Examiniation

Parklands High School

Examinations Policy

LEARN RESPECT ASPIRE ACHIEVE

1 Parklands High School: Policy for Examinations

PARKLANDS HIGH SCHOOL – AN ACADEMY (COMPANY NUMBER 8151601)

Examinations Policy

Section Page(s) Contents

1 1 Rationale

2 1 – 2 Examination Responsibilities

3 4 Statutory Tests and Qualifications Offered

4 4 Examination Seasons and Timetables

5 4 Entries, Entry Details and Late Entries

6 5 Examination Fees

7 5 The Disability Discrimination Act, Special Needs and Access Arrangements

8 5 Estimated Grades

9 5 – 6 Managing Invigilators and Days of Examinations

10 6 – 7 Conduct of Candidates, Clashes and Special Considerations

11 7 Coursework, Controlled Assessments and Appeals against Internal

Assessments

12 7 Results, Enquiries about results and access to scripts

13 8 Certification

October 2012


PARKLANDS HIGH SCHOOL

POLICY FOR EXAMINATIONS

1 RATIONALE

1.1 The purpose of this Policy for Examinations is

• to ensure the planning and management of examinations is conducted efficiently and in the best

interests of candidates

• to ensure the operation of an efficient exam system with clear guidelines for relevant staff

1.2 It is the responsibility of everyone involved in the centre’s examination processes to read,

understand and implement this policy.

1.3 The examination policy will be reviewed every two years.

1.4 This examination policy will be reviewed by the Deputy Headteacher and the Examinations Officer.

2 EXAMINATION RESPONSIBILITIES

2.1 Head of Centre

• Overall responsibility for the school as an examination centre

• Advises on appeals and re-marks

• Responsible for reporting all suspicious or actual incidents of malpractice, referring to JCQ

documentation

2.2 Deputy Head of Centre

• Line manager for Examinations Officer

• SLT link for examinations matters

• Oversight of Curriculum Leaders in their duties related to presence in the examination hall.

• Communication and analysis of examination results to stakeholders

2.3 Examination Officer

• Advises SLT, Curriculum Leaders and other colleagues on all examination matters and

procedures related to the administration of both internal and external examinations.

• Oversees the production and distribution of examination materials, communicating this to all

relevant colleagues.

• Organises logistical issues related to examinations within school eg supervision, seating,

organisation of examination room and related resources

• Communicates examination timetables and other relevant information to candidates and their

parents.

• Consults with teaching staff to ensure that the necessary elements of a course are completed

on time and in accordance with JCQ guidelines eg coursework, modular examinations

• Provides and confirms detailed data on estimated entries

• Receives, checks and stores securely all examination papers and completed scripts

• Makes arrangements for examination invigilators, and manages their work.

• Administers access arrangements and makes applications for special considerations using the

“JCQ Access Arrangements and Special Considerations regulations”

• Identifies and manages examination timetable clashes

• Accounts for income and expenditure relating to all examination costs

• Line manages the senior examination invigilator

• Organises the recruitment, training and monitoring of a team of examination invigilators.


• Ensures that examination invigilators act appropriately with candidates, and supervises the

conduct of candidates appropriately.

• Ensures that examination invigilators are trained appropriately.

• Submits coursework grades

• Tracks despatch and stores returned coursework and other material required by the

appropriate awarding bodies correctly and on schedule.

• Arranges for dissemination of examination results and certificates to candidates, and forwards –

in consultation with SLT – any appeals and re-mark requests.

• Maintains systems and processes to support the timely entry of candidates for their

examinations.

2.4 Curriculum Leaders

• Accurate completion of subject administration for examinations

• Timely completion of administration, to examination board requirements

• Accurate completion of entry and other mark sheets, including advising examination officer on

tiers of entry

• Presence at the start of subject examinations to reassure and advise candidates prior to the

examination, and to provide key messages

• Should provide relevant resources to candidates prior to examinations, eg calculators, technical

materials

• Advise SLT and Examination Officer of changes to specification and qualifications and of any

new additional qualifications

2.5 Subject teachers

• Submission of relevant information to Curriculum Leader

• Notification of access arrangements, as soon as possible after the start of the course

2.6 SENCO

• Administration and oversight of access arrangements

• Identification and testing of candidates; requirements for access arrangements

• Provision of addition support as applicable

2.7 Lead Invigilator

• Collection of examination papers and other materials from the examination office prior to an

examination

• Manage the examination in the absence of the Examinations Officer, working in co-operation

with members of SLT and Curriculum Leaders.

• Collection of all examination papers in the correct order at the end of the examination, and

return to the exams office.

• Reporting of any concerns to the examination officer, so that action can be taken.

2.8 Candidates

• Confirmation and signing of entries

• Understanding coursework regulations and signing declaration to authenticate coursework

• Understanding examination room regulations and adhering to them.

• Ensuring presence at the correct time for examinations

• Inform the centre where circumstances prevent attendance at an examination

• Supply a doctor’s note in the event of sickness preventing attendance at an examination

• Bring appropriate equipment to examinations


3. STATUTORY TESTS AND QUALIFICATIONS OFFERED

3.1 Statutory tests and qualifications offered at this centre are decided by the Head of Centre and SLT.

3.2 Curriculum Leaders will inform the examinations officer and SLT by the end of the first half term in

the academic calendar, where a change to the centre’s published examination course has been

made. Any subsequent changes must be agreed with the Head of Centre.

3.3 Curriculum Leaders must not disapply a candidate from a course without consultation with the

Deputy Head of Centre in their role as Examinations Line Manager.

3.4 Where a candidate or their parents wishes to enter a candidate for additional qualifications, this is

at the discretion of the Head of Centre. In this instance, parents may incur a cost of entering the

candidate. Parents will be informed of the cost in writing, and this will be payable prior to the

submission of the candidate’s entry.

3.5 Where a candidate fails to attend an examination (without good reason), parents will be invoiced

for the amount paid by the centre for the candidate’s entry. The Examination Officer will consult

with the Deputy Head, and letters will be sent by the Finance Department where it is judged

necessary.

4. EXAMINATION SEASONS AND TIMETABLES

4.1 Examinations are not scheduled for Key Stage 3 classes. These are conducted internally, within

curriculum areas.

4.2 Internal examinations are conducted for Year 10 at the conclusion of the Year 11 examinations in

the summer. Internal examinations for Year 11 are conducted in December. There are in addition a

number of modular examinations that are conducted throughout the year. All internal

examinations will be conducted under examination conditions.

4.3 The external examination period is primarily in the summer term, from mid May until the end of

June.

4.4 Once information has been received from Curriculum Leaders, all candidates will receive timetables

for internal and external examinations. These will be co-ordinated and created by the examination

officer.

5. ENTRIES, ENTRY DETAILS AND LATE ENTRIES

5.1 Candidates are selected for their examination entries by the Curriculum Leaders and subject

teachers.

5.2 Candidates and parents/carers can request a subject entry, change of level or withdrawal. This is at

the discretion of the Curriculum Leader, in consultation with the Examinations Officer. [ except in

the case of withdrawal, which is at the discretion of the Deputy Headteacher ]

5.3 The centre does not accept entries from external candidates.

5.4 Entry deadlines are circulated to Curriculum Leaders via email and memo. Curriculum Leaders must

ensure that deadlines are met, and that any tier changes are completed as early as possible.

5.5 Late entries and amendments to tiers are authorised by Curriculum Leaders and the Examinations

Officer. These should be as a last resort, and will be carefully monitored. It may be that Curriculum

areas are charged for late entries if numbers are excessive or insufficiently monitored.


6. EXAMINATION FEES

6.1 The centre will pay all normal examination fees on behalf of candidates.

6.2 Late entry or amendment fees will also be paid by the centre.

6.3 Within reason, candidates and curriculum areas are not charged for changes to tier, withdrawals

made by the proper procedures or alterations arising from administrative processes. This is

provided that these are made within the time allowed by the awarding bodies.

6.4 Where a department makes excessive changes, these can be extremely costly to the centre.

Excessive changes will be judged by SLT, and discussed with the relevant Curriculum Leader. This

may result at a later stage with departments being charged for changes.

7. THE DISABILITY DISCRIMINATION ACT, SPECIAL NEEDS AND ACCESS

ARRANGEMENTS

7.1 The Disability Discrimination Act 2005 extends the application of the DDA to general qualifications.

All exam centre staff must ensure that the access arrangements and special consideration

regulations and guidance are consistent with the law. The Examinations Officer will ensure that

these regulations are adhered to.

7.2 A candidate’s special needs requirements are determined by the SENCO. The SENCO will inform

Curriculum Leaders and subject teachers of candidates with special educational needs who are

embarking on a course leading to an examination. The SENCO will also inform the Examinations

Officer of this. Details will be provided of any special arrangements that individual candidates can

be granted during the course and in the examination.

7.3 Submitting completed access arrangement applications to the awarding bodies is the responsibility

of the SENCO, who will also make arrangements for Teaching Assistants to assist with examination

arrangements.

7.4 Invigilation and support for access arrangement candidates will be organised by the SENCO with the

Examinations Officer.

8. ESTIMATED GRADES

8.1 Curriculum Leaders will submit estimated grades to the Examinations Officer, when requested by

the Examinations Officer.

8.2 The Examinations Officer will supply the Deputy Headteacher with copies of estimated grades

across all subjects for each student.

8.3 Estimated grades are for the purposes of the examination board, and to supply an accurate

estimate of performance. They should not be confused with aspirational target grades for the

school’s assessment system.

9. MANAGING INVIGILATORS AND DAYS OF EXAMINATIONS

9.1 External invigilators will be used for all external examinations.

9.2 The recruitment and timetabling of invigilators is the responsibility of the Examinations Officer.

9.3 All external invigilators must be cleared by securing Criminal Records Bureau (CRB) clearance. This

is the responsibility of the Examinations Officer, in consultation with the School Business Manager.

9.4 CRB fees for securing such clearance are paid by the centre.

9.5 External invigilators will be briefed by the Examinations Officer prior to each examinations.


9.6 New external invigilators will receive training prior to taking up their position. This will be delivered

by the Examinations Officer.

9.7 All invigilators should receive an initial briefing prior to any extended period of examinations,

setting out school’s expectations. This will be delivered by the Examinations Officer.

9.8 Invigilators’ rates of pay are set by the centre.

9.9 It is the responsibility of the Examinations Officer to make arrangements for the use of all rooms

that are required for examinations, in liaison with SLT and other colleagues.

9.10 The Examinations Officer will co-ordinate question papers, examination stationery and other

materials as required by the invigilator. Appropriate signage will also be provided.

9.11 The setting up of large examination rooms is the responsibility of site supervisors.

9.12 The Examinations Officer will start all examinations in accordance with JCQ guidelines. This may be

delegated to the Lead Invigilator if necessary.

9.13 Curriculum Leaders should ensure that cover arrangements have been made so that they are

present at the start of all examinations for their curriculum area(s). Curriculum Leaders may

provide general guidance at the start of the examination, prior to examination papers being opened

by examination staff. All teaching staff should ensure that their conduct in the examination room

complies with JCQ guidelines.

9.14 Examination papers must not be read by subject teachers, or removed from the examination room,

until one hour after the published start time of the examination.

9.15 In the event of the fire alarm sounding, candidates will be escorted from the examination room by

all members of staff and taken to the designated fire assembly point on the top play court. If the

examination is an external examination, the relevant awarding body will be contacted in line with

their standard procedures in such events. Candidates will be escorted back into the exam room to

continue their examination. The Examinations Officer is responsible for checking the seating plan

and that all candidates have exited the exam room.

10. CONDUCT OF CANDIDATES, CLASHES AND SPECIAL CONSIDERATIONS

10.1 Candidates will be briefed on acceptable conduct in examinations by the Deputy Head of Centre,

prior to significant examination periods.

10.2 The centre will issue clear guidelines to candidates on acceptable dress, behaviour and the use of

mobile phone and other electronic devices. These will apply at all times from entry into the

examination rooms.

10.3 Candidates’ personal belongings remain their own responsibility and the centre accepts no liability

for their loss or damage.

10.4 Any incident of disruptive behaviour by candidates will be dealt with by SLT in both internal and

external qualifications, and in accordance also with JCQ guidelines for external examinations.

10.5 Candidates may leave the examination room for a genuine purpose requiring an immediate return

to the examination room. They will always be supervised by a member of staff when not in the

examination room.

10.6 The Examinations Officer will attempt to contact any candidate who is not present at the start of an

examination, and deal with them in accordance with JCQ guidelines.

10.7 Where clash candidates are identified, the Examinations Officer will be responsible for making

suitable arrangements in accordance with JCQ guidelines.

10.8 Circumstances may occur whereby a candidate can be taken ill before an examination, suffer

bereavement or other trauma, be taken ill in the examination itself or otherwise disadvantaged or

disturbed during an examination. In such circumstances, it is the candidate’s responsibility to alert

the centre of the particular circumstances. If the circumstances arise during an examination, the

candidate should raise their hand to alert an invigilator.


10.9 The candidate must support any special consideration claim with appropriate evidence within three

days of the examination, for example a letter from the candidate’s doctor. The candidate may

contact the Examinations Officer to ascertain the correct documentation required.

10.10 It is the responsibility of the Examinations Officer to forward a completed special consideration

form to the relevant awarding body, in accordance with their guidelines.

11. COURSEWORK, CONTROLLED ASSESSMENTS AND APPEALS AGAINST INTERNAL

ASSESSMENTS

11.1 For the purposes of this section, coursework also applies to evidence portfolios as required by

vocational qualifications.

11.2 Candidates who have to prepare coursework should do so by the end of the course, or in

accordance with the requirements of the course. Requirements will be laid out by Curriculum

Leaders and subject teachers.

11.3 Curriculum Leaders will ensure that all coursework is ready for despatch at the correct time. The

Examinations Officer will keep despatch records.

11.4 Marks for all internally assessed work, along with estimated grades, must be provided to the

Examination Officer at the correct times. This is the responsibility of Curriculum Leaders.

11.5 Controlled assessments are co-ordinated by Curriculum Leaders, with subject teachers supervising

candidates during controlled assessments in the classroom. Procedures for the management of

controlled assessment are the responsibility of the Curriculum Leader.

11.6 Where a candidate is absent for a controlled assessment, the school will implement an opportunity

to catch up this assessment in a supervised period after school. It is the responsibility of the

candidate to ensure that they catch up this assessment as appropriate, to ensure that they achieve

the final qualification.

11.7 Incidences of disruptive behaviour during controlled assessments should in the first instance be

dealt with by the Curriculum Leader. Where appropriate, this may also be dealt with by SLT.

11.8 Candidates may appeal against internal assessments, where they feel they have been unfairly

treated in assessment procedures. Appeals should be made in writing to the Head of Centre before

1st

June in the year of the candidate’s final examination. Where this happens, the Curriculum

Leader may be informed and may investigate the matter. The Curriculum Leader should inform the

Head of Centre of the appeal and the outcome. The Head of Centre will communicate their findings

in writing to the candidate, the Examinations Officer and the awarding body for inspection.

12. RESULTS, ENQUIRES ABOUT RESULTS AND ACCESS TO SCRIPTS

12.1 Candidates will receive individual results slips on results day, either in person at the centre or by

post to their home addresses where this is requested in advance. In this instance, candidates

should provide stamped self-addressed envelopes.

12.2 Arrangements for the school to be open on results day are made by the Examinations Officer.

12.3 The provision of staff on results day is the responsibility of the Head of Centre, and managed by the

Examinations Officer.

12.4 Curriculum Leaders may request an enquiry about a result, leading to a request for a re-mark.

12.5 If a candidate requests a re-mark against the advice of the subject staff, the candidate will be

charged for the cost of the re-mark. This cost is set by the examinations board.

12.6 After the release of results, candidates may ask subject staff to request the return of papers within

three days’ scrutiny of the results. Centre staff may also request scripts for investigation or for

teaching purposes. For the latter, the consent of candidates must be obtained.

12.7 GCSE re-marks cannot be applied once a script has been returned.


13. CERTIFICATION

13.1 Certificates are presented in person at a specific Presentation Evening, usually held in November.

13.2 Certificates may be collected on behalf of a candidate by a third party, provided they have been

authorised to do so.

13.3 Replacement statements of results are available from school at zero cost. Replacement certificates

are only available in extreme circumstances (house fire or flood) from the examination board at a

fee.

13.4 The centre will retain certificates for one year.

Headteacher......................................................................................................................

Date.......................................

Governor.............................................................................................................................

Date.........................................

To be reviewed on a 2 year cycle from date of signing

Documents

Examiniation