64. Exams Contingency

64. Exams Contingency

Plan

Date adopted: - April 2016

Review date – April 2018

See EOTAS policy control document (held by Tracy Hanks) for status, notes and actions pertaining to this policy

Contents

Purposeof theplan...... 3

Causesofpotential disruption totheexamprocess...... 3

1. Examofficerextendedabsenceatkeypoints intheexamprocess(cycle)...... 3

2. SENCoextendedabsenceatkeypoints in theexamcycle...... 4

3. Teachingstaff extendedabsenceatkeypoints intheexam cycle...... 4

4. Invigilators-lackofappropriatelytrainedinvigilatorsorinvigilator absence...... 4

5. Examrooms-lackofappropriateroomsor mainvenuesunavailableatshort notice...... 4

6. FailureofITsystems...... 5

7. Disruptionofteaching time–centreclosedfor anextendedperiod...... 5

8. Candidatesunabletotakeexaminationsbecauseofacrisis–centreremainsopen...... 5

9. Centreunabletoopenasnormal during theexamsperiod...... 5

10. Disruptioninthedistributionofexaminationpapers...... 5

11. Disruption tothetransportationofcompletedexaminationscripts...... 6

12. Assessmentevidenceisnotavailable tobemarked...... 6

13. Centreunabletodistributeresultsasnormal...... 6

Further guidanceto informand implement contingencyplanning...... 7

Ofqual...... 7

JCQ...... 7

GOV.UK...... 7

Created by: Tracy Hanks

24-Mar-16

Purposeofthe plan

Thisplan examinespotentialrisksand issuesthatcouldcause disruption to the managementand administrationoftheexamprocessatEOTAS.Byoutliningactions/procedurestobeinvokedin caseofdisruptionit isintended tomitigate theimpact thesedisruptionshaveonourexam process.

Alongsideinternalprocesses,thisplanisinformedbyscenarioscontainedintheJointcontingencyplanin theeventof widespreaddisruptiontotheexaminationsystem inEngland,Walesand Northern Ireland.

ThisplancomplieswithJCQ general regulations(section5)inthat:

TheCentreagreesto“havein placeawrittenexaminationcontingencyplan/examinationspolicywhichcovers allaspectsof examinationadministration.Thiswillallowmembersof theseniorleadershipteamtohavea robustcontingencyplanin place,minimisingrisktoexaminationadministration,shouldtheexaminationsofficer beabsentatacrucialstageoftheexaminationcycle;”

Causesofpotentialdisruptionto theexam process

1. Examofficerextendedabsenceat keypointsin theexam process(cycle)

Criteriafor implementationoftheplan

Keytasksrequiredinthemanagement andadministrationoftheexamcyclenot undertakenincluding:

• Planning

•annual datacollectionexercisenotundertakentocollateinformationonqualificationsand awardingbodyspecificationsbeingdelivered

• annual examsplannotproducedidentifyingessentialkeytasks, keydatesanddeadlines

• sufficientinvigilatorsnot recruitedandtrained

• Entries

•awardingbodiesnot beinginformedofearly/estimatedentrieswhichpromptsreleaseofearly informationrequiredby teachingstaff

• candidatesnotbeingenteredwithawardingbodiesforexternalexams/assessment

• awardingbodyentrydeadlinesmissedorlateor other penaltyfeesbeingincurred

• Pre-exams

• examtimetabling, roomingallocation;andinvigilationschedulesnot prepared

• candidatesnotbriefedonexamtimetablesandawardingbody informationforcandidates

• exam/assessmentmaterialsandcandidates’worknot storedunder requiredsecureconditions

•internal assessment marksandsamplesofcandidates’ worknot submitted toawarding bodies/external moderators

• Exam time

• exams/assessmentsnot takenunder theconditionsprescribedbyawardingbodies

•requiredreports/requestsnot submittedtoawardingbodiesduringexam/assessmentperiods e.g. very latearrival,suspectedmalpractice, special consideration

• candidates’ scriptsnot dispatchedasrequiredtoawardingbodies

• Resultsandpost-results

• accesstoexaminationresultsaffectingthedistributionofresultstocandidates

• thefacilitationof thepost-resultsservices

Centreactions:

• Business Support Officer has been fully trained in all aspects of Exams Administration.
• The Business Support Officer would be fully supported by the Head of Service.
• The Business Support Officer could request support from other Exam Officer throughout the Swindon network.

2. SENCoextendedabsenceat keypoints intheexam cycle

Criteriafor implementationoftheplan

Keytasksrequiredinthemanagement andadministrationoftheaccessarrangementsprocesswithin the examcyclenotundertakenincluding:

• Planning

• candidatesnot tested/assessedtoidentifypotential accessarrangementrequirements

• evidenceofneedandevidence tosupport normalwayofworkingnotcollated

• Pre-exams

• approvalforaccessarrangementsnot appliedfor totheawardingbody

•modifiedpaper requirementsnotidentifiedinatimelymanner to enableordering tomeet external deadline

• staffprovidingsupport toaccessarrangement candidatesnot allocatedandtrained

• Exam time

• accessarrangement candidatesupport not arrangedforexam rooms

•SENCo Assistant can identify candidate not yet approved by Awarding Bodies

•Exams Officer to organise staff to support Access Arrangements and to invigilate exams

•Obtain help from other staff trained in testing for Access Arrangements

3. Teachingstaffextendedabsenceatkeypoints intheexam cycle

Criteriafor implementationoftheplan

Keytasksnotundertakenincluding:

•Early/estimatedentryinformationnot provided totheexamsofficerontime; resultinginpre-release informationnotbeingreceived

• Final entry informationnotprovided totheexamsofficerontime; resultingin:

• candidatesnotbeingenteredfor exams/assessmentsorbeingenteredlate

• lateor otherpenaltyfeesbeingchargedbyawardingbodies

• Internal assessment marksandcandidates’worknotprovidedtomeet submissiondeadlines

Centreactions:

•Head of Centre will provide Exams Officer with estimated/final entries.

•Head of Centre will provide Exams Officer with coursework marks and samples

•Head of Centre may recruit temporary Teachers to provide support

4. Invigilators- lackof appropriatelytrainedinvigilatorsor invigilator absence

Criteriafor implementationoftheplan

• Failure torecruitand trainsufficientinvigilatorstoconduct exams

• Invigilatorshortageonpeakexamdays

• Invigilatorabsenceonthedayofanexam

Centreactions:

• EOTAS only uses staff to Invigilate, therefore staff may be utilised from other Centres

5. Disruption to Public Transport preventing students from reaching Exams Centres

Criteriafor implementationoftheplan

•Candidates unable to take examinations due to planned lack of public transport

•Candidates unable to take public examinations due to sudden disruption of public transport

•Candidates arrive late due to public transport problems

Centreactions:

Monitor news agencies on a regular basis to identify any public transport issues

Centre to liaise with candidates to identify whether the examination can be sat at an alternative venue in agreement with the relevant awarding body

Centre to offer candidates an opportunity to sit any examinations missed at the next available series

Centres to apply to awarding bodies for special consideration for candidates where they have met the minimum requirements

Latecomers to be permitted to take their examinations providing they are within the JCQ regulations

6. Examrooms- lackofappropriateroomsor mainvenuesunavailableat short notice

Criteriafor implementationoftheplan

• Examsofficerunableto identify sufficient/appropriateroomsduringexamstimetableplanning

• Insufficient roomsavailableonpeakexam days

• Mainexamvenuesunavailabledue toanunexpectedincident at exam time

Centre actions:

• Alternativevenuestobesourced

7. Failure of IT systems

Criteriafor implementationoftheplan

• MISsystem failureat final entrydeadline

• MISsystem failureduringexamspreparation

• MISsystem failureat resultsreleasetime

Centreactions:

•TheCentretocommunicatewith relevantawardingbodiesat theoutset toresolve theissue.

•IT support called to support urgent retrieval of the systems

•Awarding bodies contacted to request extension to deadline

•Results can be downloaded direct from Awarding bodies websites and from another location

8. Disruptionof teachingtime–Centreclosedforanextendedperiod

Criteriafor implementationoftheplan

•Centreclosedor candidatesareunabletoattend foranextendedperiodduringnormalteachingor studysupportedtime,interrupting theprovisionofnormal teachingandlearning

Centreactions:

•Centretocommunicatewithparents, carersandstudentsabout thepotentialfor disruption toteaching timeandplanstoaddressthis.[JointContingency Plan(JCP)scenario1]

9. Candidatesunabletotakeexaminationsbecauseof acrisis–centreremainsopen

Criteriafor implementationoftheplan

• Candidatesareunable toattendtheexaminationCentretotakeexaminationsasnormal

Centreactions:

•Thecentretocommunicatewith relevantawardingbodiesat theoutset tomakethem awareof theissue.

•Thecentretocommunicatewithparents,carersandcandidatesregardingsolutionstothe issue. [JointContingency Plan(JCP)scenario2]

10. Centreunabletoopenasnormalduringtheexamsperiod

Criteriafor implementationoftheplan

• Centreunabletoopenasnormalfor scheduledexaminations

Centreactions:

•Open for examinations only if this is a possibility (snow days etc.)

•Use alternative venues in agreement with the exam boards. These can be other Centre’s or public buildings

•ACentrewhichisunabletoopenasnormalforexaminationsmustinformeachawardingbody withwhichexaminationsareduetobetakenassoonasispossible.[JCP scenario5]

•Apply for special considerations for all students who meet the minimum requirements.

11.Disruptioninthedistributionof examinationpapers

Criteriafor implementationoftheplan

• Disruption tothedistributionofexaminationpaperstotheCentre inadvanceofexaminations

Centreactions:

• TheCentretocommunicatewithawardingbodiestoorganisealternativedeliveryofpapers.

[JCP scenario3]

12.Delay in normal collection arrangements for completed examination scripts

Centreactions:

• TheCentretocommunicatewith relevantawardingbodiesat theoutset toresolve theissue.

[JCP scenario4]

13.Assessmentevidenceisnot availabletobemarked

Criteriafor implementationoftheplan

•Largescaledamagetoordestructionofcompletedexaminationscripts/assessmentevidencebefore itcanbemarked

Centreactions:

•It istheresponsibilityoftheHeadofServie tocommunicatethisimmediatelyto therelevantawarding bodyandsubsequentlytostudentsandtheir parentsor carers. [JCP scenario6]

14.Centreunabletodistributeresultsasnormal

Criteriafor implementationoftheplan

•Centreisunable toaccessormanagethedistributionofresultstocandidates, or tofacilitatepost- resultsservices

Centreactions:

• Centrestocontact awardingorganisationsaboutalternativeoptions.[JCP scenario11]

Causes7-13– allscenarios,criteriaandspecificcommunicationshavebeentakendirectlyfromtheJointcontingencyplan inthe event ofwidespread disruptiontotheexaminationsysteminEngland,WalesandNorthernIreland (detailsofwhichcanbefound on nextpage)

Furtherguidanceto informandimplementcontingencyplanning

Ofqual

Jointcontingencyplanintheevent ofwidespreaddisruptiontotheexaminationsystem inEngland,Wales andNorthernIreland

ireland

JCQ

Generalregulations

alternativesitearrangements

Instructionsforconductingexaminations

Aguide tothespecial considerationprocess

GOV.UK

Emergenciesandsevereweather: schoolsandearlyyearssettings

Teaching time lost due tosevereweatherconditions

Dispatchof examscriptsguide:Ensuringtheservice runssmoothly; Contingencyplanning

Created by: Tracy Hanks

24-Mar-16