EXAMS POLICY
Originator: L Crossley
Date: 24/10/11
Rutland Adult Learning
Oakham Enterprise Park
Ashwell Road
Oakham
Rutland
LE15 7TU
Tel: 01572 758122
Email: adultlearning@rutland.gov.uk
1. THE PURPOSE OF THIS EXAMS POLICY IS:
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To ensure the planning and management of exams is conducted efficiently
and in the best interests 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 exams policy. A copy of this policy will be put into
each exams box. Invigilators will also be given a copy appended to their copy of the
JCQ booklet ‘Instructions for Conducting Exams’
This exams policy will be reviewed annually (or more often if necessary) by the Head
of Centre and the Exams Administrator.
2. EXAM RESPONSIBILITIES
HEAD OF CENTRE (Team Manager Lifelong Learning)
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Overall responsibility for Rutland Adult Learning as an exams centre. Advising on
appeals and with responsibility for all suspicions or actual incidents of malpractice.
Refer to the JCQ document Suspected Malpractice in examinations and
assessments.
EXAMS ADMINISTRATOR
Manages the administration of public and internal exams:
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Advises senior management team, Tutor Organisers and Tutors and other relevant
Support Staff on annual exam timetables and procedures as set by the various exam
boards. Prompts lead tutors and tutors to complete timely exam request forms (see
also flow chart, appendix A)
Ensures that candidates are informed of and understand those aspects of the exam
processes that will affect them. (See appendix B for hard copies of information sent
to learners).
Receives, checks and stores all exam papers and completed scripts in the safe at
the Adult Learning Hub, Catmose Campus.
Returns completed scripts promptly to the relevant Awarding Body (see Appendix A).
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.
Manages a team of suitably trained invigilators responsible for the conduct of exams,
giving them each a personal copy of the JCQ publication ‘Instructions for Conducting
Exams’. Training to be refreshed annually at the end of each academic year and
certificates obtained.
Ensures suitable rooms are booked for exams.
Responsible for the transference and security of exam data to and from encrypted
memory devices.
Maintains systems and processes to support tracking of candidates’ achievements.
Arranges for dissemination of results and certificates to candidates, tutors, lead
tutors and SMT (via AQUA).
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Produces a list of all candidates for each exam session and sends to lead
tutors/tutors for checking (to include subject and level).
Sends exam results to lead tutors/tutors, including fails and no-shows.
Appoints a suitably qualified and experienced person to cover in the absence of the
exams administrator.
Maintains up-to-date exams box at each centre with all the necessary documents
and equipment (see appendix E).
LEAD TUTORS
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Maintain systems and processes of all learners in their area(s) on qualification
learning aims
Ensure tutors give timely and accurate requests for exam papers to Exams
Administrator.
Ensure that all ‘in class’ exams overseen by the tutors are conducted according to
regulations set out by the relevant Awarding Body. This forms part of the ongoing
observation process.
Ensure a suitable test report is on file for any candidate for whom access
arrangements apply.
Notify Exams Admin and Data Admin of learner start/end dates, learning aim and
qualification details for all learners including those on workshops
TUTORS
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Notify Exams Administrator of any required access arrangements for their
candidates (for example any learner who might have difficulty getting to a building or
an exam room and any special arrangements they might therefore need). Use form
as in Appendix D.
Submit candidate’s names (with correct spelling as they wish it to appear on their
certificates), dates of birth and any special arrangements required.
Keep a record of their candidate’s registration numbers and dates of registration with
the relevant awarding body.
Keep a record of papers sat by each candidate to avoid duplication.
Notify Lead Tutor and Exams Admin of results on in-class exams.
Notify Lead Tutor of learner start/end dates, Learning Aim and qualification details.
INVIGILATORS
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Have a sound working knowledge of the JCQ ‘Instructions for Conducting Exams’
booklet and have invigilator training refresher annually.
Arrive at least 30 minutes before the start of an exam in order to set up the exam
room in good time, in accordance with JCQ rules as laid out in the booklet
Instructions for Conducting exams.
Collect (or arrange collection of) the exam papers and other material required before
the start of the exam.
Collect all exam papers at the end of the exam and securely return to the exams
office (or arrange for secure return).
Deal with any issues, including emergency situations which might occur immediately
before, during and immediately after an exam.
Liaise with the Exams Administrator or Appointed Person in the event of a problem.
An emergency back up person who is suitably trained will be available for all exams.
CANDIDATES
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Supply their full name and DOB within three weeks of the start of the course.
Request well in advance, any special access arrangements (for example a reader,
specially adapted paper, a scribe, extra time).
Inform the exams administrator if they need help getting to or from their exam room
or of any problem which might disturb other candidates. Telephone number 01572
758147
Follow JCQ rules about examination conduct.
Supply photo ID on exam days.
Arrive at least ten minutes before their scheduled exam time. Late candidates
without a very pressing excuse, may not be allowed to sit their exam. If a candidate
is going to be late, they must endeavour to telephone ahead and let the Exams
Administrator know. The Exams Administrator will then pass this on to the Invigilator.
Follow any instructions given by the invigilator or awarding body.
Review History
Date
Oct 11
Oct 12
Oct 14
Reason for Review
Full review and reissue (v1.0)
New 2 year cycle
2 year update
Policy Owner: Exams Officer
Next Scheduled Review
Oct 12
Oct 14
Oct 16
Appendix A
Exams Procedure Summary (Notification of Candidates)
Lead tutor emails exams
admin with candidate
information/requests for
particular exam dates
Exams admin produces a list
of all candidates per session
(inc subject, level, special
considerations etc) and sends
to Lead tutors for checking
Exams admin appoints an
invigilator and an Appointed
Person if necessary
Exams admin or appointed
person to be available to deal
with any queries (or at least
available by phone) on exam
days
Invigilator arrives at least 30
minutes before exam start
time and sets up the room
according to JCQ rules
Invigilator checks correct
candidates are present using
photo ID brought by
candidates. Attendance
register is completed
Invigilator signs invigilation
certificate/paperwork and
records any significant
event/disturbance, etc
Exams Admin processes
returned scripts and informs
lead tutors of no-shows or any
other problems
Appendix B
Documentation sent to candidates
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Tutors will inform their learners about exam dates and times and what is
required of them.
Exams admin will send paperwork to learners which will consist of the
following documents:
Document A - Notification of assessment (including date, time, venue,
assessment name, duration)
Document B – Guidelines when referring to examinations/assessment through
the Internet (JCQ2013) (spare copies kept in lower drawer of exams pod)
Document C - JCQ Information for candidates for written/on-screen exams
(whichever is relevant) – updated annually by JCQ (spare copies kept in lower
drawer of exams pod)
Appendix C
Exams Procedure at Visions, Great Casterton
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Exams admin books rooms for exams with Visions Admin and appoints an
invigilator in the usual way.
Visions admin ensures that the invigilator has access to the exams box and
any equipment or materials needed for the exam.
The exams box at Visions is kept in the adult learning cupboard. The key to
this cupboard is found in the main office in the key box.
The exams box is kept up-to-date by the exams administrator in conjunction
with admin at Visions.
It is the invigilators responsibility to ensure the smooth running of the exam,
ensure the security of the papers and finished scripts and deal with any
problems which might arise on the day.
At the end of the exam, the invigilator returns the room to normal, returns the
exams box to the adult learning cupboard and returns the adult learning
cupboard key to the key box in the main office.
The invigilator returns (or arranges for return) of completed scripts to exams
admin at Catmose Campus maintaining their security at all times.
Appendix D
Application for Special Exam Arrangements
This form should be used to inform Exams Administration when a learner needs extra
help/input in order to be able to sit an exam.
Please submit a separate form for each candidate and forward the form as soon as it is
known that a learner will need extra help.
Name of Exam
and level to be
taken
Awarding Body
Code number
of exam
Learner name
Reason for
Application
Arrangements
requested
Arrangements
already in place
in the classroom
Is there evidence
accompanying
this form? (eg
medical, dyslexia
report etc)
Declaration (Tutor)
I declare that the above information is accurate as discussed with the learner.
Signature: ……………………………… Print Name: ……………………………………..
Declaration (Exams Administrator)
I am satisfied that the information provided on this form is accurate. This application is
supported by Rutland Adult Learning. We confirm that the candidate is/will be
appropriately entered for the examination concerned.
Exams Officer Name: …………………………… Date: ……………………………..
Exams Officer Signature: …………………………………………………………..
Appendix E
Exams boxes are kept at Catmose Campus, Oakham and the
Visions Centre at Great Casterton. They should contain:
 A copy of the JCQ booklet ‘Instructions for Conducting
Exams’.
 Laminated exam room notices:
o Warning to candidates
o No mobile phones poster
o Quiet please notices
o Centre number notices
 Spare rough paper
 Two working calculators
 Spare black pens
 Pencils, rubbers, 12 inch ruler, protractor(s)
 Pencil sharpener
 Tape Measure
 Scissors
 Bottle of correction fluid
 White board marker
Document A
Dear
The details of your assessment are as follows:
Date
Venue
Time
Assessment name
Duration
Notes:
I have enclosed a copy of the document entitled ‘Information for
Candidates’ which you should read before your assessment.
Please ask your tutor or telephone the office on 01572 772599 if you
need further information.
Please bring with you some photo ID for the invigilator who has to check
your identity. Please arrive at least ten minutes before the scheduled
start time.
We wish you every success with your assessment
Linda Crossley
Assessments Administrator
Document B
Document C