Harrogate High School Exam Policy. Contents

Transcription

1 Adopted: Last reviewed: October 2012 Next review: October 2013 Harrogate High School Exam Policy Contents 1. Introduction 2. Exam responsibilities 3. The Statutory tests and qualifications offered 4. Exam seasons and timetables 5. Estimated entries 6. Entries, late entries and re-sits 7. External candidate policy 8. Exam fees 9. The Disability Discrimination Act, special needs and Access Arrangements 10. Estimated Grades 11. Storage of Exam papers 12. Managing invigilators and exam days 13. Candidates, clash candidates and special consideration 14. Controlled Assessment/Coursework 15. Results, enquiries about results and access to scripts 16. Certificates 17. Appeals and Complaints procedure 1

2 1. Introduction This examination policy is written to help ensure that Harrogate High School s public examinations are: Organised to provide the best possible chance for exam success for our students. Planned and managed efficiently Conducted properly, in accordance with the legal and examining body requirements as detailed in the Joint Council for Qualifications (JCQ) Instructions for conducting exams published each academic year It is the responsibility of everyone involved in the centre s exam processes to read, understand and implement this policy. The Head of Centre (HoC) and Examinations Officer (EO) will review this exam policy every 2 years. The existence of this policy will be made known to school staff and parents/carers and copies can be obtained from the Examinations Officer. 2. Exam responsibilities The HoC: has overall management responsibility for the school as an exam centre has overall management responsibility for the appeals, complaints and re-marks process has overall management responsibility for the handling and reporting of all suspicious or actual incidents of malpractice (detailed in the JCQ document Suspected malpractice in examinations and assessments) The EO: manages the day to day running of the school as an exam centre manages the day to day running of the appeals, complaints and re-marks process manages the day to day running of the handling and reporting of all suspicious or actual incidents of malpractice (detailed in the JCQ document Suspected malpractice in examinations and assessments) advises the senior leadership team and other staff on annual exam timetables and application procedures produces for staff and candidates an annual calendar for relevant public exams communicates regularly with staff about deadlines and imminent events 2

3 with Learning Managers, ensures that candidates and their parents/carers are informed of those aspects of the exam timetable that affect them identifies and manages timetable clashes provides to the exam board data on estimated entries receives, checks and securely stores all exam papers prior to the exams and completed papers following the exam dispatches completed exam papers promptly in accordance with the Department of Education (DfE) procedures works with the Inclusion department to ensure that access arrangements are applied appropriately and according to JCQ guidance makes applications for special consideration to the exam boards, following JCQ guidance organises the recruitment, training and supervision of a team of external invigilators responsible for the conduct of exams arranges for the dissemination of exam results to candidates and teachers and for the distribution of certificates to candidates requests agreed appeals and re-mark requests to the exam boards maintains systems and processes to support the timely and accurate entry of candidates for their exams ensure all processes, procedures and policies are ready to be inspected by the JCQ exam inspector at any time Heads of Department (HoDs): providing estimated entries for the following academic year each July notify the EO of any change of specification for the subject by 30 th September each year accurate and timely completion of entry lists throughout the year making sure that candidates and their parents/carers are aware of issues about their entries for example, subject they are not being entered for and which tier an exam is being taken at accurate and timely completion of coursework mark sheets and declaration sheets sending off coursework and portfolios in time clearing with their line managers any doubts about entries and resolving any problems in advance of entry deadlines make decisions about doubtful entries highlighted by the subject teachers as to whether an entry should be made. This decision will be made by the HoD, plus their SLT Line Manager if required. deciding with students (and clearing with the HoC if appropriate) whether appeals or remarks should be requested, including providing forms signed by the student to the EO 3

4 Teachers: submit candidates names for entries on time to their HoDs refer doubtful entries to their HoD complete controlled assessment/coursework marks sheets and declaration sheets promptly and accurately The Head of Inclusion: is responsible for the administration of access arrangements is responsible for the identification and testing of candidates requirements for access arrangements is responsible for ensuring accurate records are kept for access arrangement candidates and that these are available for inspection by the JCQ exam inspector provides trained staff on exam days to help access candidates, in line with JCQ requirements Invigilators: collect exam papers and other material from the exams office before the start of the exam supervise exams in accordance with JCQ Instructions for conducting examinations deal with behaviour issues according to JCQ instructions and school policies, calling for SLT support as needed collect all exam papers in the correct order at the end of the exam and ensure their return to the EO Site Manager: setting up the allocated rooms to the standards and layout requested by the EO or SLT ensuring that the cleanliness, appearance, temperature and ventilation of the rooms are appropriate for candidates taking exams and that access/fire exit routes are clear. Candidates: check that their entries and personal details are correct sign declarations that authenticate controlled assessment/coursework as their own abide by the exam rules, including those about behaviour, as laid down by the JCQ and the school pay exam fees where appropriate e.g. for re-sits or where exams are missed for no good reason 4

5 3. The statutory tests and qualifications offered The HoC, advised by the Senior Leadership Team (SLT), decides which statutory tests and qualifications are offered at this centre. Tests and Qualifications may be offered from the following: Optional National Curriculum tests (NCT s) General Certificate of Secondary Education (GCSE) General Certificate of Education (GCE) Business and Technology Education Council (BTEC) National Vocational Qualification (NVQ) Entry Level Certificate (ELC) Adult Literacy and Adult Numeracy (ALAN) Oxford, Cambridge and RSA Qualifications Nationals (OCR Nationals) Diploma Functional Skills Principle Learning Other qualifications may be included as agreed by the HoC and SLT The subjects offered for these qualifications in any academic year may be found in the school s published Key Stage brochure for that year. Decisions on whether a candidate should take/not take an individual subject or all their subjects, will be taken in consultation with the student/parents/carers, subject teacher and Heads of Department as appropriate. The final decisions on entries will lie with the Head of Department and their SLT Line Manager. 4. Exam seasons and timetables External exams may take place in November, January, March and May/June. The EO will circulate timetables for external exams once these are confirmed. Timetables for the November, January and March seasons will normally be distributed through Vertical Mentoring Group (VMG) sessions. The timetable for the main summer exams will be posted to home addresses as a first default issue prior to the Easter holidays along with the Harrogate High School Exams Information and Guidance for Students and parents booklet and then in final detailed issue (including exam venues and seating numbers) shortly before the exams start. A copy will also be given directly to students via their VMG s. 5

6 5. Estimated Entries In July each year the exam board requests estimated entries for each subject. This allows them to plan their own workloads for the coming year, and it also triggers the resource and pre-release material that is needed by subject teachers during the year. The EO will request from HoD s outline details of each course their department they will be running during the following academic year along with for each of these. The EO will then submit these to the exam board. 6. Entries, late entries and re-sits 6.1 Entries Candidates are primarily selected for exam entries by their subject teacher and the HoD. These must be provided to the EO by the deadlines notified at the start of each academic year. However, a candidate or parent/carer can request a subject entry, change of level/tier or a withdrawal. This needs to be agreed by the HoD, who should then notify the EO. 6.2 Late Entries Late entries should be avoided as far as possible as this incurs extra fees from the exam boards. If it is essential for an entry to be made or amended after the board deadline, the HoD should tell the EO, who will make the necessary amendment. The late entry charge will come from the relevant department budget, unless the entry is for a student who has arrived at the school since the entry deadline. 6.3 Re-sits Whether a candidate re-sits an exam should be discussed with, and advised by, the relevant HoD and/or class teacher. Candidates wishing to or required to re-sit an exam may be charged the cost of the entry. This includes cases where an entry was made in, for example, the November series but the candidate did not attend (and had no good reason for absence), who is then entered in the following summer series. Students may also be charged for the cost of the exam where they were found guilty of malpractice and is re-sitting the unit because no marks were awarded. In these circumstances, candidates must pay the re-sit fee before the exam entry can be made. If candidates request a re-sit entry after the board entry deadline, then they must also pay the late entry fee. 6

7 7. External candidate policy It is Harrogate High School s policy not to accept private candidates unless they are previous students or staff of the school and to accept their entry would not be at the detriment of the current students. 8. Exam fees The centre pays any initial registration fees and exam entry fees. As stated above, late entry or amendment fees are charged to departmental budgets. Candidates and departments will not be charged for changes of tier, withdrawals made by the proper procedures or alterations arising from administrative processes, providing these are made within the time allowed by the exam boards. Candidates must pay the fee for an enquiry about a result (EAR) should the centre not agree to make the enquiry and the candidate insists on pursuing it. Reimbursement will be sought from candidates who fail to sit an exam without good reason. This is detailed in the Information and Guidance for Students and Parents booklet that goes out with the exam timetable. 9. The Disability Discrimination Act, special needs and access arrangements 9.1 DDA 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. 9.2 Special needs A candidate s special needs requirements are determined by the Head of Inclusion and the educational psychologist/specialist teacher. The Head of Inclusion will inform subject teachers of candidates with special educational needs who are embarking on a course leading to an exam. The Head of Inclusion can then inform staff and the EO of any special arrangements that individual candidates may be granted during the course and in the exam. 9.3 Access Arrangements Making special arrangements for candidates to take exams is the responsibility of the Head of Inclusion and the EO. 7

8 Submitting completed access arrangement applications to the awarding bodies is the responsibility of the Head of Inclusion. The EO will arrange rooming for access arrangements, in liaison with the Head of Inclusion. Support (e.g. a scribe or reader) for access arrangement candidates will be organised by the Head of Inclusion. The EO will arrange invigilation. 10. Estimated Grades HoD s will submit, when requested, estimated grades to the EO or direct to the board, by the required deadlines. 11. Storage of Exam Papers The EO is responsible for checking exam papers when they are received, and for storing these securely in accordance with JCQ regulations both prior to and after the exams. The EO must also ensure their safe dispatch to the Exam Boards using the DfE agreed Yellow Label Parcelforce collection methods. 12. Managing invigilators and exam days External invigilators will be used for exam supervision. The EO is responsible for recruitment of invigilators, including assisting the HR Administrator in ensuring the correct Criminal Records Bureau (CRB) and Medical clearance is completed. The EO will arrange training and briefing sessions for invigilators as necessary. The EO will keep invigilators performance under review and seek to use them effectively. The EO will plan and book exam rooms well in advance. The Site Manager is responsible for setting up the allocated rooms to the standards requested, including ensuring that the cleanliness, appearance, temperature and ventilation of the rooms are appropriate for candidates taking exams and that access/fire exit routes are clear. The lead invigilator will start all exams in accordance with JCQ guidelines. Subject staff may be present at the start of the exam to assist with identification of candidates but must not advise on which questions are to be attempted. Or give any help with answers to questions. In practical exams subject teachers may be on hand in case of any technical difficulties, but again cannot advise on any questions which are to be attempted or give any help with answers to questions. 8

9 Exam papers must not be read by the subject teachers and they must not be removed from the exam room. They will be released to HoD s 24 hours after the exam has taken place. 13. Candidates, clash candidates and special consideration JCQ instructions govern the conduct of public exams. These are made known in writing to candidates/parents/carers in advance of the exam series through the Information and Guidance for students and parents booklet. Notices covering the rules are displayed both inside and outside the exam rooms. In addition, the centre s published rules on acceptable dress, behaviour etc apply at all times. Candidates personal belongings remain their own responsibility and the centre accepts no liability for their loss or damage. Disruptive pupils are dealt with in accordance with JCQ guidelines. Candidates removed from exam rooms will be interviewed by the EO or a member of the SLT before a report is made to the board. The student has the opportunity to write their own statement to be submitted to the board. The Learning Manager will make urgent enquiries about absent candidates and try to get them in for their exam within the allowed time. The EO will sort out any clashes a candidate may have where two or more exams are scheduled for the same time. The EO will be responsible for identifying escorts, supervision, identifying a secure venue and arranging overnight stays as appropriate. Special consideration will be submitted for a candidate if they are too ill to sit an exam, suffer bereavement or other trauma or are taken ill during the exam itself. Any special consideration claim must be supported by appropriate evidence, for example, a letter from the candidate s doctor. The EO will complete the online form on the exam board website within 7 days of the exam. 14. Controlled Assessment/coursework Controlled assessment will take place following the guidance set out in the Quality Standard for Controlled Assessment. Candidates must prepare any coursework or portfolios by the required deadlines and ensure they sign the appropriate coursework declaration forms. HoD s will ensure that all coursework is ready for dispatch at the correct time and parcels should be taken to the Main Office for dispatch. A Certificate of Posting should be requested for each coursework parcel and retained by the HoD in case of any query. 9

10 15. Results, enquiries about results and access to scripts The HoC will make arrangements for the centre to be open on results days and for staff to be available to advise candidates. For results during the academic year, these will be given out either during specifically agreed lessons by teaching staff, who will give out only the results for their own subject (these will be issued by the HoD, in the absence of the class teacher), or in a pre arranged assembly if results across several subjects are to be given out at once. The SLT Line Manager with responsibility for exams will decide the methods for giving out results in conjunction with the EO and the HoD s of the subjects that results are for. For the main results days in August, candidates will collect an envelope containing a letter with all their results listed. If a candidate provides a stamped addressed envelope this can be posted to them on results day. Enquiries about results is the service that can be requested when the centre staff or a candidate believe there may have been an error in the marking and wants to have their paper remarked. The services available are detailed in the JCQ Post-Results Services booklet published each academic year. Instructions will be issues to HoD s along with forms to be completed by the student agreeing to the request (as grades can go down as well as stay the same or go up. The EO will provide advice to staff and students on Post Results services and support for University confirmation. 16. Certificates Certificates are received by the school mainly during October. Certificates are presented in person at the appropriate awards evening. After that date had passed, certificates can be picked up from the Main Office. They must be signed for by the student. If they wish someone else to pick up the certificates on their behalf they must provide a letter giving permission for this. Certificates may be withheld from pupils who owe fees. The centre retains certificates for 1 year. After that time the certificates are destroyed and candidates must apply to each individual exam board for certificates (the cost of replacement certificates is approximately 30). 10

11 17. Appeals and Complaints procedure Students may appeal decisions made by exam boards for grades awarded, or for reports of malpractice. The procedures for these appeals are laid out in the JCQ booklet and can be obtained from the Exams Officer. If a student or parent/carer has a complaint regarding anything connected with the exam process they should contact the Exams Officer of their Learning Manager in the first instance. If they are not satisfied with the response they receive, they can contact the Assistant Principle responsible for the Examinations Administration, and finally the Head of Centre. 11