Exams Policy
Objective
To deliver an efficient exam system with clear guidelines for all persons involved.
External Examinations
Staff In Charge of Exams (SIE)
One person will be named in each subject area to take responsibility for exam entries and withdrawals - to be known as the SIE. (In most cases this will be the teacher in charge of the subject, but large departments may wish to nominate an individual.)
Coursework
The Exam Officer will publicise coursework deadline dates on the staffroom notice - board. It will be the responsibility of each department to ensure coursework is collated, marked and dispatched by the correct date. The SIE will liaise with the Exam Officer over dispatch materials provided by the Exam Boards. A copy of course-work marks should be provided to the exam office for entering on exam records.
The school's policy for appeals about coursework marks is publicised in the Appeals Policy document on the school's website. The Exam Officer will oversee the conduct of any such appeals.
The Exam Process
Early in each academic year, the Exam Officer will circulate to each department the Board and Specification Code used the previous year by that dept. This will be checked and signed by the SIE and returned to the Exam Officer. Any changes must be shown and the new details agreed at a meeting between the SIE and Exam Officer.
All teaching staff will be circulated with the current SIMS exam-year class lists in their subjects and will be asked to sign that this list is in fact accurate.
Heads of Departments and Teachers i/c of Subjects will be circulated with updated class lists and will need to indicate provisional entry level for each candidate by the internal deadline date.
Provisional Entries
All candidates will be entered for examinations by the due date set by the relevant Exam Board.
Amendments and Withdrawals
SIEs will be notified of the deadline dates for 'no-fee' amendments and withdrawals and must notify the Exam Officer of any such changes at least a week before the dates set by the Exam Boards. Any 'late' amendment and withdrawal fees may be charged to the department concerned.
Confirmed Entries
When individual pupil entry lists are available from Exam Boards, these will be printed off. Pupils and parents will be asked to sign print outs confirming that subjects and levels are as they expected. These forms will be distributed and collected in by the relevant Form Tutors.
'C' Forms and Estimated Grade Forms
These will be made immediately available to SIEs on receipt from Exam Boards. They should be returned to the Exam Officer before internal deadline for dispatch.
Pupil Timetables
Near the start of the exam period, individual pupil exam timetables will be distributed. These will show exam room, seat number and start time for each individual exam.
Oral and Practical Examinations
The SIE will liaise with the Exam Officer over dates, times and rooms for these exams. The Exam Officer will check tapes/discs for faults on the dates set by the Exam Boards and keep all exam materials securely until the day of the exam.
External Examination Procedures
The Exam Officer will be responsible for the organisation and conduct of all external exams. A designated member of the School Management Team will be responsible for daily school organisation to ensure exam rooms are quiet and undisturbed when examinations are taking place. It will also be the school's responsibility to arrange supervision of pupils before and after exams and to make any necessary changes to canteen arrangements. The Exam Officer will liaise with the Site Manager regarding the setting up of exam rooms prior to the start of the exam sessions. The Exam Officer (or a designated senior invigilator) will set out the rooms (notices, clocks etc.) according to Exam Board regulations.· Final confirmation of entry numbers and levels will be made with the SIE.
· Pupils will be issued with Exam Board regulations and the School Exam Rules prior to the date of the first exam.
· All exam papers will be checked in by the exam officer and locked in the exam safe.
· A list showing details of papers received will be kept.
· The SIE (or other nominated member of the department) may assist with the start of each exam to ensure that:
i) correct candidates are present
ii) candidates have been given the appropriate (correct tier) papers
iii) all additional items have been issued
These teachers should leave when administration tasks are completed.
· No exam papers may be removed from the exam room until an hour after the
official start time of the exam. After the exam;
i) Unused question papers will be released to the relevant department.
ii) Modular exam question papers, which the pupils sign and may
have written on, will be released to the department at the end of
the exam on the understanding that they are kept securely for one
month from the date of the exam.
· All exams will be conducted according to the regulations laid down by the Exam Boards.
· The Exam Officer will ensure the security of completed scripts at the end of each exam.
· The Exam Officer will oversee arrangements for the dispatch of scripts after exams and keep a record of the details and dispatch procedure used.
Internal Examinations (including 'mock* GCSE exams)
The school will plan the dates, times and rooming for these exams. The Exam Officer will be notified of the arrangements and of the need for invigilators.
Each department will be responsible for producing suitable exam papers according to the schedule required by the general office. Departments must be represented at the start of each exam to provide the necessary papers, stationery and other equipment.
A representative must collect the completed papers at the end of the exam.
The Exam Officer will be responsible for overseeing the conduct and invigilation of these exams.
External Invigilators
The Exam Officer will lead a team of external invigilators to be appointed by the school. These will operate as required in both external and internal exams. The school will initiate the necessary CRB and other checks on new invigilators.
Where necessary the Exam Officer will undertake training sessions with newly appointed invigilators and refresher courses for existing personnel.
Conduct of Invigilators
· The Exam Officer will act as Lead Invigilator during the exam period.
· The Exam Officer will ensure that each exam room has a senior invigilator in charge, who will deploy other invigilators and oversee the conduct of each.
· These senior invigilators (and the SIE if present) will check attendance
according to the seating plan at the start of each exam.
· Invigilators will be directed to give full attention to the conduct of the exam at all times.
Misconduct and suspected Malpractice
This will be reported to the Exam Officer who will follow Exam Board guidelines in deciding what action to take.
SEN Access Arrangements / Special ConsiderationThe SENCO will liaise with the Exam Officer about arrangements for pupils who require access arrangements. The SENCO will provide the Exam Officer with the information needed and they will jointly make application to the Exam Boards for access arrangements to be allowed. Further information is contained in the school's Access Arrangements Exam policy.
Instances of special consideration for pupils arising during the exam period will be processed by the Exam Officer.
Approved by Senior Management Team 04 September 2006
Revised and updated 15 January 2009
L Morris
Examinations Officer
St Richard Gwyn High School Access Arrangements Exam Policy
Objective
To ensure that all pupils receive equal opportunity to perform in examinations to the best of their abilities.
Examinations Policy
Pupils with special educational needs should be identified at the start of any course leading to an examination. Heads of Departments/Teachers i/c Subjects should liaise with the SENCO so that special arrangements which individual pupils may be granted can be discussed. In the case of pupils with specific learning difficulties, visual impairment or certain other medical conditions these could be any or all of the following:
· Extra time for coursework and exams
· Rest periods during exams
· A reader
· A scribe
· Enlargements / models
· A helper
· A prompter
· A separate room / invigilator
· Use of word processing facility
The SENCO will inform the Exam Officer, who will communicate with the Exam Boards, if any pupil needs special arrangements for coursework which carries marks towards a final grade.
The SENCO and the Exam Officer will use the "access arrangements on line" facility to process the request for access arrangements at the appropriate times. A copy of each application with all supporting evidence will be kept in the exam office.
Examination Procedures
· Where pupils are given extra help/time for coursework it is the responsibility of the teacher concerned to ensure that all work is original.
· A separate room and invigilator will be required for pupils with a reader.
· A separate room and invigilator may be required for those granted extra time /rest periods / use of a word processor.
· Where a scribe or reader is allocated the person should be someone who is familiar with and has had practice of scribing / reading for the pupil.
· The Exam Boards' dates for ordering enlarged / modified papers will be complied with.
· The early opening of other exam papers for the purpose of enlargement or modification (with that Exam Board's permission) will be done in the presence of the Exam Officer in good time for the date of the exam.
· The Exam Officer will make suitable arrangements for hearing impaired pupils when constructing seating plans for exams.
· The Exam Officer will consider re-scheduling exams for pupils when extra time / rest periods allowance results in clashes.
· Candidates allowed extra time / rest breaks may be granted an early start to an exam. Such candidates will be fully supervised at all times and have no contact with other pupils taking the exam.
· The Exam Officer will ensure that invigilators are aware of the special requirements of pupils in the exam room.
Approved by Senior Management Team 04 September 2006
Revised and updated 15 January 2009
L Morris - Exams Officer