Exams, access and assessments policy

Policy Statement

Learn Devon is committed to ensuring that all examination and assessment practices are conducted fairly and equitably in line with Joint Council for Qualifications (JCQ) and individual awarding body requirements.

It is the responsibility of everyone involved in examination and assessment process at Learn Devon to read, understand and implement this policy.

Where references are made to JCQ regulations/guidelines, further details can be found at www.jcq.org.uk

Instructions-for-conducting-Functional-Skills-assessments-English-and-Mathematics_24_FINAL.pdf (jcq.org.uk)

Scope

This policy applies to all learners of Learn Devon seeking assessment and/or examination certification and staff involved in and/or responsible for managing that assessment.

For the purpose of this policy, “Coursework” is defined as any piece of assessed work where the mark contributes to the final grade of a course undertaken at Learn Devon. “Formative Assessment” is defined as any piece of assessed work where the mark does not directly constitute a final grade for examination purposes.

Aims

To ensure the planning and management of examinations and assessment is conducted efficiently and in the best interest of candidates with clear guidelines for all staff and learners.

Learn Devon

Procedures for Contingency planning

Learn Devon will be guided by the examination board, for local or regional shutdowns or any other emergency as required. Staff will refer to the Examination contingency plan.

Exam Contingency Plan and Business Continuity plan

• The Exam Officer or Head of Centre will advise SMT of Examinations missed due to lockdown (local or regional) or any other emergency.
• Exams Officer will cascade the procedure set by the exam board to all staff including Tutors, Senior Tutors; HLLSA (Higher Level Learning Support Assistants), and staff who have completed exam invigilation training
• Learners will be advised by email or letter (if time permits) to advise of steps set for their examination sessions.

Invigilators will be informed of guidance procedures/cancellation by the exams officer.

1. Exam responsibilities and arrangements

The exams tracking spreadsheet on SharePoint must be used at all times. The Countywide tracker contains full details for exam entry tracking for specific area and will include exams delivered in external venues.

Exam administration and processes  Exam Administration Library

Contact adultlearningexams-mailbox@devon.gov.uk

1.1 The Head of Service/Senior Operations Manager

• Has overall responsibility for the service as an exams centre and advises on appeals and re-marks.
• Is responsible for overseeing the sharing dates of English and maths exams with the whole service, so that all core staff can make themselves available to support the exam process. (for planned FS dates refer to Exams and Accreditation guide)
• Investigate and report any incidents of malpractice.

1.2 The Exams Officer

• Manage the administration of internal exams and external exams and act as Exams Officer for the County.
• Advise the HOC/Senior Operations Manager, teaching staff and Curriculum Officers, SENCo, Invigilators (Temp Bank staff or trained Learn Devon Staff) and other relevant support staff on annual exams timetables and procedures as set by the various awarding bodies including informing staff of relevant dates.
• Oversee the production and distribution, to all Customer Support Officers with direction through the Senior Customer Support Officer and candidates, of an annual and termly calendar for all exam dates in which candidates will be involved and communicate regularly with staff concerning imminent deadlines and events. Use JCQ website and outlook invitations where applicable.
• Ensure that candidates and, where appropriate, parents/carers (16-18) are informed of and understand those aspects of the exams timetable that will affect them.
• Check with teaching staff that the necessary coursework is completed on time and in accordance with JCQ guidelines. The Exam officer informs the tutor of the information/timeline for completion with responsibility of completion with line manager/Curriculum Officer.
• Provide and confirm data on “intention to enter” and “estimated entries” where required in line with awarding body deadlines.
• Maintain systems and processes to support the timely entry of candidates for their exams.
• To Support Exam teams to receive, check and store securely all exam papers and completed scripts and ensure that scripts are dispatched as per the JCQ guidelines. The Exams officer is responsible for staff carrying out these tasks to ensure Exam Teams are informed and carry out as instructed.
• Identify and manage exam timetable clashes.
• Account for income and expenditure relating to all exam costs/charges via the DCC approved finance systems. (changing Autumn 2024 from P2P)
• Ensure candidates’ coursework marks are submitted, and any other material required by the appropriate awarding bodies correctly and on schedule.
• Track, dispatch, and store returned coursework and arrange for dissemination of exam results and certificates to candidates and forward, in consultation with the Customer Support Officer any postal results service requests. The Exam officer will be responsible for the electronic postal log introduced Autumn 2024.
• Book invigilators on a termly basis. ONLY trained staff for each Academic year may be used. Staff who have completed their training are recorded in SharePoint. Work with SENCo to ensure that any Exam Access arrangements in place and Exam Support for Readers/Scribes/other needs meet with quality assurance.
• Facilitate yearly on-line training/update meetings for invigilators as directed by Exams Officer with support of Senior Customer Support Officer.
• Inform invigilators about type of exam and any access arrangements. Training and recruitment of Invigilators on booking the invigilator.
• Arrange for the dispatch of distance learners’ results and certificates.
• Ensure candidates have received their statement of entries at least one month in advance except for GCSEs which must be prior to final entry date (mid-February) to avoid unnecessary late fees being incurred.
• Where applicable provide new/current Covid/lockdown guidelines from examination boards for guidance on local/regional lockdown and actions outlined in the exam contingency plan.

1.1 Curriculum Officers are responsible for (in liaison with SENCo and Tutors):

• • Advising all necessary staff of exams and assessment requirements relating to curriculum related awarding bodies.
    • Pearsons/Edexcel
    • Ascentis
    • City & Guilds
    • CMI
    • Gateway
    • NCFE
  • Accurate completion of entry and all other mark sheets and adherence to deadlines as set by the Exam Officer/ awarding bodies.
  • Confirming and advising Exam Officer of exams schedules set by awarding bodies where applicable. e.g. GCSE
  • Accurate completion of coursework and declaration sheets.
  • Decisions on post-results procedures in liaison with tutors including re-sits.
  • Supporting the training of Invigilators and Internal Quality Assurance by SENCo where applicable

1.2 Tutors are responsible for:

• Preparing learners, identifying access arrangements where applicable and establishing a normal way of working, supplying information as required to the Exam Officer.
• Identifying if allocated room is unsuitable – particularly in outreach venues in a timely manner so alternatives can be found.
• Ensuring that all evidence requested for access arrangements by the SENCo is submitted according to the deadlines set by JCQ and awarding bodies. This will entail: check for evidence already obtained, 2: check the level of evidence required for the access arrangements identified as appropriate. 3. submit the EAA form for those that require assessments or evidence to be submitted with an awareness of the deadlines for completion.
• Informing SENCo of any candidate identified as possibly requiring special or access arrangements before exam entries are made and in line with JCQ and awarding body guidelines.
• Passing on information about entries for portfolio qualifications to the Exam Officer in line with awarding body requirements.
• Ensuring any learner concerns on sitting exams is discussed with SENCo and/or Exams Officer for extra support where applicable. Learners will be offered a maximum of 2 resits after initial examination, where a learner fails their exam the tutor is responsible for engaging with the learner to review results, support or signpost to alternative learning.
• Invigilators are trained through e-training registration

Invigilator Training Tracker

1.3 SENCo, Learning Advisers, working with Tutors, cover the role of special educational needs coordinator (SENCo) and are responsible for:

• Identification and testing of candidates’ requirements for access arrangements at least 8 weeks prior to exams and notifying the Exam Officer in good time so they can put in place exam day arrangements.
• Process any necessary applications to gain approval (if required).
• Make applications for special consideration following the regulations in the JCQ publication – ‘A guide to the special consideration process’ with support from the SENCo liaising with the Exam Officer and Tutor to provide clear information and evidence is in place for the access arrangements required by candidates in exams rooms, for example: a reader, scribe or additional time.

1.4 Access arrangements for use of laptops will form part of the access arrangements and reasonable adjustments evidence, working with Tutors, to cover the role of special educational needs coordinator (SENCo) and are responsible for:

Confirmation of use of a word processor reflects the candidate’s normal way of working within the centre for example, where the curriculum is delivered electronically, and the centre provides word processors to all candidates.

Tutors are to ensure that all laptops requests are in line with the on-line delivery policy guidance  Online Delivery Policy and Guidance for Staff.docx (sharepoint.com)

For GCSE On-line delivery, exams are paper based, and expectation is for learners to take written exams unless access arrangements have been submitted.

This information should be shared with learners on the CIS (Course Information Sheets) and followed up on entry.

• Candidates may benefit from the use of a word processor for examination, for example:
  • a learning difficulty which has a substantial and long-term adverse effect on their ability to write legibly;
    a medical condition;
  • a physical disability;
  • a sensory impairment;
  • planning and organisational problems when writing by hand;
  • poor handwriting.

The centre’s senior leadership team statement for inspection purposes which details the criteria the centre uses to award and allocate word processors for examinations Learn Devon Use of Laptop in Exam policy.docx

Regulations and Guidance – JCQ Joint Council for Qualifications

A guide to the special consideration process – General and Vocational qualifications www.jcq.org.uk

1.6 Invigilators are responsible for:

• Following the guidelines in the JCQ publication ‘Instructions for the conduct of examinations’ and ensuring the smooth running of exams. JCQ-Instructions-for-conducting-examinations-2024_FINAL.pdf
  • Exam paper checks with Exam Officer or responsible staff member
  • Learner ID checks before entry to exam room
  • Completing any incident logs and feedback on the exam session
  • Check paper level and subject for each candidate in advance of starting each session
• Where applicable updated Covid or emergency regulations are adhered to during the face-to-face exam sessions, these will be shared before exam session takes place (A copy will be available for all staff and learners conducting/taking exams).
• Assisting the Exam Officer in the efficient running of exams according to JCQ regulations.
• Collection of exam papers and other material from the exams secured exam room/stores before the start of the exam will be overseen by JCQ secure storage authorised staff only. Named staff who are listed as authorised staff with the exam organisations will have access only to the secured exam rooms/stores.
• Collating of all exam papers in the correct order at the end of the exam and ensuring their return to the exams administration team for postal/final checks.
• Recording any untoward incidents.
• Communicating with exams officer, SCSO or senior staff on duty during exams if there is problem.
• Confirming their availability at the start of each term for all exam schedules shared by the Exams Officer
• Complete online training at least annually at the start of the academic year in line with JCQ regulations.
• Maintaining knowledge of Learn Devon processes by accessing newsletters and staff updates sent via Learn Devon email.

1.6 Curriculum Officers and Senior Tutors

• Checking and following up that portfolios and assessments are completed in a timely manner in liaison with the Exam Officer.
• Supporting delivery staff with timely entry information.
• Ensuring tutors are supplied with up-to-date information and have a clear understanding of the exam process and learners are supported.

1.7 All core staff are responsible for

• Ensuring that they are available to support GCSE, Functional Skills, ESOL and all other exams including invigilating (trained staff only) as necessary.

1.8 Candidates are responsible for:

• Checking their statements of entry and ensuring personal details are correct and that they have been registered for the correct exam subject and level.
• Ensuring that they are aware of the exam dates.
• Understanding coursework regulations and signing a declaration that authenticates the coursework as their own.
• Ensuring they conduct themselves in all exams according to JCQ regulations.
• Declaring any concerns or requests for Exam support asap but a minimum of 6 weeks prior to sitting exam.
  • Tutor information on Timescales: Assessment requirements for each course and observe the learner to identify needs and advise on access arrangements (seeking advice from SENCO where necessary) within the first 8 weeks of the course. Ideally a practice paper or mock exam will consolidate/highlight those requiring access arrangements. Currently 6 weeks’ notice minimum is needed for
    • Extra time over 25%
    • Practical Assistant
    • Scribe/speech recognition technology all other arrangement are required to have evidence in place before they sit the exam
    • The Senco will support tutors in the process with guidance and information
  • The qualifications offered by Learn Devon are decided by the Curriculum Officers.
  • The subjects offered for these qualifications in any academic year may be found in Learn Devon’s published programme for that year or within the Curriculum plans.
  • Decisions, where appropriate, on whether a candidate should be entered for a particular subject will be taken by the Tutor in consultation with the Curriculum Officer.

2. Exam timetables

• The Exam Officer with support from the Curriculum officer diarise the exam schedules.
• Once confirmed, the Exam Officer will circulate the exam timetables for internal and external exams at a specified date before each series begins.

3. Entries, entry details and late entries

• Candidates or parents/carers can request a subject entry, change of level or withdrawal. If there is a fee, that fee will be passed on to the candidate.
• Entry deadlines are circulated to staff via email.
• The Exam Officer with support from Customer Support Officer will send to each GCSE candidate a Statement of Entry detailing the exam times, dates, required equipment, rules and regulations for checking details are correct and information
  • Entries and amendments made after an awarding organisation’s deadline (for example: late) require the authorisation, of the budget holder. GCSE re-sits/retakes are allowed.
  • Functional skills re-sits/retakes are allowed. Max of 3 (2 resits) then referred to tutor to discuss support or change of level.
  • Re-sit decisions are made by Head of Centre in consultation with Tutors.

4. Exam fees

• The Exam Officer will publish the deadline for actions well in advance for each exam series.
• GCSE entry exam fees are paid by Learn Devon.
• Functional skills entry exam fees are paid by Learn Devon.
• Late entry or amendment fees are paid by Learn Devon centres, department or candidate depending on circumstances.

5. Equality Legislation

• Exam cover/Centre staff must ensure that they meet the requirements of any equality legislation.
• The Centre will comply with the legislation, including making reasonable adjustments to the service that hey provide to candidates in accordance with requirements defined by the legislation, awarding bodies, and JCQ. This is the responsibility of the Exam Officer and all Learn Devon staff.

6Reasonable adjustments

• Access arrangements are agreed before any exam or assessment and give learners with learning difficulties and/or disabilities necessary provision to create an equal environment without affecting the integrity of the assessment.
• The SENCo and Tutors will work in partnership and communicate about learners with special educational needs and any special arrangements that individual candidates will need during the course and in any assessments /exams. Once agreed this information will be sent to the Exam Officers. The SENCo will file the evidence in the learner folders SharePoint. All files are time-limited and should be used within this period or re-assessed/evidence updated, previous arrangements can only be applied IF consistent with learner’s normal way of working and relevant to the subject. Tutors and SENCo communicate to establish access arrangements and secure evidence where required. When entries are applied for through the Exams Officer, the agreed arrangements should be applied for on the entry form; The Exam officer will check all evidence is in place and informs the learner of what to expect as way of support during their exams. A candidate’s access arrangements requirement is determined by the SENCo and
• Ensuring there is appropriate evidence for a candidate’s access arrangement is the responsibility of SENCo and Tutors. All evidence MUST be recorded on SharePoint and with the Exam Officer.
• Submitting completed access arrangement applications to the awarding bodies is the responsibility of the SENCo with a completed copy of the data sharing document from JCQ. SENCo and Exams Officer should work in collaboration to ensure all learners are processed ahead of deadlines and additional rooms and staff can be allocated.
• Rooming for access arrangement candidates will be arranged by the Exams officer with support from Senior Customer Support Officer and Customer Support Officers as directed.
• Invigilation and support for access arrangement candidates, as defined in the JCQ access arrangements regulations, will be organised by the Exams Officer.

7. Contingency planning

• Contingency planning for exams administration is the responsibility of the Senior Operations Manager, working with the Exams Office with support from the SCSO.
• Contingency plans are available via SharePoint and are in line with the guidance provided by Ofqual, JCQ and awarding organisations. Useful links;
• Curriculum Catalogue.xlsx (sharepoint.com)
• Exam Contingency Plan

8. Private candidates

• Learn Devon does not offer exam facilities to private candidates. Learn Devon will support candidates with exam entries and sits to our projects/partners working with Learn Devon. All learners will be requested to complete a BKSB and support needs discussion.

9. Managing invigilators

• Learn Devon staff will be trained to support invigilation, for any temp bank invigilators to be used this must be agreed with Senior Operations Manager/Operations Manager.
  • Invigilator Training Tracker
• Securing the necessary Disclosure Barring Service (DBS) clearance for new invigilators is the responsibility of Temp solutions following agreed recruitment procedures.
• Invigilators’ rates of pay are set by DCC (Devon County Council)
• Invigilators are trained through e-training registration
• Invigilators are required to sign up to exams dates in advance on a termly basis and briefed by the Exams Officer.
• When invigilating and assessing young people aged 16-18 an additional member of staff will also be present on the rare occasions a single young person is taking an exam. See Safeguarding and Prevent Duty Policy; Safeguarding and Prevent Duty Guidance for staff, and Provision for Young People Policy.
• When a staff member has been appointed to invigilate, read/scribe and/or assessing a learner they have been working with, an additional member of staff/invigilator will be required.

10. Malpractice, Maladministration, and Plagiarism

• Guidance from the Awarding Organisations will be followed in investigating any suspicion of malpractice/maladministration or plagiarism
• Awarding Organisations will be notified in accordance with the ICE (Instructions for Conducting Examinations) regulations. JCQ-Instructions-for-conducting-examinations-2024_FINAL.pdf
• The HoC/Senior Operations Manager in consultation with the Senior Teaching and Learning Manager are responsible for investigating suspected malpractice, maladministration, or plagiarism.

Artificial Intelligence

• The Joint Council for Qualifications (JCQ) has provided updated guidance on the use of AI in assessments to ensure the integrity of qualifications. Here are some key points from their guidance:
• Guidelines must provide clear information to learners on the appropriate use of AI tools in assessments. These can be found on the Awarding Organisations website and will form the basis for tutors supporting their class delivery.
• Acknowledgment and Referencing: Any use of AI must be properly acknowledged and referenced within the learners work and/or assessments, failure to do so will result in possible fail or malpractice.

Independent Work: The final submission must reflect the student’s own independent work and understanding.

• Detection and Consequences: JCQ has implemented AI detection tools to identify unreferenced AI-generated content. Misuse of AI can lead to serious consequences, including disqualification^.
• Support for Teachers and Students: JCQ has developed resources such as posters, information sheets, and presentations to help tutors and learners understand and comply with the guidelines
• For more detailed information, you can refer to the JCQ’s official guidance on their website or speak with our Exams Officer.

11. Exam days

• The Customer Support Officers will book all exam rooms after liaison with other users and make the question papers, other exam stationery and materials available for the invigilator. This will be directed by the Exams Officer.
• Site management staff are responsible for setting up the allocated rooms and will be advised of requirements in advance. In the absence of site management staff this will be responsibility of customer service team and all other Learn Devon staff.
• The Invigilators will start and finish all exams in accordance with JCQ guidelines.
• Subject staff / tutors may be present at the start of the exam to assist with identification of candidates. Any staff present must be in accordance with the rules defined by JCQ concerning who is allowed in the exam room and what they can do.
• In practical exams, subject teachers tutor availability will be in accordance with JCQ guidelines.
• Exam papers must not be read by subject teachers or removed from the exam room before the end of a session. Papers can be distributed to Curriculum staff/tutors in accordance with awarding bodies’ recommendations.
• After an exam, the Exams Officer will direct exam cover staff for the safe dispatch of completed and unused examination scripts to awarding bodies. This will be completed in conjunction with invigilators to ensure all attendance sheets are completed, all documentation where applicable is returned/retained in the safe store. The Exam cover staff will inform the Exams Officer asap of any incidents during the exam session or any other related issues. They will inform the Exams Officer when completion of exams and the despatch of papers on all exam sessions has been actioned.
• After an exam, the Exams Officer will be informed via the authorised named Exam support or CSO the following; The exam has taken place as planned; any incidents logged, the safe dispatch of completed papers and attendance lists and unused examination scripts, attendance log copies and other relevant documents are returned to the Exam room.

13. Candidates

• The Exams Officer with Support from Customer Support Officer, will provide written information to candidates in advance of each exam series. A formal briefing session for candidates may be given by the Tutors.
• The Service will publish rules on acceptable dress and behaviour during exams and provide a safe area for Candidates’ personal belongings brought to the exam session, but remain away from the exam room. Any belonging stored in this area remain the responsibility of the learner and the Centre accepts no liability for their loss or damage.
• In an exam room candidates must not have access to items other than those clearly allowed in the instructions on the question paper, the stationery list, or the specification for that subject. This is particularly true of mobile phones and other electronic communication or storage devices with text or digital facilities. Any prohibited items must not be taken into an exam room.
• A clear bottle of water may be brought into exam room. Any candidate requiring food to be available to them must inform Centre in advance and Invigilator immediately prior to the exam. This must not be something that can disturb other candidates.
• Disruptive candidates are dealt with in accordance with JCQ guidelines.
• Candidates expected to stay for the full exam time at the discretion of the Invigilator.
• GCSE candidates must be supervised for at least an hour after published start time.

Note: candidates who leave an exam room must be always accompanied by an appropriate member of staff. The invigilator and exam cover staff must follow the exams officer’s instructions on managing late or absent candidates, as detailed in the ICE book. JCQ-Instructions-for-conducting-examinations-2024_FINAL.pdf

13. Clash candidates

• The Exams Officer will be responsible as necessary for supervising escorts, identifying a secure venue, and arranging overnight stays.

14. Special consideration

• Should a candidate be unable to attend an exam because of illness, suffer bereavement or other trauma, be ill or otherwise disadvantaged or disturbed during an exam, then it is the candidate’s responsibility to alert the Exams Officer to that effect.
• The candidate must support any special consideration claim with appropriate evidence within 7 working days of the exam.
• The Exams Officer will make a special consideration application to the relevant awarding organisation within 10 working days of the exam with support from relevant staff.

15. Assessments

• It is the duty of Curriculum to ensure that all internal assessments are ready for dispatch at the correct time. The Exams Officer will assist by keeping a record of each dispatch, including the recipient details and the date and time sent.
• For Ascentis Exams Officer with Support from Senior Customer Support Officer will ensure there is no conflict of interest as outlined in Ascentis guidance. If a conflict has been identified on the Conflict of Interest Declaration Form and sent to Ascentis

16. Results

GCSE

• Candidates will receive individual results slips on results days: ***
• in person at the centre
• by post to their home address
• collected on behalf of a candidate by third parties, provided they have written authority from the candidate to do so and bring suitable identification with them that confirms who they are.
• The results slip will be in the form of an awarding body produced document.
• Arrangements for the Centre to be open on results days are made by the Head of Centre
• The provision of the necessary staff on results days is the responsibility of the Operations Manager/Senior Customer Service Officer.

Other

• Candidates will receive Pass certificates from the Exam officer; where a learner has failed and still attending, the tutor will be advised of the result to speak with the learner to identify where extra support will be required and to review their end of learning date; book a re-sit. Where learners have left their learning the Exam officer will contact the learner to advise them of their failed result.

*** All distribution and enquiries of results will follow guidance provided by Examination Boards relating any local or regional lockdowns, following service guidance with all staff and learners informed in advance.

17. Complaints and Appeals

• Learners are provided with learner information at the start of course explaining methods on the Complaints and Appeals process.
• Learners are informed of routes to appeal in writing with their information about exams. Exam Officer responsible for ensuring that this reflects up to date awarding organisation guidance.

18. Enquiries about Results (EAR)

• EARs (Enquiries About Results) may be requested by Centre staff following the release of results. A request for a re-mark or clerical check requires the written consent of the candidate, a request for a re-moderation of internally assessed work may be submitted without the consent of the group of candidates.
• The cost of EARs will be paid by the candidate.
• All processing of EARs will be the responsibility of the Exams Officer following the JCQ guidance.

19. Access to Scripts (ATS)

• After the release of results, candidates may ask subject staff to request the return of written exam papers before the awarding body deadline.
• Centre staff may also request scripts for investigation or for teaching purposes. For the latter, the consent of candidates must be obtained.
• An EAR cannot be applied for once an original script has been returned.
• Processing of requests for ATS will be the responsibility of the Exams Officer.

20. Certificates

• Candidates will receive their certificates.
  • by post to their home address as recorded on the MIS (Management Information System) system.
• The Centre retains certificates for one year if they are returned as undelivered. After 12 months uncollected certificates are returned to the Awarding Organisation.

21. A new certificate will not be automatically issued by an awarding organisation. A replacement ordered through the Awarding Organisation if the candidate agrees to pay any costs incurred.

See Paragraph 1.3 – The learner is advised to check their personal details including spelling of their preferred name etc before certificate claims/entries are made.

Useful links:

JCQ-Instructions-for-conducting-examinations-2024_FINAL.pdf

Access Arrangements and Reasonable Adjustments

Instructions for Conducting Coursework

Instructions for Conducting Non-Examination Assessments

Suspected Malpractice in Examinations and Assessments – Policies and Procedures

Learn Devon Use of Laptop in Exam policy.docx (sharepoint.com)

Updated September 2024