Professional Documents
Culture Documents
Exam preparation
Access arrangements reader and scribe scripts Facilitating private candidates briefing candidates and home educators to minimise issues Using a spreadsheet to resolve timetabling clashes Exams monitoring spreadsheet proves invaluable tool User-friendly format ensures candidates don't misread exam timetables Information packs ensure candidates are fully aware of exam procedures Colour coded seating plan indicates candidates entitled to extra time Spreadsheet created to improve system for paying invigilators Spreadsheet exams calendar helps exams officers to manage workload Form for teaching staff makes sure the exams office is kept up to date with new college courses Storage of confidential material. - Security system for GCSE science investigative skills assessments materials Digital photographs help confirm candidate ID Annotating the attendance register to generate seating plans Exam page on school website provides instant information for parents and candidates
do the numbers of candidates taking an exam at the scheduled start time fit into the venues available? who needs to be supervised, where and with whom, before the next exam is run? does one exam require more last-minute revision than another? In which case that exam ought to be run first does the exam involve a listening element? In which case, all the candidates probably need to be present at the regular time.
As soon as I have decided how to resolve the clashes, I enter the date, time, name of the candidate, subjects involved and proposed resolution into a spreadsheet. A copy of the list is distributed to every candidate who appears on it, with his or her name highlighted. I ask candidates to check the list carefully against the timetable and their statement of entry and emphasise that they must not contravene supervision arrangements made for them. As the examinations officer, I am usually the person who ensures supervised candidates are looked after appropriately, although sometimes additional help is required. Benefits The spreadsheet allows me to sort data by date (so that I and the invigilators know who, on any particular day, has a clash) and by name, which helps me communicate the information to the individuals concerned and the amendments can be incorporated into the timetable immediately. The system also indicates the numbers of candidates involved, so that I can prepare seating plans. By resolving the clashes at an early stage, I have plenty of time to organise overnight supervision when necessary - colleagues at my centre are very helpful in volunteering to supervise candidates. Also, I can explain the rules and ensure that forms are signed well in advance.
Form for teaching staff makes sure the exams office is kept up to date with new college courses
Elaine Webster - Balderstone Technology College, Rochdale Type of centre: 11-16 secondary school Number of pupils/students: 1,000 Summary At Balderstone Technology College staff keep the exams office up to date with course changes using a specially devised form. This records subject, awarding body, module codes and significant dates such as coursework submission. Problem Every year the College offers new courses. It is essential that teaching staff keep the exams office up to date with any changes so that we can plan for the new exams. Solution I devised a form that I distribute to teaching staff every year. This year's form requests information about the courses the College will be offering during the period September 2006 to summer 2008 - that is to year 10 in 2006/7, year 11 in 2007/8 and year 11 in 2006/7. This allows me to record subject, awarding body, module codes and significant dates, for example for coursework submission and practical options. Benefits The form is a really valuable resource that helps me to manage my workload. I now have plenty of warning of new specifications being delivered at the centre during the following academic year and have time to research deadline dates, series and timetable information and exam board procedure, which is particularly important when the course is offered by a 'new' exam board.
Storage of confidential material. Security system for GCSE science investigative skills assessments materials
Emma Taylor - Rushey Mead School, Leicester Type of centre: 11-16 secondary school Number of pupils/students: 1,372 Problem With the introduction of controlled assessment there was confusion over the administration of investigative skills assessments (ISAs). I had no control over the assessment materials, including who took them and when. We needed to implement a system to ensure the centre adhered to the awarding body guidelines, which require that: centres keep copies of ISA papers, associated marking guidelines and scripts under secure conditions at all times when an ISA is required for use with a group of candidates, the centre prints only the number sufficient for that group centres never return completed ISAs to candidates Solution I agreed with the Head of Science that I should hold the passwords and the disc containing the ISAs. When the science department requires an ISA, the member of staff emails the exams office stating the date and time of the assessment and the number of copies required for the group. I then print the required number of ISA papers and store them securely. On the day of the exam, the teacher collects the papers and the associated marking guidelines and signs the security log. The teacher is responsible for keeping the papers secure until the assessment takes place. Once they have marked the ISAs, the teachers record the results and return the completed papers, associated marking guidelines and any spare papers to the exams office. I sign the security log to confirm receipt of the exam materials and store everything securely until the candidate has been awarded the qualification and the enquiries about results deadline has passed. Benefits I am solely responsible for the disc containing the ISAs and can access it easily when required. There are no spare papers lying around the centre as I print the correct number of ISAs and ensure that staff return the same number to the exams office. I keep the completed ISAs and associated marking guidelines under secure conditions. When awarding bodies request coursework I and/or the Head of Science can collate it immediately and verify that it has been kept under secure conditions. The security log identifies missing items that staff should have returned and I can chase them up.
Problem Identifying most candidates at exam time is not a problem because the college issues college photographic ID cards to all full-time students. External candidates are requested to bring either a passport or a new-style driving licence as proof of identity. However, some candidates forget to bring their ID. This can delay the start of exams and necessitates additional work in order to maintain the security of the exam. Solution At enrolment we take digital photographs of all new students. The digital photo filename includes their name (surname first). The digital photographs are copied onto laptop computers that are used at the entrance to the exam room. In this way any candidates without ID can be quickly checked against the photographic record. We can then issue temporary ID cards that candidates place on their desks to indicate to the invigilator doing the room check that their IDs have been confirmed. Before candidates leave the exam room the invigilators collect the cards. We take digital photographs of any external candidates without proof of identity and request that they return with formal ID so that we can check this against the image taken at the time of their exam and establish that it is the same person. Benefits Delays to the start of exams are reduced and another burden on the exams office is removed because the majority of candidates can be correctly identified before entering the exam room. Security issues relating to external candidates are minimised.
Exam page on school website provides instant information for parents and candidates
Teresa Pollard - The Netherhall School and Sixth Form College, Cambridge Type of centre: 11-18 secondary school Number of pupils/students: 1,400 Number of candidates: 430 Problem The information about exam policies and procedures that we were sending candidates, parents and staff was inconsistent, generating problems that could have been avoided. Often, letters sent home with candidates or even by post would not reach parents or would be claimed lost. We also needed a way of providing instant information about exams for parents and candidates. Solution After a year in the post, I realised that the most efficient way of communicating with parents and staff was through email and if people have access to email they can also access the internet. I decided that the best solution would be to add a page to the school's website. After consulting parents and teachers and receiving positive feedback from them all, I arranged a meeting with senior management and in less than a week the web page was up and running. This new page contains useful exam information and links, which I can update regularly. Candidates and their parents can check the exam timetable, the syllabus codes and exam boards, access the exam boards' websites and look at specifications and read the school policies, details of procedures used during exam seasons and the JCQ regulations. We have included details of the new exam web page in the school newsletter and have told students about it in assemblies. We also plan to send out details with statements of entry for the summer 2007 exams. Benefits The web page supports other communication channels, for example assemblies, letters, newsletters, email and displays around the school. Communication with parents, students and staff is much improved and everyone has the opportunity to be well informed before the exam season starts. Teachers like being able to access the exam information from home, whenever necessary. It is good practice to have in place an efficient system for disseminating useful and essential exam information. The method that we have chosen is very effective and could be used by any school. Future In the long term, the web page will save us time, paper and money.