Public Examinations Handbook 2023

Holyport College

Public Examinations Handbook

Information for Students and Parents

Holyport College

Holyport College Public Examinations Handbook

Holyport College Public Examinations Handbook

Welcome from the Exams Office

Public examinations can be a stressful time for students and parents and it is important that all those involved are as well informed as possible. Well-informed students will realise that the rules and regulations are designed to ensure fairness and minimise disturbance and it is in the interest of all that the exams run smoothly

Holyport College will make every effort to ensure that candidates receive the best possible preparation for their examinations, that the administrative arrangements run smoothly, and that the examinations are conducted in a way that will cause as little stress as possible and help students to achieve their best. Mock examinations are run to the same standards and rules in order so students are familiar with the required JCQ awarding body instructions beforehand

This handbook is intended to inform you about examination procedures and to answer some of the most frequently asked questions to help guide and support students and parents through the examination process.

If you have any other questions, please feel free to contact the Exams Office

Janet Neale Examinations Officer

Holyport College Public Examinations Handbook

Purpose of this handbook

Holyport College is committed to ensuring that candidates are fully briefed on the exam and assessment process in place in the centre and are made aware of the required JCQ awarding body instructions and information for candidates.

This handbook was created by the Exams Office:

● To complement the candidate briefing session/assembly

● To ensure candidates are provided with all relevant information about their exams and assessments

● To ensure copies of relevant JCQ information for candidates documents and posters are provided

● To answer any questions candidates may have etc.

● To signpost candidates (and where relevant parents/carers) to any exams-related policies that are made available on the centre’s website, for example, exams policy, internal appeals procedures, word processor policy (exams) etc.

Written Exams

Candidates will receive Statements of Entries from their tutors - it is vital you check if all the information is correct! If any information is incorrect, please contact the Exams Officer immediately. Candidates also MUST read the JCQ Information for Candidate documents - they can be found attached to this handbook, linked above or through the school website.

Coursework/Non-Examination Assessments

Candidates’ work will be marked by staff who have appropriate knowledge, understanding and skills, and who have been trained in this activity.

Holyport College is committed to ensuring that work produced by candidates is authenticated in line with the requirements of the awarding body. Where a number of subject teachers are involved in marking candidates’ work, internal moderation and standardisation will ensure consistency of marking. On being informed of their centre assessed marks, if a candidate believes that the above procedures were not followed in relation to the marking of his/her work, or that the assessor has not properly applied the marking scheme to his/her marking, then he/she may make use of the appeals procedure to consider whether to request a review of the centre’s marking.

For more details and deadline please read the Internal Appeals procedures, available on the website.

Holyport College Public Examinations Handbook

General Information

Before the exam

Check your timetable!

There are NO alternative sessions - misreading the schedule is NOT an acceptable excuse for being late or missing an exam.

You must arrive punctually for registration and your exam. If you are unsure about the location of your exam, ask staff in time!

You are expected to bring all the equipment you might need and you should ensure it is in good working order.

At the start of the exam

Make sure you have no unauthorised material/equipment with you - if you have, hand it over to an invigilator immediately, do not wait until the exam has started. See the FAQs, p. 6 for more information about what not to bring in the Exam Room.

There are often several different exams taking place in the same room. Check you have the correct exam paper and permitted materials (e.g. resource booklets, data sheets) right away. Do not start writing anything until the invigilator tells you to. Make sure you put your name, candidate number and centre number (51516) on all the necessary papers.

During the exam

If you require assistance raise your hand and an invigilator will come to you. Let staff know immediately if you become ill during an examination. It is your responsibility to act in such circumstances, not the school’s.

In the unlikely event of an emergency, you must leave your papers on the desk and evacuate the room in silence. The invigilators will instruct you on how and when to leave the room. It is important, however, that you do not communicate with anyone other than the invigilators.

At the end of the exam

Check again to ensure you put your name, candidate number and centre number (51516) on your exam papers.

Holyport College Public Examinations Handbook

You MUST remain seated and silent whilst in the examination room. When you are dismissed you must remain silent until well away from the examination room, other students might still be sitting their exams.

Holyport College Public Examinations Handbook

Detailed Information

Information students receive about their examination entries

When the entries have been made, the Exams Officer will issue a Statement of Entry showing the subjects entered and giving the dates and times of each exam to be taken.

You must check this Statement carefully

The Statement is your evidence that an entry has been made. If there are any errors or changes to be made, please inform the Exams Officer immediately. All candidates will receive their timetable with room allocations and seat numbers.

Two or more exam papers appear at the same time

exam clash”

In general, candidates with actual exam clashes will be informed by the Exams Officer when they receive their timetable. Candidates with clashes will be under supervision to ensure exam conditions at all times between exam sessions. During this supervision you must not have access to the internet or other candidates and remain on location - you will be escorted to and from the exam room by either the Exams Officer or the invigilators.

Exam venues

The main exam location is the Sports Hall. Locations are printed onto individual candidate timetables so you should read your timetables carefully to arrive at the correct venue in time.

Start and finish times

The main period for exams is from the start of May until the end of June. Some oral and practical examinations will take place earlier. Students will be notified of these dates by the relevant Head of Department. The morning session starts at 9:00am and the afternoon session at 1:55pm - you are expected to arrive at least 15 minutes prior to the start of your exam. Finish times will vary for each candidate depending on the exam. You must remain seated in silence until an exam has officially finished, the papers have been collected and invigilators dismiss you.

Holyport College Public Examinations Handbook

Contingency day 2023

The designation of a ‘contingency day’ within the common examination timetable is in the event of widespread, sustained national or local disruption to examinations. It is part of the awarding bodies’ standard contingency planning for examinations. Candidates are reminded that they must remain available until Wednesday 28 June 2023 should an awarding body need to invoke its contingency plan.

This year there has also been added 2 contingency afternoons, these are 8th June and 15th June.

Supervision during exams

Exams are supervised by a team of external invigilators. Invigilators have to follow strict rules and regulations when conducting exams as directed by JCQ awarding bodies: The role of the invigilator is to ensure that the examination is conducted according to these instructions in order to:

● Ensure all candidates have an equal opportunity to demonstrate their abilities;

● Ensure the security of the examination before, during and after the examination;

● Prevent possible candidate malpractice;

● Prevent possible administrative failures

Invigilators are Holyport College staff members and are there to help if you experience problems regarding the administration of the examination but they cannot answer questions or give advice concerning the exam subjects.

Exam conditions

The majority of exams are held in the Sports Hall. When invited into the exam room you will place any phones and watches into the box provided. External candidates are escorted to and from the exam room.

Candidates are under exam conditions form the moment they enter the exam room until the invigilator gives them permission to leave and the candidates have left the room

Candidates must listen to and follow the instructions of the invigilator at all times in the exam room and must not communicate with other candidates.

Relevant information like centre number and start and finish times are displayed on whiteboards at the front of the rows. If you need anything, put your hand up and an invigilator will come to see you.

Holyport College Public Examinations Handbook

Seating plan

The Sports Hall will be arranged in columns and rows. Candidates with Access Arrangements like Extra Time or Rest Breaks will be seated to the side of the Sports Hall.

Proof of identity

All students taking their exams will have a laminated exam candidate ID card on their desk. You MUST NOT deface or remove this card as it will be reused for every exam. External candidates must bring a passport to prove their identity.

Exam equipment

You should only bring the permitted equipment for the examination e.g. black pens, coloured pencils, erasers etc.

Some subjects require the use of set texts which will be provided for you; candidates are always instructed by their teachers about this. Remember that you are responsible for bringing everything else you need. The school can only provide emergency supply.

Using calculators

You must be aware of JCQ awarding body instructions regarding the use of calculators in your exams which state:

Candidates may use a calculator in an examination unless prohibited by the awarding body’s specification. The instructions on the question paper will say whether calculators are not allowed or if they are expected to be used in the examination. If the instructions do not include either of these statements, calculators are treated as standard equipment and may be used by candidates. Where the use of a calculator is allowed, candidates are responsible for making sure that their calculators meet the awarding bodies’ regulations.

The instructions set out in this section apply to all examinations unless stated otherwise in an awarding body’s specification. Candidates must be told these regulations beforehand and be familiar with the Information for Candidates documents.

Calculators must be:

● of a size suitable for use on the desk;

● either battery or solar powered;

● free of lids, cases and covers which have printed instructions or formulas.

Holyport College Public Examinations Handbook

Calculators must not:

● be designed or adapted to offer any of these facilities: -

○ language translators;

○ symbolic algebra manipulation;

○ symbolic differentiation or integration;

○ communication with other machines or the internet;

● be borrowed from another candidate during an examination for any reason;

● have retrievable information stored in them -

● this includes:

○ databanks;

○ dictionaries;

○ mathematical formulas;

○ text.

● The candidate is responsible for the following:

○ the calculator’s power supply;

○ the calculator’s working condition;

○ clearing anything stored in the calculator

An invigilator may give a candidate a replacement calculator. Where access is permitted to a calculator for part of an examination, it is acceptable for candidates to place their calculators on the floor under their desks in sight of the invigilator(s) for the non-calculator portion of the examination.

Banned items

Some items are strictly banned and must be either left at home or handed to an invigilator before you sit down:

● Mobile phones (these must be switched off if handed in)

● Any wristwatches

● Personal MP3/4 players

● The use of tippex or correction pens is not permitted. Candidates should cross through work they do not wish to be marked

● Notes, papers, textbooks etc. are only allowed in certain exams and the subject teachers will inform candidates in advance

● Candidates should not bring lucky mascots etc. into the examination room

● No item of food or chewing gum is allowed

Food and drink in exam rooms

No item of food or chewing gum is allowed. You are allowed to bring still water in a clear bottle without labels.

Holyport College Public Examinations Handbook

Dress Code

All Year 11 candidates must wear their complete school uniform; hoodies, hats etc. are not permissible. Sixth Form students should refer to the Sixth Form Dress Code.

Personal belongings in exams

Coats and bags are to be left outside the Exam room. All phones and watches to be handed to the invigilator on entering the exam room.

Late arrival for an exam

If parents know their child is late (e.g. car broken down) they must phone the school immediately and make sure your son/daughter has no access to the internet/materials until they are in school in secure exam conditions.

Call School Reception 01628 640150

Depending on how long the exam has been in progress, it may be possible for you to be admitted. Up to one hour is considered late, more than one hour very late and must be reported. The school is bound by a) the length of the exam and b) examination board regulations on this matter.

Feeling unwell on the day of the exam

In case of an emergency or family circumstances that may affect examination performance, please contact the Exams Office as soon as possible for advice on how to proceed.

Students are reminded that even if they would not normally visit their GP for minor illnesses, they must do so at examination time

Should you fall ill during an examination, you should raise your hand to alert an invigilator, who will then assist as necessary.

Special Consideration

● Should a candidate be ill days before or on the day of an exam, suffer bereavement or other trauma, be taken ill during the exam itself or otherwise disadvantaged or disturbed during an exam, then it is the candidate’s responsibility to alert the centre, the Exams Officer, or the exam invigilator, to that effect.

Holyport College

Public Examinations Handbook

● The candidate must support any special consideration claim with appropriate evidence within three days of the exam for example by providing a letter from the candidate’s doctor.

● The Exams Officer will then forward a completed special consideration form to the relevant awarding body.

Exam absence

The school will make every effort to contact the parents if a student does not come in for an exam. Students who are absent without presenting a doctor’s note or satisfactory reason for special consideration will receive an X for their examination and their final grade will be based on the elements of the examinations which have been taken.

Emergency procedure

You must remain seated in silence until the invigilators or Exam Officer gives instructions. You must not communicate with other candidates under any circumstances. Please read the section on school’s emergency procedures at the end of this handbook.

Candidates with access arrangements

Candidates with access arrangements will have been informed by the SENCo about their specific arrangements. These candidates will be accommodated accordingly in the exam rooms. Candidates with 25% extra time will generally be sitting in the Sports Hall. Any other access arrangements will be accommodated in a different location. If you are entitled to access arrangements and are unclear what to do or where to go, speak to the Exams Officer or the invigilators before the exam starts.

Suspected malpractice

JCQ information regarding what constitutes malpractice:

“Candidate malpractice” means malpractice by a candidate in the course of an examination or assessment, including the preparation and authentication of any controlled assessments, coursework or non-examination assessments, the presentation of any practical work, the compilation of portfolios of assessment evidence and the writing of any examination paper.

(Taken from the JCQ publication Suspected Malpractice in Examinations and Assessments)

Malpractice will be dealt with by the Exams Officer who will inform Exam Boards. Candidates should be aware that offences could lead to disqualification from all examinations.

Holyport College Public Examinations Handbook

Penalties for possession of a mobile phone

Or other similar electronic devices (including iPod, MP3/4 player, Smartphone, Smartwatch)

If a mobile phone is found in your possession in an examination or quarantine room - even if it is turned off - it will be taken from you and a report made to the appropriate awarding body. The awarding bodies now operate a no-tolerance policy on all candidates discovered to be in infringement of the regulations and have stated that students discovered to have a mobile phone with them during an examination or quarantine face disqualification from the subject concerned.

Did you know that the following all constitute malpractice offences for which there are penalties imposed by the awarding bodies?

● Possessing a mobile phone (even with the SIM card or battery removed), or MP3, iPod or unauthorised device whilst in the exam room or quarantine room

● Altering results documentation, including certificates

● A breach of the instructions or advice given by an invigilator, or awarding body in relation to the examination rules and regulations

● Failing to abide by the conditions of supervision designed to maintain the security and integrity of the examinations

● Collusion - working collaboratively with other candidates beyond what is permitted

● Copying from another candidate - including coursework and during the exam, including the misuse of IT

● Deliberate destruction of work - including defacing your own script

● Disruptive behaviour in the exam room or assessment session, including the use of offensive language

● Talking in the exam room

● Written communication between candidates

● Using social media - accepting, passing or distributing exam related information to/from others

● Taking unauthorised notes into the exam room and/or using permitted notes/books that have been over annotated, own paper, calculators/dictionaries when prohibited.

● Writing or symbols on hands/skin

● Including inappropriate, obscene or offensive material in scripts or coursework, including drawings/comments which could cause offence to others

● Plagiarism - unacknowledged copying from published sources, including the internet;

● Incomplete referencing

● Making a false declaration of authenticity - using others work and declaring it is your own work

● Theft of someone else’s work (project or coursework) to pass off as your own

● Leaving the exam room or quarantine room unescorted before the end of the exam or during clash supervision

Holyport College Public Examinations Handbook

● Personation - deliberate using of wrong name or number or arranging to be impersonated

Make sure you know what you can and cannot do in an exam room, before it is too late. Do not take unnecessary risks otherwise; all your efforts during the year could be wasted.

Results days

GCE results: Thursday 17 August 2023

GCSE results: Thursday 24 August 2023

Results will be available for collection from school, exact times and the venue will be notified beforehand

Results will not be given out over the phone

If you cannot collect your results in person, you can give permission for another person to collect (must provide ID on the day).

Results that have not been collected will be retained in school to be collected at the start of term in September.

Post-results services

“what can I do if results are significantly different from what is anticipated”

It is important to keep in mind that examinations can only record performance on the day; students can do better or worse than expected for various reasons. However, in case of serious concerns about a result, an enquiry can be initiated by school. Students can request Review of Marking through school but are reminded that if the grade does not change the pre-paid fee will not be refunded. Students are reminded that grades can go up or down or stay the same.

Speak to the subject teacher/Heads of Departments after the exam results have been published regarding grade boundaries and advice.

Please refer to Appendx 10 for details regarding all the services available to candidates.

Certificate distribution

Summer 2023 certificates will be available for collection from November/December 2023. A communication will be sent out when they are available for collection.

Holyport College Public Examinations Handbook

Certificates are important legal documents - required for CVs, job applications and to verify the Statement of Results - and should be collected in person as they must be signed for. Certificates should be kept in a safe place. Uncollected certificates will be held in school for one year until you arrange collection, after that time any uncollected certificates may be destroyed. Exam boards will provide replaced certificates at a cost of approximately £50 each.

However, if you are unable to collect certificates in person you can fill in the Certificate collection form and have them posted there will be a fee to cover the cost of postage, alternatively you have a representative collect them. The Certificate collection form is available to print on the school website.

School leavers

Before you leave the school, you will be asked to provide an email address that is not your school email - school email accounts will be closed shortly after the academic year finishes but in cases of Results, RoRs, ATS, Certificates collection etc. it is vital that the school holds record of an active email contact address.

Holyport College Public Examinations Handbook

Appendices

JCQ Information for Candidates documents

Appendix 1: JCQ Information for candidates - Coursework assessments

Information for Candidates - Coursework

Appendix 2: JCQ Information for candidatesNon-Examination assessments

Information for candidates (non-examination assessments)

Appendix 3: JCQ Information for candidates - On-screen tests

Information for candidates for on-screen tests

Appendix 4: JCQ Information for candidates - Written exams

Information for candidates for written examinations

Appendix 5: JCQ Information for candidates - Privacy notice

JCQ Information for candidates - Privacy notice

Appendix 6: JCQ Information for candidates - Social media

JCQ Information for candidates - Social media

Appendix 7: JCQ Unauthorised Items poster

JCQ Unauthorised Items poster

Appendix 8: JCQ Warning to Candidates

Warning to Candidates

Appendix 9: Emergency Procedure for Examinations

● If the fire alarm goes off the invigilators will be notified if the candidates need to evacuate.

● The candidates will be asked to stop writing and turn their paper over. The invigilators will make a note of the time.

● Once it has been established that evacuation of the building is required, the candidates must leave their question and answer papers along with any equipment on their desks. All personal possessions are to remain in the room.

● The candidates will be reminded that they can be disqualified if they communicate with each other or any other person at ANY time whilst exiting, outside of the examination room or in the process of returning to the examination room.

Holyport College Public Examinations Handbook

● The candidates will be asked to leave the room quickly and quietly in an orderly fashion.

● The invigilators will accompany the candidates at all times. All examination candidates must stay under supervision and must not meet with other students.

● A note will be made of how long the candidates are out of the exam room.

● An attendance register using the seating plan will be taken and the invigilators will ensure that the candidates are lined up in that order.

● During the period of evacuation an invigilator will stay local to the examination room to ensure security of papers, if it is safe to do so.

● When instructions are given, the candidates undertaking the exams will be dismissed from the allocated area first and should return to the examination room in silence.

● The attendance register will be retaken to ensure all the candidates have returned to the exams room.

● The exam will recommence announcing that a report will be made to the awarding bodies. Candidates will be told they are allowed the correct remaining amount of time to finish the examination. A report will be completed by the Exams Officer detailing the incident.