Preparation for exam season

1 Preparation for exam season Lesley Harley Copyright AQA and its licensors. All rights reserved. 28 April 2016 Copyright AQA and its licensors. All rights reserved. Quick bit of admin Objectives On with the show! Question breaks throughout! If you can t hear Copyright AQA and its licensors. All rights reserved. If you want to listen via your computer speakers / headphones Step 1: Click call using computer Step 2: Ensure you re not muted/volume low If you want to listen via a phone line - Step 1: Dial 0800 015 7388 Step 2: enter event code 667 191 636 Step 3: enter # for participant number How to ask questions Copyright AQA and its licensors. All rights reserved. Q&A facility Enter your questions in the box at the bottom of the window on the right Leave the ask All panellists as is Objectives for today Copyright AQA and its licensors. All rights reserved. Guidance on the exam cycle after entries and before results. What you should be doing now!

2 Advice and tips from an experienced exams officer Details of all the support available from AQA Copyright AQA and its licensors. All rights reserved. Early Preparations Timetables Copyright AQA and its licensors. All rights reserved. Non MIS Centres use AB Final summer timetables published in Sept / Oct After entries Use MIS to produce your own centre s timetable Produce individual candidate timetables, remember to change the start time if necessary Create Working Timetable. Identify clashes, access arrangements for rooming and invigilation purposes. Private Candidates Copyright AQA and its licensors. All rights reserved. Prior Information Send out statements of entry to check their entry is correct Follow up with exam timetable giving rooms etc. Give instructions what to do when arriving at centre on day of exam. ie Sign in at reception to be escorted to the room Check Identity (photo ID) at arrival - Reception Identity at start of each exam - Invigilators Remember To provide details of how/when to collect results Seating plan Copyright AQA and its licensors.

3 All rights reserved. Check what your MIS system can do Show direction candidates are facing Number or name each desk Same paper blocked together Candidates with access arrangements blocked together Identify Clash students Retain seating plan after each exam Copyright AQA and its licensors. All rights reserved. Question time Questions Copyright AQA and its licensors. All rights reserved. Exam Materials Dealing with exam material Copyright AQA and its licensors. All rights reserved. Check Store/ distribute Dispatch Exam Material - Overview Copyright AQA and its licensors. All rights reserved. Delivered to authorised staff only Check on receipt or lock in secure storage Inform AQA immediately if any problems Keep in secure storage until the day of the exam ie box within a box Record all confidential material received A log is required at reception to log deliveries of exam materials.

4 JCQ inspector will want to see this Other confidential material Copyright AQA and its licensors. All rights reserved. Check instructions carefully ie dates for distribution to staff. Keep a signed log. JCQ Inspector will want to see this. Ensure teaching staff are aware of secure storage arrangements Copyright AQA and its licensors. All rights reserved. Question time Questions Copyright AQA and its licensors. All rights reserved. Exam Access Arrangements Working with your SENCO Copyright AQA and its licensors. All rights reserved. Provide a summary timetable of staff requirements for scribes, readers to your SENCO. JCQ Inspection of Access Arrangements Copyright AQA and its licensors. All rights reserved. Ensure you are able to show the Inspector the approval form from AAO (JCQ Form 8) the supporting evidence the data protection notice signed by the candidate Copyright AQA and its licensors.

5 All rights reserved. Question time Questions Copyright AQA and its licensors. All rights reserved. Briefing the Candidates Briefing the candidates Copyright AQA and its licensors. All rights reserved. Assembly Tutor time Booklet Website Send to parents Version reserved. JCQ notices Centre information Informed candidates JCQ notices Copyright AQA and its licensors. All rights reserved. Information for candidates Written exams Information for candidates Onscreen tests Centre information and procedures Copyright AQA and its licensors. All rights reserved. Make sure to include Ill before/during exams Late Food and drink in the exam room Uniform/dress code Mobile phones and Smart Watches Pencil cases Calculators and lid Glasses case Ink/highlighters/gel pens/correction fluid Good luck Results info Version Copyright AQA and its licensors.

6 All rights reserved. Copyright AQA and its licensors. All rights reserved. Question time Questions Copyright AQA and its licensors. All rights reserved. Invigilation How many invigilators do you need? Copyright AQA and its licensors. All rights reserved. 1 per 30 candidates Written exams 1 per 20 candidates Practical exams 1 per 20 candidates On-screen tests Who can invigilate? Copyright AQA and its licensors. All rights reserved. Sole invigilators cannot be a relative, friend or peer of any candidate in the exam room A teacher who has directly prepared the candidates for the subject being examined, or a senior member of teaching staff who has had overall responsibility for the candidates Preparation for the examination cannot invigilate Remember current students cannot invigilate Invigilation for access arrangements Copyright AQA and its licensors. All rights reserved. An invigilator may act as a prompter, a reader and / or a scribe where the candidate is accommodated separately on a one to one basis Copyright AQA and its licensors.

7 All rights reserved. Question time Questions Copyright AQA and its licensors. All rights reserved. Running the Exams Running Exams Copyright AQA and its licensors. All rights reserved. Exam pack Exam room Starting the exam During the exam Finishing the exam Dispatching the scripts The Exam Pack - Confidential Copyright AQA and its licensors. All rights reserved. Question papers Erratum notices OTQ sheets (Multi-Choice) Answer booklets Data books Graph paper The exam pack non-confidential Copyright AQA and its licensors. All rights reserved. Attendance list Seating plan Invigilation record sheet Clash candidate information Access arrangement candidates information Cover sheets for Scribes/word processing Late arrivals/irregularities log JCQ ICE book Exam room checklist The exam room in a box Copyright AQA and its licensors. All rights reserved. Pens, pencils, erasers, rulers Tissues Spares/calculators Batteries Scissors Large rubbish bags Two-way radio/mobile phone Blu-tac and tracing paper Treasury tags Board marker and eraser The exam room on display Copyright AQA and its licensors.

8 All rights reserved. In the room Clock Centre Number Subject title & paper number Start Time Finish Time Outside the room JCQ Warning JCQ Mobile Phone Warning Starting the exam Copyright AQA and its licensors. All rights reserved. for morning exams for afternoon exams Published start times Prior permission not required You may start exams +/- 30 minutes Appendix 2 (page 53) ICE For short exams People present in the exam room Copyright AQA and its licensors. All rights reserved. Where specifically approved by the head of centre (and agreed with the exams officer) members of centre staff have a very clear role. Principally: To assist in the identification of candidates; To deal with disciplinary matters. Under no circumstances may members of staff: Be present at the start of the examination and then sit and read the examination question paper before leaving the exam room; Enter the exam room and read candidates scripts.

9 Starting the exam Copyright AQA and its licensors. All rights reserved. Check identity of candidates Prepare a standard invigilator s announcement (see JCQ ICE) Candidates are under exam conditions from the time they enter the exam room until all the scripts have been collected During the exam Copyright AQA and its licensors. All rights reserved. The Invigilators must :- Supervise the candidates Record candidates who arrive very late Complete the register Log any emergencies Log any irregularities/malpractice Finishing the exam Copyright AQA and its licensors. All rights reserved. Prepare a checklist for invigilators Collect all the scripts/objective test sheets before collecting the question papers Keep them separate Don t let candidates leave until everything collected Keep scripts secure until they are dispatched Examiner labels Copyright AQA and its licensors. All rights reserved. All labels by e-mail on the day before the exam or Hardcopies of most labels in advance and remainder by e-mail/fax/post on the day before the exam Copyright AQA and its licensors.

10 All rights reserved. Question time Questions Running exams the aftermath Copyright AQA and its licensors. All rights reserved. Special consideration Very late arrivals Reporting emergencies Malpractice Special consideration Copyright AQA and its licensors. All rights reserved. Apply on e-AQA Use for individual candidates or groups Use for non-timetabled components Controlled assessments / coursework window of opportunity exams Special consideration - Calculation Copyright AQA and its licensors. All rights reserved. Minimum requirements for a calculated grade GCE examinations 50% of the total assessment - for A2 at least one A2 unit must be completed GCSE examinations 50% of the total assessment* Special Consideration Percentage Adjustment Copyright AQA and its licensors. All rights reserved. The online system can receive applications for groups of students and non examination assessments Ranges between 1-5% depending on severity of disadvantage May be sampled for evidence at stage of application It is important that the details of the disadvantage are clearly explained (see JCQ a guide to the special consideration process ) Very Late Arrivals Copyright AQA and its licensors.