Our Lady and St. Patrick’s College, Knock is a successful diocesan co-educational Grammar school with an enrolment of 1260.
Our aim within the College is to develop the whole person as a follower of Christ and to enable our students to realise their academic potential to the full.
Performance in public examinations is an important means of measuring our success and it is vital therefore, that all exams run smoothly and in a manner which allows our students to achieve the best possible results.
The purpose of this exam policy is:
· to ensure that the planning and management of exams is conducted efficiently and in the best interest of candidates
· to ensure the operation of an efficient exam 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.
This exam policy will be reviewed annually.
This exam policy will be reviewed by the Head of Centre, CMT, Heads of Departments, SENCO and the Examinations Officer.
Contents
- Exam responsibilities.
- The statutory tests and qualifications offered.
- Exam seasons and responsibilities.
- Entries, entry details, late entries and re-takes
- Exam fees
- The Special Educational Needs and Disabilities Order, special needs and access arrangements.
- Estimated grades.
- Managing invigilators and exam days.
- Candidates, clash candidates and special consideration.
- Coursework/ controlled assessment and appeals against internal assessments.
- Results, enquiries about results (EARS) and access to scripts (ATS)
- Certificates
1. Exam responsibilities
Head of Centre
Has overall responsibility for the College as an exam centre:
· the Head of Centre is responsible for reporting all suspicions or actual incidents of malpractice. Refer to the JCQ document Suspected malpractice in examinations and assessments.
Examinations Officer
Manages the administration of public exams and analysis of exam results:
· Advises the CMT, Heads of Departments, subject teachers and other relevant support staff on annual exam timetables and application procedures as set by the various exam boards.
· Oversees the production and distribution to 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.
· Ensures that candidates are informed of those aspects of the exam time-table that will affect them.
· Consults with teaching staff to ensure that necessary coursework/controlled assessment is completed on time and in accordance with JCQ guidelines.
· Provides and confirms detailed data on estimated entries.
· Receives checks and stores securely all exam papers and completed scripts.
· Administers access arrangements and makes applications for special consideration using the JCQ Access arrangements and special considerations regulations and Guidance relating to candidates who are eligible for adjustments in examinations.
· Identifies and manages exam timetable clashes.
· Accounts for income and outgoings relating to all exam costs/charges.
· Works with the Examination Assistant to organise the recruitment, training and monitoring of a team of exams invigilators responsible for the conduct of exams.
· Assists with the preparing of reports for the CMT showing results achieved in relation to expected grades and comparable data for previous years.
· Submits candidates’ coursework marks, tracks despatch of coursework and any other material required by the appropriate awarding bodies correctly and on schedule.
· Arranges for dissemination of exam results and certificates to candidates and forwards any appeals/re-mark requests.
. Ensures that all unclaimed certificates are returned to the relevant exam board.
· Maintains systems and processes to support the timely entry of candidates for their exams.
· Provides guidance and pastoral oversight of candidates who are unsure about exam entries or amendments to entries.
. Deals with any queries raised by parents or guardians with respect to external examination issues.
Examinations Assistant
· Works with the Examinations Officer to ensure that candidates are informed of those aspects of the exam timetable that will affect them.
· Works with the Examinations Officer to ensure that all exam materials are checked and stored securely.
· Works with the Examinations Officer to resolve clashes and inform students of any resulting timetable variations.
. Accounts for income and outgoings relating to all exam costs/charges.
· Works with the Examinations Officer to organise the recruitment, training and monitoring of a team of exams invigilators responsible for the conduct of exams.
· Works with the Examinations Officer to arrange for dissemination of exam results and certificates to candidates.
. Oversees the administration of Enquiry about Results.
. Work with the Examinations Officer to maintain systems and processes which will support the timely entry of candidates for their exams.
. Works with the Examinations Officer to ensure all unclaimed certificates are returned to the relevant exam board.
· Provides support for the input of entry data.
. Produces seating plans for examinations.
. Deputises for the Examinations Officer in event of absence.
Head of Department
· Provides guidance and curriculum advice to subject teachers and candidates who are unsure about exam entries or amendments to entries.
· Provides guidance for candidates on enquiries about results.
. Ensures that coursework/ controlled assessment in their subject is completed in line with JCQ regulations and the College Coursework Policy. (Refer to section 10 Coursework and appeals against internal assessments)
· Oversee the accurate completion of coursework/ controlled assessment mark sheets and declaration sheets in adherence with deadlines set by the Examinations Officer.
. Oversee the accurate completion of entry and all other mark sheets in adherence with deadlines set by the Examinations Officer.
. Inform the Examinations Officer, V.P. Curriculum and relevant Head of School, if a candidate withdraws from their subject.
. Provides all advance examination materials required in their subject, including that for candidates completing re-sits, in adherence with deadlines set by the Examinations Officer.
. Makes candidates aware of their responsibility to provide any advance materials required in their subject should they decide to re-sit.
. Provides a list of those Year 12 students intending to re-sit GCSE exams in their subject in adherence to deadlines set by the Examinations Officer.
. Inform the Examinations Officer and VP Curriculum if they intend to change the specification used in their subject. This must be done in the September of that academic year.
. Be available in the College at the start of each exam in their subject. They are permitted to assist with general queries about the exam in question but must not advise on which questions are to be attempted.
. Oversee the submission of estimated grades in their subject in accordance with deadlines set by the Examinations Officer.
Head of Careers
· Provides guidance and careers information for candidates particularly with regard to their decision about cashing in AS level subjects.
Teachers
· Accurate completion of entry and all other mark sheets in adherence with deadlines set by the Examinations Officer.
. Report any amendments to the entry details of their class to the relevant Head of Department. This includes requests to withdraw or change a tier of entry.
. Provide guidance and curriculum advice to candidates who are unsure about exam entries or amendments to entries.
. Act on information provided by SENCO regarding the support of those candidates with special requirements in exams.
. Ensure that coursework/ controlled assessment is completed in line with JCQ regulations and the College Coursework Policy. (Refer to section 10 Coursework and appeals against internal assessments)
. Subject teachers may not read exam papers or attempt to remove papers from the exam room before the end of a session. Papers will be distributed to Heads of Department at the end of the exam session.
SENCO
· Works with the Examinations Officer to ensure effective administration of access arrangements.
· Works with the Special Needs Teacher (SENT) to identify and test candidates’ requirements for access arrangements.
· Works with various agencies to ensure provision of additional support — with spelling, reading, mathematics, dyslexia or essential skills, hearing impairment, English for speakers of other languages, IT equipment — to help learners achieve their course aims.
Chief invigilator/invigilators
· Collection of exam papers and other material from the Exams Office before the start of the exam.
. Invigilate exams in accordance with JCQ regulations. (Refer to the JCQ document Instructions for Conducting Examinations.)
. Report to the Examinations Officer any issues which arise during an exam period.
· Collection of all exam papers in the correct order at the end of the exam and their return to the Exams Office.
Candidates
· Confirmation and signing of their exam entries.
· Read coursework/ controlled assessment regulations and sign a declaration that authenticates the coursework as their own.
. Read JCQ “Instructions to Candidates” and sign a declaration that confirms they have understood the consequences of inappropriate behaviour during an exam.
. Submission of any materials required for an exam in line with deadlines set by the Head of Department.
. In the case of a re-sit it is the candidate’s responsibility to provide any materials required for an exam to the Head of Department before they go on study leave, (summer/winter).
. A candidate or parent /carer who wishes to request a subject entry, change of tier or withdrawal must consult with the relevant Year Head who will liaise with subject teachers, Heads of Departments and the Examinations Officer as necessary.
If they fail to do so in advance of the exam, they will be expected to pay a fee. (See Section 5 Exam fees.)
. Inform their subject teacher if they decide to re-take the coursework component or the practical exam in a subject.
. Inform the Examination Officer or the Invigilator if they are too ill to sit an exam, suffer bereavement/other trauma or take ill during the exam itself. (Refer to Section 9 Candidates, Clash Candidates and Special Consideration.)
. Provide the Examination Officer with the appropriate evidence to support a claim for special consideration within five days of the exam.
2. The statutory tests and qualifications offered
The statutory tests and qualifications offered at this centre are decided by the Head of Centre, CMT and Heads of Department. The statutory tests and qualifications offered are GCSE, A2/AS levels, ECDL and Key Skills.
The subjects offered for these qualifications in any academic year may be found in the centre’s published prospectus for that year. If there has been a change of specification from the previous year, the Examinations Officer and VP Curriculum must be informed by September of that academic year.
Key stage 4
All candidates will be entitled to enter for public examinations
Decisions on whether candidates should not take an individual subject will be taken in consultation with the candidates, parents/carers, subject teachers and VP Curriculum. Written consent will be required.
At post-16
It is expected that AS modules will be completed during Year 13. A2 modules will be completed during Year 14.
3. Exam seasons and timetables
3.1 Exam seasons
Internal exams (Year 12 mocks) are scheduled in December and June (year 8 -11).
External exams are scheduled in January, March and May/June.
All internal exams (mocks) are held under strict external exam conditions.
CMT will make decisions regarding the exam series used by each curriculum year.
3.2 Timetables
The Examinations Officer will circulate the exam timetables for external exams once these are confirmed.
4. Entries, entry details, late entries and retakes
4.1 Entries
The College reserves the right to enter candidates for exams and to act as an exam centre.
Candidates are selected for their exam entries by the subject teachers.
The centre will only accept former students as external candidates. Restrictions may apply in those subjects with a practical exam.
4.2 Late entries
Entry deadlines are communicated to Heads of Departments via email and in written form on entry mark-sheets.
Late entries can only be authorised by the Examinations Officer.
4.3 Re-takes
Candidates are allowed to retake AS exams in the January/June of Year 14
GCSE re-takes will only be allowed in exceptional circumstances. (Heads of Department will be expected to provide a list of those Year 12 students in adherence with deadlines set by the Examinations Officer.)
Re-take decisions will be made in consultation with the candidates, subject teachers, Head of Senior and Upper School and the Examinations Officer.
(See also section 5: Exam fees)
4.4 Withdrawals
A candidate or parent /carer who wish to request a subject entry, change of tier or withdrawal must consult with the relevant Year Head who will liaise with subject teachers and Heads of Departments as necessary
5. Exam Fees
GCSE initial registration and entry exam fees are paid by the centre.
AS initial registration and entry exam fees are paid by the centre.
A2 initial registration and entry exam fees are paid by the centre.
Late entry or amendment fees are paid by the candidates.
Candidates or departments will not be charged for changes of tier or withdrawals made in accordance with the procedures laid down in this policy.
Reimbursement will be sought from candidates who fail to sit an exam or meet the necessary coursework requirements.
Details of exams charges will be communicated to candidates at the start of GCSE and post-16 courses.
Re-take fees for first and any subsequent retakes are paid by the candidates.
(See also section 4.3: Retakes)
Candidates must pay the fee for an enquiry about a result.
(See also section 11.2: Enquiries about results [EARs]
6. The Special Educational Needs and Disability Order
6.1 SENDO
The SENDO of 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 this policy.
6.2 Special Educational Needs
A candidate’s special needs requirements are determined by the SENCO and the educational psychologist /Special Needs Teacher.
The SENCO will inform subject teachers of candidates with special educational needs who are embarking on a course leading to an exam. The SENCO can then inform individual staff of any special arrangements that individual candidates may be granted during the course and in the exam.
6.3 Access arrangements
Making special arrangements for candidates to take exams is the responsibility of the Examinations Officer and the SENCO.
Submitting completed access arrangement applications to the awarding bodies is the responsibility of the Examinations Officer.
Rooming for access arrangement candidates will be arranged by the Examinations Officer with the SENCO.
Invigilation and support for access arrangement candidates will be organised by the SENCO with the Examinations Officer.
7. Estimated grades
Estimated grades
Heads of Departments will submit estimated grades in accordance with deadlines set by the Examinations Officer.
8. Managing invigilators and exam days
8.1 Managing invigilators
External invigilators will be used for the supervision of all public exams
Recruitment of invigilators is the responsibility of the Examinations Assistant.
Securing the necessary Criminal Records Bureau (CRB) clearance for new invigilators is the responsibility of the College bursar.
CRB fees for securing such clearance are paid by the centre.
Invigilators’ rates of pay are set by the CCEA.
8.2 Exam days
The Examinations 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.
The Caretaker is responsible for setting up the allocated rooms.
The Chief Invigilator will start all exams in accordance with JCQ guidelines.
Heads of Department must be available in the centre at the start of each exam in their subject. They are permitted to assist with general queries about the exam in question but must not advise on which questions are to be attempted.
In practical exams subject teachers must be present in case of any technical difficulties.
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 at the end of the exam session.
9. Candidates, clash candidates and special consideration
9.1 Candidates
The centre’s normal rules on College uniform and behaviour apply at all times.
Mobile phones, iPODS, MP3 players etc must not be brought into the exam hall.
Candidates’ personal belongings remain their own responsibility and the centre accepts no liability for their loss or damage.
Disruptive candidates are dealt with in accordance with JCQ guidelines and College rules.
Candidates may only leave the exam room in an emergency, in which case a member of staff must accompany them.
The Exams Officer /centre administration staff will attempt to contact any candidate who is not present at the start of an exam. The Examinations Officer will deal with them in accordance with JCQ guidelines.
9.2 Clash candidates
The Examinations Officer will be responsible as necessary for dealing with clashes.
9.3 Special consideration
Should a candidate be too ill to sit an exam, suffer bereavement/other trauma or take ill during the exam itself, it is the candidate’s responsibility to alert the centre, or the exam invigilator, to that effect.
Any special consideration claim must be supported by appropriate evidence within five days of the exam, for example, a letter from the candidate’s doctor.
The Examinations Officer will then forward a completed special consideration form along with the relevant evidence gained to the appropriate awarding body within seven days of the exam.
10. Coursework/ controlled assessment and appeals against internal assessments
10.1 Coursework
Candidates who have to prepare portfolios should do so in line with deadlines set down by Heads of Departments. (These are published in the homework diary).
Heads of Departments will ensure all coursework/ controlled assessment is ready for despatch at the correct time and the Examinations Officer will keep a record of what has been sent when and to whom.
Marks for all internally assessed work must be provided to the Examinations Officer by the Heads of Departments
10.2 Appeals against internal assessments
The centre is obliged to publish a separate procedure on this subject, which is available from the Examinations Officer and on the College’s web site.
The main points are:
· Appeals will only be considered if they apply to the process leading to an assessment. There is no appeal against the final mark or grade awarded
· Candidates may appeal if they feel their coursework has been assessed unfairly, inconsistently or not, in accordance with the specification for the qualification.
· Appeals should be made in writing by 30 June to the Head of Centre who will decide whether the process used conformed to the necessary requirements.
· The Head of Centre’s findings will be notified in writing, copied to the Examinations Officer and recorded for awarding body inspection.
11. Results, enquiries about results (EARs) and access to scripts (ATS)
11.1 Results
Candidates will receive individual results slips on results days in person at the centre or by post to their home address.
Arrangements for the school to be open on results days are made by the CMT.
The provision of staff on results days is the responsibility of the CMT.
The centre cashes in at the end of Year 13 for AS grades and the end of Year 14 for A2 grades. (Year 13 students are given the opportunity to delay cash-in if they wish.)
11.2 EARs (enquiry about results)
EARs may be requested by candidates if there are reasonable grounds for believing there has been an error in marking. The cost must be met by the candidate.
(See section 5: Exam fees)
11.3 ATS (access to scripts)
After the release of results, candidates may ask for a copy of the exam script.
In certain circumstances, if a result is queried, the VP Curriculum, Examinations Officer and teaching staff will investigate the feasibility of asking for a re-mark at the centre’s expense.
Centre staff may also request scripts for investigation or for teaching purposes. For the latter, the consent of candidates must be obtained.
GCSE re-marks cannot be applied for once a script has been returned.
12. Certificates
Certificates are presented in person at the appropriate Awards Ceremony.
If a student cannot attend, certificates may be collected on behalf of a candidate by a third party, provided they have been authorised to do so with written consent. In the case of a Year 11/12 student, that written consent MUST come from the parent. In the case of a Year 13/14 student, it may come from the candidate.
The centre retains certificates for one year in line with JCQ requirements and then they are returned to the relevant exam board.