This plan identifies possible risks and issues that could cause disruption to the exams process in Ziauddin Schools. This plan outlines the actions and procedures to be undertaken in case of any disruption in our exam processes.
Purpose of the Plan
Alongside bespoke internal processes to Ziauddin Schools, this plan is informed by the Ofqual Exam System Contingency Plan (UK).
This plan also confirms the Ziauddin Schools, as a group of schools, is compliant with the JCQ regulation (section 5.3, General Regulations for Approved Centres 2019-2020), such that the centre:
“…has in place a written examination contingency plan which covers all aspects of examination administration. This will allow members of the senior leadership team to act immediately in the event of an emergency or staff absence. The examination contingency plan must be readily available for inspection purposes;
(The examination contingency plan should also reinforce procedures in the event of the centre being unavailable for examinations owing to an unforeseen emergency)”
[JCQ General regulations for approved centres, 5.3]
Possible Causes to Disruption to the Examination Process
- The individual nominated as Exam Coordinator has extended absence at key points in the exam process (the exam cycle)
Key tasks required in the management and administration of the exam cycle which may not be undertaken include:
- Planning
- Entries
- Pre-exams
- Exam time
- Results and post-results
Actions (General)
The Exam Coordinator must maintain a week-by-week schedule of tasks that need to be done in an Exams Diary. This can be accessed by the Principal at any time.
Making Entries in an Exams Diary
The Exam Coordinator and School Principal have access to the Exams Diary in order to make entries. Subject leads/ teachers will be asked to check entries in good time before entry deadlines.
Coursework
Where applicable, the teachers are aware of deadlines and the work that has to be submitted. The Exam Coordinator will submit coursework marks and check that coursework samples are sent by teachers by the required dates.
During Exams Period
In case of absence, the Exam Coordinator will inform the Principal in good time so that the smooth running of examinations can be ensured.
A folder will be maintained during each exam period detailing which exams are taking place and when, with seating plans, access arrangements information, rooms, candidate (student) lists, attendance registers and invigilator lists. These must be easily accessible in the exams folder, clearly labelled.
Exam Papers
The Exam Coordinator and Principal have access to the keys to the secure exam storage room and safe. Exam papers are set out in the secure storage in date order so that the following day’s exam papers are always easily found.
Exam packets may need to be opened and re-packed if an exam is taking place in more than one room. In this case, this must be witnessed by a second person to check that the correct envelope is being opened.
Exam Scripts Protocols
Scripts must be packed and either (i) dispatched immediately or (ii) locked up in the exams storage room in the storage cupboard/ safe.
The exam attendance registers and seating plans must be stored in the exams safe room in labelled folders. One copy will go into the envelope with the exam scripts. Envelopes are to be stored in the exams safe room.
Special Education Needs
Specialist advice will be sought from outside agencies if the need arises. Contact will be made by the Principal. Key tasks required in the management and administration of arrangements in this instance include:
- Planning
- Pre-exams
- Exam time
- Teaching staff extended absence at key points in the exam cycle
Criteria for implementation of the plan include the following key tasks not undertaken:
- Early/estimated entry information not provided to the Exam Coordinator on time
- Final entry information not provided to the Exam Coordinator on time resulting in candidates not being entered for exams or being entered late
- Non-examination assessment tasks not taken by candidates as schedule
- Candidates not being informed of assessment results before results are submitted to the awarding body, meaning the candidate is not able to appeal internal assessment decisions
- Internal assessment marks and candidates’ work not provided to meet awarding body submission deadlines
Actions
The Exam Coordinator will closely monitor the key tasks undertaken by teachers and will liaise with the Principal regarding entry information. The Principal will monitor the progress of non-examination tasks, coursework marks and internal assessment marks and ensure steps are put in place to complete these and inform candidates of their results within appropriate timescales. Awarding bodies will be informed of any potential issues as soon as possible.
- Lack of appropriately trained invigilators or invigilator absence
Criteria for implementation of the plan:
- Failure to recruit and train sufficient invigilators to conduct exams
- Invigilator shortage on busy exam days
- Invigilator absence on the day of an exam
Actions
All teachers in school will be trained as invigilators and can be seconded for invigilator duty. If an invigilator is absent and no other invigilator is available, the Principal can stand-in as invigilator.
- Lack of appropriate rooms/ rooms unavailable at short notice
Criteria for implementation of the plan:
- The Exam Coordinator is unable to identify sufficient/appropriate rooms when preparing the exams timetable
- Main exam rooms unavailable due to an unexpected incident at exam time
Actions
- Timetable changes will be made to ensure that appropriate rooming is in place
- If there is an unexpected incident at exam time preventing the use of a room, the Principal will liaise with local venues or event organisers to accommodate the exam – students must be kept secure for the duration of the delay.
- Failure of IT systems
Criteria for implementation of the plan:
- System failure during exams preparation
- System failure during online/ ICT-based exam
- System failure entering grades
Actions
- In the event of a system, the ICT Manager will be informed as soon as possible and every step will be taken to reinstate the system to working condition
- Steps will be taken to continue proceedings using manual systems
- Emergency evacuation of the exam room (or school lock down)
Criteria for implementation of the plan:
Whole school evacuation (or lock down) during exam time due to serious incident resulting in exam candidates being unable to start, proceed with or complete their exams
Actions
In an emergency:
- An alarm will sound
- If the need arises for an evacuation, the normal school evacuation procedures will apply
- In the case of a lockdown situation, the normal lockdown protocol will be followed
The exam will need to be re-scheduled and new exam scripts will need to be created. The awarding body must be contacted at the earliest possible time regarding the incident and the actions being taken.
Procedure:
- Candidates will stop writing and place their papers face down on the desk
- The Exams Officer will remind the candidates of the need to remain in silence and not communicate with any other candidate
- For an evacuation situation, the candidates will evacuate the room in an orderly fashion via the nearest door. The invigilator will secure the room
- The invigilator will take the attendance register and take attendance once evacuation is complete
- Returning to the Exam Room:
- Candidates will return to the exam room in an orderly fashion
- In assessing whether or not to continue the exam, the Exam Coordinator will liaise with the Principal, taking the following factors into consideration:
– The length of time that has passed since the start of the exam
– The amount of time left to complete the exam
– Whether there is sufficient time to complete the exam before another exam is due to begin, or classes are timetabled
– The invigilator will ask all candidates to mark their work with an asterisk so that the exam board can identify where the candidates’ concentration was disturbed
– The candidates will continue with the exam and be given the full allocated amount of time to complete the exam
– If the above conditions cannot be met the Principal will decide whether to abandon the exam
- If the session is to be abandoned, this will be either:
- Because of consideration of the criteria above
- Because re-entry to the premises cannot be secured
- Because the risk of communication between candidates and/or the validity of the exam cannot be guaranteed
The Exam Coordinator will contact the Exam Board at the first opportunity and then apply for special consideration
2.7 Disruption of teaching (e.g. school is closed for an extended period)
Criteria for implementation of the plan:
- School closed or candidates are unable to attend for an extended period during normal teaching, interrupting the provision of normal teaching and learning
Actions
In this instance, it is the responsibility of the school to prepare students, as usual, for examinations. Schools should have plans in place to facilitate alternative methods of learning.
2.8 Candidates are unable to take examinations because of a crisis/ personal circumstance
Criteria for implementation of the plan:
- Candidates do not turn up for an exam
- Candidates are taken ill during an exam
- Awarding Body communications systems fail for online exams
Actions
Students do not turn up for exam:
The Principal will ring home. Candidates can be admitted into the exam room up to 1 hour after the start of the exam when the exam, but the candidate is not allowed additional time.
If a candidate cannot attend an exam, the candidate can be given the opportunity to sit the exam at the next available exam cycle
Student taken ill during exam:
The candidate must be escorted out of the exam room and be supervised at all times.
The invigilator will contact the Principal.
If the candidate cannot continue with the exam, the candidate can be given the opportunity to sit the exam at the next available exam cycle.
Awarding Body communication systems fail for online exams:
Contact awarding body immediately
2.9 School unable to open as normal during the exams period (e.g. adverse weather)
The school should have a team of staff who, should conditions allow, be able to come to school to ensure that timetabled exams go ahead. To ensure the correct administration of exams, the team has to include the Exam Coordinator or Principal.
The Principal will assess the possibility of staff being able to attend.
2.10 Work to be assessed is not available (i.e. damage or destruction)
The candidate will retake the assessment that has been affected.