Exam Contingency Plan

The purpose of the plan:

This plan examines potential risks and issues that could cause disruption to the management and administration of the examination process at Blessed John Henry Newman RC College. By outlining the actions/procedures which need to be followed, in the case of disruption it is intended to mitigate the impact these disruptions have on our examination process.

Causes for potential disruption to the exam process:

Risks and IssuesPossible remedial actionStaff

Forward planning

Action

Location of Info
Extended absence of the Examinations Officer during the exam process
Planning:

Annual data collection exercise not done

Exams cycle not planned for; key dates, deadlines etc

No Invigilator recruitment & training

Set internal deadline for completion

Set definite deadline for completion

Allocate a day for the training to take place

Complete this in July before next season

Next exam cycle planned for in July prior to finish for summer

Training completed annually on INSET day

Booklets issued to staff in Sept.

Previous training booklets in folder

Lyndsey Wyatt

Entries:

Estimated Entries/Intention to Enter not submitted

Candidates not entered for exams/assessments

Entry deadline missed therefore incurring late fees

Set internal deadline for completion

Allow time for staff to check/confirm entries

Ensure all staff are aware of deadlines well in advance

Complete in July before next season

Entry information to be returned to staff for final checks/signature

Set internal deadline and ensure all staff are aware/SLT to support via briefing & bulletins

Specification sheets

All entry sheets in folder on my desk.

All dates in staff handbook.

Lyndsey Wyatt

Lyndsey Wyatt

Lyndsey Wyatt/Kerry Phillips

Pre-exams:

Timetables, rooming and invigilation not arranged

Pupils not briefed for exams and Awarding Body regulations

Exam/assessment data not stored securely

Assessment marks not submitted to the relevant board/moderator

Ensure all necessary requirements are identified in advance

Pupils Handbooks issued to pupils at start of academic year

All staff briefed at the start of the academic year about the processes

All departments aware of the deadlines at start of academic year

Set internal deadlines for all staff which MUST be adhered to

Year 11 assembly in advance of all internal exams + issue of booklet

Staff handbook issued to all teaching staff – rules, regulations etc

All key dates to be included in a staff hand book issued to all staff

Invigilation timetable in folder.

Hard copy in exam folder

Keys for secure storage in safe.

Staff Handbook

Lyndsey Wyatt

Lyndsey Wyatt/Kerry Phillips/Denis Maxwell

Lyndsey Wyatt

Lyndsey Wyatt

Exam Time:

Exams not taken in line with current regulations

Any necessary reports/requests not submitted to AB e.g. late arrival or Special Consideration

Completed scripts not dispatched to AB

EO not available on Exams Days

All staff to be made aware of all examination rules at start of year

SLT to understand the process for these and how to process if needed

Reception staff to have contact details

Link in with another local school who will be able to support (Radclyffe)

Staff handbook to identify all key areas – all staff to receive a copy

Liaise with Kerry Phillips regarding this – step by step guide produced by EO

Parcel Force contact details held at reception + facility to store securely

EO at Radclyffe School (Gillian Barker)

Spare keys for secure storage in safe

Guidelines in all exam trays and JCQ documents

Reception have contact number

Gillian: 0161 622 6300

Lyndsey Wyatt

Lyndsey Wyatt/Kerry Phillips

Lyndsey Wyatt/

Kirstie Siddall/Kayleigh McDonald

Lyndsey yatt/Kerry Phillips/Gillian Barker

Results:

Unable to access examination results preventing distribution to pupils

Unable to facilitate post-results services

Prepare in advance as much as possible for results day

SLT to understand the procedure for these and how to process if needed

Collate all BTEC/ECDL results before we finish for summer

Liaise with Kerry Phillips regarding this – step by step guide produced by EO

All in relevant folders on desk

Post results booklet – EARS folder

Lyndsey Wyatt

Lyndsey Wyatt/Kerry Phillips

Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Extended absence of the SENCo during the examination process
Planning:

Candidates not tested to identify possible Access Arrangements

No evidence to support the application

Analyse data from primary schools and test pupils as soon as possible

All staff to know what evidence would be needed should an application be made

All pupils identified and tested from start of year 7

SENCo to liaise with staff regarding process of retaining evidence

All Access Arrangements folders and applications are in my secure store room.

Moira Harwood

Moira Harwood/

Lyndsey Wyatt

Pre-Exams:

Approval not applied for with Awarding Bodies

Modified Papers not applied for in line with deadlines

TA’s not allocated or trained appropriately

All necessary applications identified at start of academic year

Identify in September who will be eligible and monitor

All TA’s trained annually and TA’s timetabled in advance of exams

Applications processed as soon as testing complete – not leave till summer

Internal deadlines set for applications to be completed

Training session in September for ALL TA’s – spare member to cover absences

Arrangements folder in secure storage with evidence

Hard copy of allocated TA’s in exam folder

Lyndsey Wyatt/Moira Harwood

Lyndsey Wyatt/Moira Harwood

Sian Foy/Moira Harwood

Exam Time:

TA support not arranged for those who need it

All arrangements identified and put in place in advance of exams

EO to liaise with SEN as soon as exam dates have been identified/agreed

TA support = list in exam folder.

Lyndsey Wyatt/Sian Foy

Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Extended absence of teaching staff during the examination process
Early/Estimated Entry information not provided to the Examinations Officer on time, therefore pre-release information not received

Final Entry information not provided to the Examinations Officer on time, resulting in:

– Pupils not being entered

– Late fees being incurred

All entry information collated at earliest possible time – DOL’s to oversee this

All entry deadlines circulated to staff at start of academic year

Specification information forms sent out in June for completion before we finish in July

Internal deadlines identified and staff informed of these via staff handbook in September

Specification sheets – folder on my desk

All entry lists in relevant folder on my desk.

Lyndsey Wyatt/DOL’s

Lyndsey Wyatt

Assessment marks/Sample requests not provided to meet submission deadlinesAll submission deadlines circulated to staff and DOL’s at start of year via staff handbookInternal deadlines set to allow time to deal with any issues that may ariseEstimated Grades = folder in secure room.Lyndsey Wyatt/DOL’s
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Invigilators – lack of trained staff or absences
Failure to recruit and trainInvigilator needs identified dependent on the specification info – JulyAnnual training for all existing staff and training/inductions for new staffInvigilator list in folder in Data OfficeLyndsey Wyatt
Shortage on busy exam daysInvigilation needs identified early in the yearAdditional member included in all sessions to cover any absence + trained admin staff on standby.Lyndsey Wyatt
Absence on exam daysExtra staff booked for each sessionFlexible staff employed – available at short notice during the summer seriesInvigilator contact details in folderLyndsey Wyatt
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Examination Rooms – lack of rooms and changes at short notice
Unable to locate sufficient rooms during exams seasonStandard Examination Rooms are identified and used throughout all exam seasonsAll Rooms are booked ASAP with Cover Supervisor who will also arrange additional rooms if needed – exams take priority.Rooms used are identified in exams timetableLyndsey Wyatt/Dawn Gladrey
Insufficient Rooms available on busy daysAll rooms booked in advanceLiaise with Dawn/SLT as soon as entry info has been received Rooms used listed in exam folderLyndsey Wyatt/Dawn Gladrey
Main rooms become unavailable at exam timeAll Exam Rooms checked daily to identify any problems e.g. leaks etc.

Agreement made that Radclyffe School will allow us full use of their facilities AFTER they have completed their exams – isolate pupils until this time.

Liaise with site staff to manage the relocation to another room/site as necessary.

Inform Radclyffe School as soon as we can if we need to relocate. SLT to support with the isolation/Transportation of pupils as necessary.

Dawn Gladrey for free rooms as necessary

Exams Officer to ring Gillian ASAP

Lyndsey Wyatt/Val Corcoran/Jimmy Grogan

Lyndsey Wyatt/Val Corcoran/Jimmy Grogan/Kerry Phillips/Gillian Barker

Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Failure of IT Systems
MIS system failure at final entry deadlineAll entries submitted in advance of the deadline to allow for any issues to be resolved should they ariseInternal deadline for all staff to return entries to Examinations Officer to be submitted BEFORE official deadline

Exam Board contact details in contingency folder

Lyndsey Wyatt/Ian Worsley
MIS system failure during exams preparationPrepare in advance and leave time to deal with any issues should they ariseInternal deadlines for all staff – do not leave to the last minuteLyndsey Wyatt/Ian Worsley
MIS system failure at results release timeCheck the A2C system in advance of results day to ensure all is in orderResults imported at earliest opportunity to allow for any issues to be addressedLyndsey Wyatt/Ian Worsley/Natasha Choudhry
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Centre closed for extended period – disruption to teaching
Candidates unable to attend during normal teaching/study timeIdentify those affected and liaise with parents.Alternative arrangements to be booked as necessary e.g. portakabinsSLT/Val Corcoran
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Centre closed during exam period
Centre unable to open during scheduled exam periodsAn alternative location to be identified should the need arise – link in with Radclyffe SchoolAlternative location to be booked/confirmed and pupils/parents informed ASAP. Relevant Examination boards to be informed.Contact details in contingency folderSLT/Lyndsey Wyatt/Gillian Barker
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Unable to take examinations due to crisis – centre remains open
Candidates unable to attend and take examinations as normalStudents/parents to be aware of who to contact should there be a problem/issue.Information provided in Pupil Handbook at the start of academic year.Pupil-hand book in contingency folderLyndsey Wyatt
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Disruption to the dispatch of completed examination scripts
Delay in the arrangements for sending completed scriptsAll scripts stored securely at all times and reception to know who to contact should a collection not take placeReception staff to be given relevant contact detailsParcel Force details at ReceptionLyndsey Wyatt/Kirstie Siddall/Kayleigh McDonald
Risks and IssuesPossible remedial actionLocation of InfoStaff
Forward planningAction
Assessment Data not available to be marked
Damage, destruction or loss affecting completed examination scripts/assessments before it can be markedAll staff to be aware of the procedure regarding the secure storage of examination data.Information provided to all staff in the staff Handbook issued at the start of the academic year.

Exam Boards informed ASAP

Contact numbers in Contingency folder

Lyndsey Wyatt/Kerry Phillips/DOL’s
Risks and IssuesPossible remedial action Location of InfoStaff
Forward planningAction
Unable to distribute results
Unable to access/manage the distribution of results to candidatesData Team to be aware of the results dates and have access to the relevant sitesLiaise with Data Team – procedure in place for the issue of resultsExam board info in contingency folderLyndsey Wyatt/Ian Worsley/Natasha Choudhry
Unable to facilitate post results servicesAll staff to know in advance what services are available and the deadlines/costs associatedE.A.R’s Information to all staff in advance of the results day. SLT to have log-in details for relevant sites.Exams support trained to request theseLyndsey Wyatt/Maria Butler
Risks and IssuesPossible remedial action Location of InfoStaff
Forward planningAction
Damage to the secure area
Flooding/Fire affecting the secure storage areaPlanned Preventative Maintenance Schedule operated by Cofely

Annual fire risk assessment carried out.

Contact relevant examination board ASAP.

Exam Paper to be emailed via secure site and copied for exam as necessary.

Contact numbers in Contingency Folder on my deskLyndsey Wyatt/

Val Corcoran