Exams Archiving Policy

Key staff involved in the exams archiving process

RoleName(s)
Exams officerLyndsey Wyatt
Exams officer line manager (Senior Leader)Kerry Phillips
Head of centreMichael McGhee
SENCoKate Diveney
Finance ManagerKaren Parsons
IT managerIan Worsley
Heads of DepartmentsGill White, Kerry Phillips, Jane Santoro, Nicola Foley, Gary Quigg, Mike Roper

Purpose of the Policy:

The purpose of this policy is to:

  • Identify exams-related information/records held by the exams office
  • Identify the retention period
  • Determine the action required at the end of the retention period and the method of disposal
  • Inform or supplement the centre-wide records management policy
Record typeRecord(s) description (where required)Retention information/periodAction at the end of retention period (method of disposal)
Access Arrangements informationCandidate record/history and evidence and approval to support any applications that have been made.With EO/SEND for 2 years after candidate leaves, before being archived for a further 3 years.Confidential waste
Attendance register copiesCopies of registers for all internal/external examination.Until the deadline for all EAR’S has passed.Confidential waste
Awarding body administrative informationAll exam related information.Until the deadline for all EAR’S has passed.Confidential waste
Candidate’s workHard Copies/Electronic copies of candidate’s work.Until the deadline for all EAR’S has passed.Confidential waste
CertificatesFormal certificates received from relevant boards.For 5 years after the candidate has left.Confidential waste – records kept by EO
Certificate destruction informationFormal certificates.Disposed of 5 years after the candidate has left.Confidential waste – records kept by EO
Certificate issue informationFormal certificates.Until the deadline for all EAR’S has passed.Confidential waste
Confidential materials delivery logsReception log for all deliveries.Until the deadline for all EAR’S has passed.Confidential waste
Confidential materials tracking logsPostal records/logs.Until the deadline for all EAR’S has passed.Confidential waste
Dispatch logsSigned despatch sheets for all collections.Until the deadline for all EAR’S has passed.Confidential waste
Entry informationEntry mark-sheetsUntil the deadline for all EAR’S has passed.Confidential waste
Exam question papersSpares/left over papersWith EO until 24 hours after the official start time of the examHanded to relevant subject staff
Exam room checklistsChecks for all rooms prior to start of exam period.Until the deadline for all EAR’S has passed.Confidential waste
Record typeRecord(s) description (where required)Retention information/periodAction at the end of retention period (method of disposal)
Exam room incident logsLog sheets for any issues during exams.Until the deadline for all EAR’S has passed.Confidential waste
Exam stationeryDespatch logs to confirm what received.Until it has expired or new ones are provided.Confidential waste
Examiner reportsFeedback sheets from examinersUntil the deadline for all EAR’S has passed.Confidential waste
Finance informationTimesheets and all examinations fees.Retained by Finance Team for 7 years.Confidential waste
Invigilation arrangementsRecord of all invigilation sessions.Until the deadline for all EAR’S has passed.Confidential waste
JCQ publicationsAll regulations and guidance documentsUntil updates are released in September.Confidential waste
Moderator reportsFeedback from moderatorsUntil the deadline for all EAR’S has passed.Confidential waste
Overnight supervision informationJCQ formsUntil the deadline for all EAR’S has passed.Confidential waste
Post results services: Confirmation of candidate consent informationSigned consent formsUntil the deadline for all EAR’S has passed.Confidential waste
Post-results services: requests/outcome informationSigned consent formsUntil the deadline for all EAR’S has passed.Confidential waste
Post-results services: scripts provided by ATS serviceSigned consent formsUntil the deadline for all EAR’S has passed.Confidential waste
Post-results services:

Tracking logs

Signed consent formsUntil the deadline for all EAR’S has passed.Confidential waste
Private candidate informationJCQ formsUntil the deadline for all EAR’S has passed.Confidential waste
Record typeRecord(s) description (where required)Retention information/periodAction at the end of retention period (method of disposal)
Proof of postage – candidate workDespatch logsUntil the deadline for all EAR’S has passed.Confidential waste
Resolving clashes informationPupils statements of entryUntil the deadline for all EAR’S has passed.Confidential waste
Results informationCandidates resultsPaper documentation disposed of after deadline for all EAR’s.

Electronic data (4Matrix/MIS) is ongoing?

Confidential waste
Seating plansSeating arrangements for all examsUntil the deadline for all EAR’S has passed.Confidential waste
Special consideration informationJCQ formsUntil the deadline for all EAR’S has passedConfidential waste
Suspected malpractice reports/outcomesJCQ formsUntil the deadline for all EAR’S has passedConfidential waste
Transfer of credit informationTransfer requestUntil the deadline for all EAR’S has passedConfidential waste
Transferred candidate informationJCQ formsUntil the deadline for all EAR’S has passedConfidential waste
Very late arrival reports/outcomesJCQ formsUntil the deadline for all EAR’S has passedConfidential waste