Contingency Plan - College External Examination Procedures

[Pages:13]Notre Dame Catholic College

180 Great Homer St, Liverpool L5 5AF

Contingency Plan - College External Examination Procedures

Policy Owner L Munro

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Issue No. 1

Page 1 of 13

Contingency Plan ? College External Examination Procedures

Opening Hearts, Minds and Doors

Contingency Plan ? College External Examination Procedures

Contents

Section 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Policy Owner

L Munro

Content Severe Weather Conditions No Access to Examination Store Examination Hall Malpractice Scheduling Seating Access Arrangements Safeguarding of Students Fire Alarm Examination Papers Operation Script Collection Results Lockdown Staff Absence Unable to Access Exam Venue Unable to use School to Distribute Results COVID School Closed for Lessons Exams not taking Place

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Page 3 3 4 5 5 6 7 7 8 9 9 10 11 11 11 12 13 13 13 13

Issue No. 1

Page 2 of 13

Hazard

(something with the

What could go Who may be

potenCtioalnttoincaguesendciysrPuplat n ? wrong?

affected?

exCaomllceognediEtixontes)rnal Examination Procedures

What is done now, that helps control the risk?

Is the risk still

high, medium or low?

What extra controls need to be put in place?

By when?

Severe weather conditions

Candidates unable to reach examination centre due to severe weather conditions

Candidates, Invigilators, Examination Officers

Awareness of JCQ

Low

regulations for

examinations during

severe weather conditions

All roles within the system have a back up person who is capable of stepping into a role.

No access to Examination Store

No access to Examination Store

Examinations -A phone call will be made

and Assistant to inform the examination

Examinations board of a possible delay

Officer

in the start of the

examination.

-Phone calls will be made

to the examination boards

for photocopies of the

exam taking place that

day. Photocopies will be

made of the exam.

Low

-Arrangements will be

made for duplicate

examination papers to be

dispatched from the

boards to cover

examinations on

subsequent days following

the emergency, if

necessary.

-An alternative secure

room will be identified

within the school for the

storage of duplicate

Policy Owner L Munro

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Issue No. 1

Page 3 of 13

By whom?

LM

Contingency Plan ? College External Examination Procedures

papers arriving. The room will be fitted with an extra lock with no more than four keys available to key members of staff.

No access to

Candidates

-Students will be

designated

and

accommodated in a

examination hall. Invigilators

revision venue while

LM

arrangements are made

low

for an alternative venue to

be made available.

-Another venue within the

Examination Hall

school building will be made ready.

-If another venue within

the school is not possible

alternative venue will be

sought.

-This may be:

Commandeering a room

or number of rooms in

Resonate

Policy Owner L Munro

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Issue No. 1

Page 4 of 13

Contingency Plan ? College External Examination Procedures

-Commandeering the sports hall in Everton Park Sports Centre -Securing the use of alternative accommodation in a neighbouring school. -Examination Boards will be informed of the alternative venue for conducting the external examinations ASAP.

Malpractice

Candidates not following JCQ regulations

Candidates

Examinations Officer will

Opportunity given for candidates

attend the assemblies of

to talk over any queries regarding

all students eligible to take

exams.

external examinations to

give each candidate a

written booklet of

Low

Nov 2016

regulations and

summarise the regulations

verbally.

Scheduling problems

Invigilators, candidates

Copies of individual examination timetables given out to candidates.

Head of sixth form and assistant heads of year given details of Low examination timetables.

Scheduling

Policy Owner L Munro

Generic timetable

(showing module code,

date and time)Timetable

of all examinations placed

Approved by Approval date

Review frequency

L Munro

05/10/2021

Annual

Issue No. 1

Page 5 of 13

LM/CB LM

Contingency Plan ? College External Examination Procedures

in areas that students will congregate, i.e. sixth form common room, resource centre, website

Seating

Candidates do not Candidates

Candidates given

Extra copy of seating plan with

know where they

individual timetable of

invigilator

should sit

examinations.

Low

LM

Plan showing how desks are set

College staff given hard

out in venue on display.

copy of examination

timetable.

Candidate lists placed outside of venue in sufficient time as to allow candidates to know where they will be sitting.

Seating of candidates

organised according to

finishing time of exam

Low

Candidates

exiting

Candidates/in

CB

examination hall vigilator

at a variety of

times.

Policy Owner L Munro

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Issue No. 1

Page 6 of 13

Contingency Plan ? College External Examination Procedures

Candidates not receiving their entitlement

Candidates

Information of individual candidates with access arrangements identified and made known to invigilator/s.

Access arrangements (additional exam requirements)

Candidates not able to sit in main examination hall due to AER

Candidates

Arrangements made for alternative venue to be made available for AER candidates.

Candidates will be identified throughout the exam with the Low placement of a small coloured coded card at the right hand corner of their desk. This will individually identify the amount of extra time granted to a student.

Seating plan lists for candidates information will not identify AA candidates. (No colours will be Low apparent)

AA candidates will be identified on the college seating plans by colours. Copies will be available for EO, HOY and Invigilators.

Safeguarding of students

Inappropriate contact between invigilators and candidates

Candidates, Invigilators

All invigilators are DBS checked.

Invigilators are encouraged not to make unnecessary verbal contact with candidates.

All invigilators to undergo annual update training. Low

Invigilators monitored

Policy Owner L Munro

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Issue No. 1

Page 7 of 13

LM/CB/ SEN coordinator

LM CB

LM/CB

Contingency Plan ? College External Examination Procedures

Subject staff accessing examination paper

Heads of Department and subject staff

Fire alarm sounds during examination

Candidates, Invigilators

Fire bell

Heads of Department made aware of access arrangements regarding examination scripts.

Procedures set to cope with situation:

? Students are briefed before exam of possibility of fire alarm

? Muster point made known to candidates and invigilator

HODs and subject staff

encouraged to support students

on the `Spanish Steps' where they

Low will gather before entering the examination hall

Medium

Establish secondary route for evacuation of the area ? depending on exam venue.

Candidates to leave all exam materials on desk and follow instructions of invigilator.

Candidates leave exam hall in single file and silence.

Invigilator to lock exam venue after all candidates have exited hall.

Form tutors check examination register

Form teachers looking for exam candidates

Form tutors

Lower ratio of staff to students in designated area to ensure candidates remain under examination conditions.

Policy Owner L Munro

Approved by L Munro

Approval date 05/10/2021

Review frequency

Annual

Issue No. 1

Page 8 of 13

HODs LM/CB

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