (Head of Sixth Form)
Ms J Richards (Head of Year 8-11)
The Examinations Officer should take responsibility for exam entries, withdrawals, tier changes and any communication between him/herself and Senior Management, Faculty Heads and subject teachers.
In October each year, the Examinations Officer will consult each Faculty Head and obtain estimated entries. The Examinations Officer will then submit estimated entries to each exam board, where required and use this information to draw up a provisional exams timetable.
The Examinations Officer will award candidate numbers, unique candidate identifiers (UCI) and Unique Learning Numbers (ULN) to each pupil and make these available to subject teachers when required.
GENERAL: The Examinations Officer will be responsible for the organisation and conduct of all external exams and tests. Exams will normally be held in the summer (May / June) season unless a modular course requires exams in November, January or March.
AWARDING BODIES: Each Faculty Head will decide which awarding body and specification to use in their subject. They will inform the Examinations Officer of these details and relevant entry codes. The Examinations Officer will be responsible for registering with each awarding body.
ENTRIES: The Examinations Officer will formally request entries for examinations by the end of December each year. It is the responsibility of each Faculty Head to give accurate entry details to avoid costly late entries or amendments. The Examinations Officer will then take responsibility for informing pupils of their exam arrangements and preparing the Exams Timetable.
COURSEWORK/CONTROLLED ASSESSMENT: The completion of coursework will be the responsibility of each Faculty Head in liaison with subject teachers. They will ensure that all coursework is completed on time and in accordance with the rules and regulations set by the JCQ. They will then pass the work and completed documentation to the Examinations Officer who will then check it and despatch it and supply copies of documentation to the relevant teachers, and keep despatch records on file.
Marks of all internally assessed work, C forms and estimated grades are provided to the awarding body by the Faculty Head in liaison with the subject teacher.
Access Arrangements are when a pupil needs, for example, extra time, a reader or scribe, to be able to access and complete an examination.
The Assistant Head for the appropriate year group will be responsible for assessing the needs of each pupil, in liaison with Faculty Heads and Form Tutors and determining which access arrangements, if any, are required. This process must be started in November, as soon as the estimated entries have been submitted.
The Assistant Head will be responsible for collating evidence documentation and writing a “Picture of Need” for each pupil. The “Picture of Need” document will be on school headed paper, printed and signed by hand by the Assistant Head. The Picture of Need, and all supporting evidence, will be submitted to the Exams Officer by the Assistant Head by the end of January, and prior to the application being made, and well before the Access Arrangements Application deadline.
The Exams Officer will ensure a “Permission to Use Personal Data” form has been generated and signed by each candidate prior to any application.
The Exams Officer will be responsible for applying for access arrangements, using Access Arrangements Online. The deadline for applying for access arrangements is at the end of February each year.
A hard copy, signed and dated by the Assistant Head, of the “Picture of Need” document, all supporting evidence, the Access Arrangement Approval document and the “Permission to Use Data” document will be stored securely by the Examinations Officer and be available for inspection.
The Assistant Head will be responsible for familiarising themselves with and adhering to the “Adjustments for Candidates with Disabilities and Learning Difficulties” booklet issued by JCQ.
EMERGENCY POLICY & CONTINGENCY PLANNING:
The production of a Contingency and Risk Management process and an Exams Emergency Policy is the responsibility of the Examinations Officer in liaison with the Senior Leadership Team. Relevant staff should be aware of the processes that have been put into place.
RECEIPT AND STORAGE OF PAPERS:
Examination papers will be received by the school Reception staff who will then immediately inform the Examinations Officer of their arrival. The Reception staff will record the arrival of each consignment of papers on the appropriate form. The Examinations Officer will then check the papers in and store them in a locked safe in the Examinations Officer store room. The Examinations Officer will be the only person with access to the exam papers – however, a second key is available, to senior and / or designated staff only, via the Head Teacher’s PA.
EXAM VENUE / ROOM ORGANISATION:
All examinations will be held in the 6th Form assembly hall unless numbers are too large, in which case they will take place in the hall or another suitable room. The Examinations Officer is responsible for ensuring that the room is booked, set up with tables, chairs, whiteboard, pens, pencils and other necessary equipment and in accordance with the Joint Council for Qualifications (JCQ) regulations.
CONDUCT OF EXAMINATIONS / INVIGILATION:
All exams will be invigilated by Meadow High School Teaching Assistants who will be arranged through the HLTA/Team Leaders and Examinations Officer. They must not take any work into the exam room but give full attention to the conduct of the exam. For GCSEs, Functional Skills and Entry Level exams each invigilator needs to be familiar with the ‘Invigilation Guidelines’ booklet. Meadow High School keeps a list of Teaching Assistants who are experienced and trained to Invigilate exams. This list and the Invigilation Guidelines booklet are available for inspection.
Whenever possible, a senior member of staff will preside over the start of an exam, to support the behaviour and conduct of pupils and ensure that exam rules and procedures are relayed to the pupils, and a calm and silent exam room is maintained.
At the beginning of each exam the Invigilator or the Examinations Officer will write the start and finish time on the whiteboard.
At the end of each exam it is the responsibility of the Invigilator to collect in the exam papers and ensure they are handed to the Examinations Officer in the exam room. The Examinations Officer will then ensure the exam papers are correctly collated and prepared for despatch and keep them securely locked until they are despatched.
Invigilators must be familiar with the Emergency Evacuation Procedures and Contingency Procedures for Exams.
In the event of any difficulty arising, the Examinations Officer and/or Invigilation staff can use the Assistance Alarm to summon back-up from Senior Staff.
Any water bottles in the exam room must be free from labels. All mobile phones and electronic devices must not be brought into the exams room under any circumstances. School bags/ equipment must not be taken into the exam room. Pencil cases are not permitted unless they are of clear plastic. Stationery for the exam will be provided.
DESPATCH OF EXAM PAPERS:
The Examinations Officer will ensure that the exam papers are correctly and securely parcelled and despatched to examiners by the NAA sponsored Parcelforce system. Times for the collection of papers will be agreed between the Examinations Officer and Parcelforce.
The Examinations Officer is able to apply for special consideration after an exam in the event of illness on the part of the candidate or any other factor which adversely affects their performance. The Examinations Officer will decide on the best course of action but may require information from the form or subject teacher or Faculty Heads as evidence in support of the application.
GCSE, GCE and Functional Skills results will be processed by the Examinations Officer on the day before the advertised national release of results. They will be posted out first class on the day of issue. Parents/pupils will also be given the opportunity to have their results emailed on the results day nationally advertised.
The Examinations Officer will email the exam results to Faculty Heads, and copy SLT. This will be done as soon as possible after results are issued.
APPEALS AND QUERIES ABOUT RESULTS, RE-MARKS AND INTERNALLY MARKED ASSESSMENT ENQUIRIES
If a Faculty Head or subject teacher queries a result they should consider the possibility of a re-mark within one week of receiving the result. If a result is queried the Examinations Officer will investigate the feasibility of applying for a re-mark; the application must be submitted by 20th September.
If a parent/pupil requests a re-mark, which is not upheld by the relevant subject Faculty Head, then the cost must be paid by the parent. On receipt of such a request, the Examinations Officer will write to the parent/pupil advising them of the cost of a re-mark and request payment by cheque.
It is also possible to request the return of exam papers, either for the use of the candidate or for teachers to use to assist in teaching and learning. The candidate must give his / her informed consent for any of the above applications to proceed.
APPEALS ABOUT INTERNALLY MARKED EXAMS/COMPONENTS
Any queries or appeals against internally marked exams and/or components of exams should be made in writing to Mrs J Rigby – Head of Centre.
Complaints about any aspect of the administration of public examinations at Meadow High School should be made in writing to the Head of Centre, Mrs J Rigby.
Appeals or Complaints about exams will be acknowledged by return and will then be investigated and the findings shared within ten working days.
Any concerns about Malpractice of Examinations should be brought to the immediate attention of the Head of Centre, Mrs J Rigby.
Certificates will be copied upon receipt. Copies will be presented to pupils at an appropriate Assembly or at the school Achievement Evening. Unless the pupil has already left, original certificates will be kept secure in the students’ Progress files and eventually used to complete their Record of Achievement.
In accordance with the Data Protection Act 1998 and the General Data Protection Regulation (which supersedes the Data Protection Act from 25 May 2018), and the Meadow High School Data Protection Policy, The Examinations Officer will ensure the security of all personal data used whilst administering and processing all aspects of the Examinations cycle.
Last Review: February 2018
Approval by Governors: 12 March 2018
Next Review: February 2019