Exam Contingency Plan 2024/25
Examination Contingency Plan 2024/25
Responsibility:
- Responsible staff: Emma Soper/Julie Howarth
- Approving body: Governors
Purpose of the plan
This plan examines potential risks and issues that could cause disruption to the exams process at the centre. By outlining actions/procedures to be invoked in case of disruption it is intended to mitigate the impact these disruptions have on our exam process.
Alongside internal processes, this plan is informed by scenarios contained in the Joint contingency plan in the event of widespread disruption to the examination system in England, Wales and Northern Ireland.
“It is the responsibility of the head of centre to ensure that his/her centre… has in place a written examination contingency plan/examinations policy which covers all aspects of examination administration. This will allow members of the senior leadership team to have a robust contingency plan in place, minimising risk to examination administration, should the examinations officer be absent at a crucial stage of the examination cycle.
(The examination contingency plan/examinations policy 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]
Causes of potential disruption to the exam process
1. Exam officer extended absence at key points in the exam process (cycle)
Criteria for implementation of the plan
Key tasks required in the management and administration of the exam cycle not undertaken including:
Planning
- annual data collection exercise not undertaken to collate information on qualifications and awarding body specifications being delivered
- annual exams plan not produced identifying essential key tasks, key dates and deadlines
- sufficient invigilators not recruited
Entries
- awarding bodies not being informed of early/estimated entries which prompts release of early information required by teaching staff
- candidates not being entered with awarding bodies for external exams/assessment
- awarding body entry deadlines missed or late or other penalty fees being incurred
Pre-exams
- invigilators not trained or updated on changes to instructions for conducting exams
- exam timetabling, rooming allocation; and invigilation schedules not prepared
- candidates not briefed on exam timetables and awarding body information for candidates
- exam/assessment materials and candidates’ work not stored under required secure conditions
- internal assessment marks and samples of candidates’ work not submitted to awarding bodies/external moderators
Exam time
- exams/assessments not taken under the conditions prescribed by awarding bodies
- required reports/requests not submitted to awarding bodies during exam/assessment periods, for example very late arrival, suspected malpractice, special consideration
- candidates’ scripts not dispatched as required for marking to awarding bodies
Results and post-results
- access to examination results affecting the distribution of results to candidates
- the facilitation of the post-results services
Centre actions
Line Manager Jane Hopcroft, College Principal to liaise with Kate Edwards Deputy Exams Officer. Kate is a former Exams Officer and is fully conversant with all aspects of the examination process and Sims Examinations Organiser. She also has regular examinations updates.
2. SENCo extended absence at key points in the exam cycle
Criteria for implementation of the plan
Key tasks required in the management and administration of the access arrangements process within the exam cycle not undertaken including:
Planning
- candidates not tested/assessed to identify potential access arrangement requirements
- centre fails to recognise its duties towards disabled candidates as defined under the terms of the Equality Act 2010
- evidence of need and evidence to support normal way of working not collated
Pre-exams
- approval for access arrangements not applied for to the awarding body
- centre-delegated arrangements not put in place
- modified paper requirements not identified in a timely manner to enable ordering to meet external deadline
- staff providing support to access arrangement candidates not allocated and trained
Exam time
- access arrangement candidate support not arranged for exam rooms
Centre actions
- Deputy Senco Ali Harrison to cover the role. Ali has had extensive training in all aspects of the Senco role and practical experience.
3. Teaching staff extended absence at key points in the exam cycle
Criteria for implementation of the plan
- Key tasks not undertaken including:
- Early/estimated entry information not provided to the exams officer on time; resulting in pre-release information not being received
Centre actions
- Exams Officer and Line Manager to liaise with remaining teaching staff.
- Final entry information not provided to the exams officer on time; resulting in candidates not being entered for exams/assessments or being entered late/late or other penalty fees being charged by awarding bodies
- Non-examination assessment tasks not set/issued/taken by candidates as scheduled
- Internal assessment marks and candidates’ work not provided to meet awarding body submission deadlinesInvigilators - 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 peak exam days
- Invigilator absence on the day of an exam
Centre actions:
- Recruitment and training is done well in advance.
- Exams Officer and Senior Invigilator to cover absences and shortages, although Connell Co-op College’s policy is not to work to the minimum ratio requirements.
4. Exam rooms - lack of appropriate rooms or main venues unavailable at short notice
Criteria for implementation of the plan:
- Exams officer unable to identify sufficient/appropriate rooms during exams timetable planning.
- Insufficient rooms available on peak exam days.
- Main exam venues unavailable due to an unexpected incident at exam time.
Centre actions:
- In an emergency the Sports Hall or Drama Studio could be utilised for examination purposes along with the Conference Room and Silent Study Room.
5. Failure of IT systems
Criteria for implementation of the plan
- MIS system failure at final entry deadline
- MIS system failure during exams preparation
- MIS system failure at results release time
Centre actions
- Exams Officer and IT Manager to liaise with Examination boards as to appropriate action.
- Examination boards secure websites can be used as an alternative to the MIS system.
6. Emergency evacuation of the exam room (or centre lock down)
Criteria for implementation of the plan
- Whole centre 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
Centre actions
- Follow Emergency Evacuation Procedure which is available in all exam rooms and all invigilators are aware and understand policy.
7. Disruption of teaching time – centre closed for an extended period
Criteria for implementation of the plan
- Centre closed or candidates are unable to attend for an extended period during normal teaching or study supported time, interrupting the provision of normal teaching and learning
- Centre closed interrupting the of normal teaching and learning
Centre actions
- Centre to communicate with parents, carers and students about the disruption and provide appropriate work via Sims ‘in touch’ messaging system, college website , emails and texts.
8. Candidates unable to take examinations because of a crisis – centre remains open
Criteria for implementation of the plan
- Candidates are unable to attend the examination centre to take examinations as normal
Centre actions
- Exams Officer will communicate with relevant exam board to make them aware of the issue.
- Centre will then communicate solutions to parents/carers and candidates.
9. Centre unable to open as normal during the exams period
Criteria for implementation of the plan
- Centre unable to open as normal for scheduled examinations (including centre being unavailable for examinations owing to an unforeseen emergency)
Centre actions
- Exams Officer to inform examination board of exams to be affected.
- Look where possible to provide alternative provision. (TEMA)
10. Disruption in the distribution of examination papers
Criteria for implementation of the plan
- Disruption to the distribution of examination papers to the centre in advance of examinations
Centre actions
- Exams Officer to discuss alternative delivery of papers to centre.
11. Disruption to the transportation of completed examination scripts
Criteria for implementation of the plan
- Delay in normal collection arrangements for completed examination scripts
Centre actions
- Scripts remain securely stored in safe in exams office or Exams Officer transports them to Post Office by Parcelforce.
12. Assessment evidence is not available to be marked
Criteria for implementation of the plan
- Large scale damage to or destruction of completed examination scripts/assessment evidence before it can be marked
Centre actions
- Immediate communication to be made with relevant exam board.
13. Centre unable to distribute results as normal
Criteria for implementation of the plan
- Centre is unable to access or manage the distribution of results to candidates, or to facilitate post-results services.
Centre actions
- Exams Officer to contact exam boards to discuss alternative means of distribution.
- Exam board secure website could be used as an alternative.
Further guidance to inform and implement contingency planning
GOV.UK
Emergency planning and response Severe weather Exam disruption
https://www.gov.uk/guidance/emergencies-and-severe-weather-schools-and-early-years-settings
Teaching time lost due to severe weather conditions
https://www.gov.uk/government/publications/teaching-time-lost-due-to-severe-weather-conditions
Dispatch of exam scripts: yellow label service
Dispatch of exam scripts guide: Ensuring the service runs smoothly; Contingency planning
https://www.gov.uk/government/publications/dispatch-of-exam-scripts-yellow-label-service
Statutory guidance on school closures
https://www.gov.uk/government/publications/school-organisation-maintained-schools
Ofqual
Joint contingency plan in the event of widespread disruption to the examination system in England, Wales and Northern Ireland
JCQ
General regulations for approved centres http://www.jcq.org.uk/exams-office/general-regulations
Guidance on alternative site arrangementshttp://www.jcq.org.uk/exams-office/forms
Instructions for conducting examinations
http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations
A guide to the special consideration process
Contingency planning
The qualifications regulators, awarding bodies and government departments responsible for education have prepared and agreed a Joint contingency plan for the examinations system in case of wide scale disruption as a result of a flu pandemic, adverse weather conditions or other event.
The joint contingency plan is designed to ensure consistency of response in the event of major disruption to the examinations system affecting significant numbers of candidates.
In addition, awarding bodies have their own well-established contingency plans in place to respond to disruptions. It is important that exams officers who are facing disruption liaise directly with the relevant awarding body/bodies.
Centres should prepare plans for any disruption to examinations as part of their general emergency planning. It is important to ensure that relevant centre staff are familiar with the plan. Consideration should be given as to how these arrangements will be communicated to candidates, parents and staff should disruption to examinations occur.
In the event that the head of centre decides the centre cannot be opened for scheduled examinations, the relevant awarding body must be informed as soon as possible. Awarding bodies will be able to offer advice regarding the alternative arrangements for conducting examinations that may be available and the options for candidates who have not been able to take scheduled examinations.
The Joint contingency plan for the examination system in England, Wales and Northern Ireland may be downloaded from the Ofqual website:
[Taken directly from JCQ Instructions for conducting examinations
http://www.jcq.org.uk/exams-office/ice---instructions-for-conducting-examinations, page iii]