PUBLIC EXAMINATIONS SUMMER 2019 INFORMATION FOR PARENTS AND PUPILS

PUBLIC EXAMINATIONS SUMMER 2019 INFORMATION FOR PARENTS AND PUPILS 1

USEFUL CONTACTS... 3 PUBLIC EXAMINATION FEES... 3 STUDY LEAVE... 3 APPEALS AGAINST INTERNALLY AWARDED NON EXAMINATION ASSESSMENT (NEA) MARKS... 3 START TIMES FOR EXAMS... 4 VENUES FOR EXAMS... 4 EXAM CLASHES... 4 ARRIVING LATE FOR AN EXAM... 4 WHAT CAN BE BROUGHT INTO AN EXAM ROOM?... 5 WHAT CANNOT BE BROUGHT INTO AN EXAM ROOM?... 5 FOOD AND DRINK IN EXAM ROOMS... 6 REGULATIONS REGARDING CALCULATORS... 6 REGULATIONS REGARDING MOBILE PHONES... 6 STANDARDS OF BEHAVIOUR... 7 FINISHING AN EXAM EARLY... 7 DRESS CODE DURING EXAMS... 7 SPECIAL CONSIDERATION... 7 MALPRACTICE... 8 DISTRIBUTION OF RESULTS... 8 ENQUIRIES ABOUT RESULTS OR ACCESS TO EXAM SCRIPTS... 9 RE-SITTING AN EXAM MODULE... 9 CERTIFICATES... 9 APPENDIX A PUBLIC EXAMINATIONS INTERNAL APPEALS PROCEDURE... 10 APPENDIX B EXAMPLE EAR/ATS FORMS USED LAST YEAR... 14 APPENDIX C - JCQ INFORMATION FOR CANDIDATES FOR WRITTEN EXAMS... 16 APPENDIX D - JCQ WARNING TO CANDIDATES... 17 APPENDIX E - CIE NOTICE TO CANDIDATES... 18 2

USEFUL CONTACTS Examinations Officer: Examinations Administrator: Mr P Gladstone pgladstone@claremont.surrey.sch.uk Mrs B Garlick seniorschoolexams@claremont.surrey.sch.uk or bgarlick@claremont.surrey.sch.uk 01372 473623 Senior School Reception: 01372 467841 The Examinations Office staff are unlikely to be able to take calls on the day of an exam, so please call Senior School reception in case of a problem. In an absolute emergency please leave a message on the Examinations Administrator s mobile: 07595 292499. PUBLIC EXAMINATION FEES Initial registration and exam fees are paid by the candidates. A small administrative fee is added to the total cost. Candidates who fail to sit an exam or meet the necessary coursework requirements will not be reimbursed. However, candidates or departments will not be charged for changes of tier, withdrawals made by the proper procedures or alterations arising from administrative processes, providing these are made within the time allowed by the awarding bodies. STUDY LEAVE A level students study leave will begin after Friday 17 May. Further details will be circulated by the Head of Sixth Form at the end of the spring term. GCSE pupils study leave will begin after Thursday 9 th May. Further details will be circulated by the Head of Year 11 at the end of the spring term. APPEALS AGAINST INTERNALLY AWARDED NON EXAMINATION ASSESSMENT (NEA) MARKS The School has an appeals procedure in place to investigate issues arising from the internal assessment of coursework and NEAs. A copy of the relevant sections of the procedure can be found in Appendix A. 3

START TIMES FOR EXAMS All morning exams will start at 9 am and pupils need to be registered/signed in by 8.30 am. Afternoon exams will start at 1.30 pm and pupils need to be registered/signed in by 1.00 pm. The length of each exam paper varies and you can find more information on the individual pupil exam timetable distributed before the February half-term. Pupils with an allowance for extra time will finish later, so parents need to bear this in mind when arranging lifts home at the end of exams. VENUES FOR EXAMS The main location for written papers is the School Sports Hall, but other rooms may be used if necessary. Laptop users will be placed in the Gym. Pupils will be asked to wait quietly outside each venue at least 20 minutes before the start of the exam. There will be seating plans outside each venue and candidate cards on each desk to identify places. Pupils eligible for extra time will usually be seated together to minimise disruption at the end of exams. EXAM CLASHES Some pupils will have clashes where they are timetabled to sit two or more exams in different subjects at the same time. The Exams Officer/Administrator will arrange for the pupil in question to sit one of the exams later or earlier on the same day, with supervision in between the exams in accordance with JCQ/CIE regulations. In this instance pupils should bring revision or reading materials with them to use during the supervision period. They would not be able to eat in the Dining Hall, but food and drink would be provided. Where it is not possible to sit all the papers in one day, because the total exams sat in the day would be too long, pupils may be asked to sit the following morning, including a Saturday morning if necessary, with the pupil s parents acting as supervisors overnight. Pupils will not be able to use their mobile phone or other social media devices during any period of supervision as any attempt to contact another exam candidate would result in both candidates being disqualified. ARRIVING LATE FOR AN EXAM If pupils are going to be late for an exam for any reason, they or their parents must phone the School on 01372 467841 to leave a message for their Head of Year and/or Exams Officer/Administrator. If they arrive for the exam less than an hour after the published starting time, or before the published finishing time for an exam of less than an hour, then they will be 4

allowed into the exam room and given the opportunity to sit the exam for its published duration. They will be accompanied by the Exams Administrator/Officer into the exam room and instructions will be given to the lead invigilator. Where pupils are very late to an exam (i.e. more than an hour after the published starting time, or after the published finishing time for an exam of less than one hour), they will be warned by the Exams Administrator/Officer that their work may not be accepted by the awarding body. They will be accompanied by the Exams Administrator/Officer into the exam room and instructions will be given to the lead invigilator. The lead invigilator will record the late arrival on the exam room incident log and will complete the relevant JCQ/CIE form for very late arrivals. WHAT CAN BE BROUGHT INTO AN EXAM ROOM? Transparent pencil case containing: o writing equipment (black ink only is allowed) o calculator (if allowed by the awarding body) see below o maths equipment o coloured pencils (for diagrams, maps etc. only) o erasers o ruler o pencil sharpener (transparent cases only) Any set texts as advised by teachers Clear water bottle with no labels and with a sports cap Analogue wrist watch which must be placed on the desk so the invigilator can see it WHAT CANNOT BE BROUGHT INTO AN EXAM ROOM? Mobile phones Smart watches or watches with a data storage device ipods/mp3 players or similar devices Any other electronic communication or storage device Food Books, notes, dictionaries or any other stationery Bags Correcting pens, fluid or tape, gel pens Calculator instructions, cases or lids with printed instructions (see below) Highlighters cannot be used in question booklets or in combined question and answer booklets. Lucky mascots Coloured water bottles or bottles with labels 5

FOOD AND DRINK IN EXAM ROOMS No food will be allowed into the exam rooms unless previously agreed with the Exams Officer/Administrator for medical reasons. The only drink allowed in the exam rooms is still water which should be in a transparent (not coloured) bottle which is free of any text and with the label removed. REGULATIONS REGARDING CALCULATORS Calculators can be used in exams where allowed by the awarding body as specified on the front of the question paper. They must be of a size suitable for use on a desk; battery or solar powered and free of lids, cases and covers which have printed instructions or formulae. They must not: be designed to offer any of the following: language translators symbolic algebra manipulation symbolic differentiation or integration communication with other machines or the internet be borrowed from another candidate during an exam have retrievable information in them including: databanks dictionaries mathematical formulae text. The use of any of the functions listed above will be counted as malpractice. Pupils are responsible for making sure the calculator works and has sufficient power. They are also responsible for clearing any information before the exam. REGULATIONS REGARDING MOBILE PHONES Under no circumstances should a pupil bring a mobile phone or other internet enabled device into the exam room. This includes: ipods mobile phones MP3/4 players or similar device smartwatches wrist watches with a data storage device. If any of the above devices are taken into the exam room by mistake, they must be handed to the invigilator before the start of the exam. 6

If a pupil is found to have any of the above devices in the exam room, this may be considered as malpractice and the incident will be reported to the appropriate awarding body. STANDARDS OF BEHAVIOUR Pupils are expected to follow the Claremont Fan Court School behaviour policy at all times during public exams. Please also refer to the JCQ/CIE Notice to Candidates in Appendix C. The Head of Centre and/or Examinations Officer have the authority to remove disruptive candidates from the exam room where it would be distracting for the candidate to remain in the exam room. FINISHING AN EXAM EARLY Candidates may only leave the exam room for a genuine purpose and are required to return immediately to the exam room. They must be accompanied by a member of staff at all times. For exams longer than one hour, candidates will not be allowed to leave the exam room until at least one hour after the published starting time in accordance with JCQ/CIE rules. They will not be allowed to return. For exams shorter than one hour, candidates must remain in the exam room until the published finishing time of the exam. We would encourage pupils to use all the allocated time for an exam and to use any remaining time they have to thoroughly check their answers rather than leaving the exam room early. DRESS CODE DURING EXAMS A Level students are expected to maintain the Sixth Form dress code when they are at School during the exam period. GCSE pupils are expected to wear full School uniform when they are at School during the exam period. SPECIAL CONSIDERATION Should a candidate be ill before an exam, suffer a bereavement or other trauma, be taken ill during the exam itself or otherwise disadvantaged or disturbed during an exam, it is the candidate's responsibility to alert the centre, the invigilator or the Examinations Officer/Administrator, to that effect. 7

The candidate must support any special consideration claim with appropriate written evidence within five days of the exam, for example by providing a letter from the candidate's doctor. The Examinations Administrator will then forward a completed special consideration form to the relevant awarding body by the published deadline for receipt of such applications. MALPRACTICE Malpractice is any irregularity or breach of regulations of any kind during the exam process. Where malpractice is suspected, the candidate will be warned that they may be removed from the exam room and that the awarding body will be informed and may decide to disqualify them. The invigilator will record the incident and remove any unauthorised material. The Head of Centre is responsible for investigating suspected malpractice and reporting it to the awarding body. DISTRIBUTION OF RESULTS A levels Students will be asked to come into school to collect and sign for their statement of results in person from 7.30 am 11 am on Thursday 15 August. From 11 am 1 pm on Thursday 15 August, the Head of Careers and senior academic staff will be available to answer questions regarding results in relation to higher education options. GCSEs Pupils will be asked to come into school to collect and sign for their statements of results in person from 9-11 am on Thursday 22 August. There will be a voluntary GCSE review morning on Friday 23 August when senior members of staff will be on hand to advise pupils regarding re-marks, re-sits and subject choices at A level. Where a pupil does not come to School on either of the results days to collect their results, the Examinations Administrator will send them out by post. Results cannot be given out by email or telephone, but it is possible to nominate in advance, in writing to the Examinations Administrator, a friend or relative to collect results on a pupil s behalf. 8

ENQUIRIES ABOUT RESULTS OR ACCESS TO EXAM SCRIPTS Once results have been distributed, pupils may choose to proceed to an Enquiry about Results (EAR) or to get access to their exam scripts (ATS) first before deciding to have a module re-marked. There is a fee charged by the awarding bodies for both these services. For A level students, it is possible to request a priority re-mark (with access to script if required) before Tuesday 20 August if their result in a particular module affects their university admission. For non-priority re-mark requests, the deadline is Wednesday 11 September and for return of original scripts is Wednesday 18 September. For GCSE requests, the deadline for priority script photocopies is Friday 23 August; the deadline for re-marks is Wednesday 11 September and the deadline for return of original scripts is Wednesday 18 September. Please refer to Appendix B for examples of the candidate consent forms used last year to request one of these services which will be available on both the A level and GCSE results mornings. Fees for enquiries about results may be paid either by the department or the candidate, depending on the request. In all cases, a current candidate consent form must be duly completed and signed. RE-SITTING AN EXAM MODULE Candidates are allowed to re-sit modules in accordance with subject specific guidance. Re-sit decisions will be made in consultation with the candidates, subject teachers, heads of subject, heads of faculty and the heads of curriculum. CERTIFICATES Exam certificates will be available for pupils to collect from early November. The Exams Administrator will let parents know when they are ready for collection. Current Sixth Form pupils will be asked to sign for their GCSE certificates during an assembly. All other pupils who have left the School will be asked to come in to collect and sign for them. They can nominate a relative or close family friend to do this on their behalf if they are unable to get to the School. Certificates may be withheld from pupils who owe fees. 9

APPENDIX A PUBLIC EXAMINATIONS INTERNAL APPEALS PROCEDURE Procedure: Arrangements for internal appeals about internal assessment decisions (centre assessed marks) and appeals against the School s decision not to support a clerical check, a review of marking, a review of moderation or an appeal. 1. Principles Appeals against internal assessment decisions This procedure confirms Claremont Fan Court School s compliance with JCQ s General Regulations for Approved Centres 2018-2019, section 5.7 that the centre has in place a written internal appeals procedure relating to internal assessment decisions and to ensure that details of this procedure are communicated, made widely available and accessible to all candidates and that the centre must inform candidates of their centre assessed marks. A candidate is allowed to request a review of the centre s marking before marks are submitted to the awarding body. Certain components of GCSE and GCE (legacy GCE coursework, GCE and GCSE non-examination assessments) and other qualifications that contribute to the final grade of the qualification are internally assessed (marked) by the centre. The marks awarded (the internal assessment decisions) are then submitted by the deadline set by the awarding body for external moderation. Appeals against the School s decision not to support a clerical check, a review of marking, a review of moderation or an appeal. This procedure confirms Claremont Fan Court School s compliance with JCQ s General Regulations for Approved Centres 2018-2019, section 5.13 that the centre has in place a written internal appeals procedure to manage disputes when a candidate disagrees with a centre decision not to support a clerical check, a review of marking, a review of moderation or an appeal... 2. The procedure Appeals against internal assessment decisions 2.1.1 The Deputy Head of the Senior School will manage appeals and complaints, assisted by the Examination Officer. They will also be responsible for disseminating information to all candidates and their carer/s about the appeals and complaints procedures and for informing the Head of Centre about the existence and outcome of all such appeals and complaints. Candidates and their parents will be informed of these procedures via the Public Examinations Information for Parents and Pupils booklet which will be available to parents as a printed and web-based document. Information about this document will be circulated to all candidates along with public examination timetables just before the February half term. 2.1.2 Internal review of marking of controlled assessment (NEA) JCQ introduced a new system of centre based review of marking for NEA beginning with the examination year 2017-18. This allows a candidate to seek an internal review of marking before the raw mark is submitted to the examination board for moderation. 10

CFCS will provide an appropriate neutral assessor who may be drawn from the existing staff body or from outside the School. Claremont Fan Court School will: 1. ensure that candidates are informed of their centre assessed marks so that they may request a review of the centre s marking before marks are submitted to the awarding body. 2. inform candidates of the deadlines below in relation to reviews that the mark may be lowered or raised by the neutral assessor and this reviewed mark will be carried forward to the examination body. If the reviewed mark is within five marks (inclusive) below or above the original raw mark, the raw mark will stand. 3. inform candidates that they may request copies of materials (for example, a copy of their marked work, the relevant specification, the mark scheme and any other associated subject-specific documents) to assist them in considering whether to request a review of the centre s marking of the assessment. 4. having received a request for copies of materials, promptly make them available to the candidate within two calendar days. 5. provide candidates with sufficient time in order to allow them to review copies of materials and reach a decision. 6. provide the deadlines given under the groups below for candidates to submit a request for a review of the centre s marking. Requests will not be accepted after this deadline and must be made by email or in writing. 7. allow 7 days for the review to be carried out, to make any necessary changes to marks and to inform the candidate of the outcome, all before the awarding body s deadline. Refer to the dates below for details. 8. ensure that the review of marking is carried out by a neutral assessor who has appropriate competence, has had no previous involvement in the assessment of that candidate and has no personal interest in the review. 9. instruct the reviewer to ensure that the candidate s mark is consistent with the standard set by the centre. 10. inform the candidate in writing of the outcome of the review of the centre s marking according to the dates given under the groups below. For 2018-19 the timetable is as follows: Group A subjects A level: Physics, Chemistry, Biology practical endorsements; English Language; English Literature; History; Media Studies; Geography; Physical Education. GCSE: Design &Technology (igcse); Food Preparation & Nutrition; English Language (spoken language endorsement); Media Studies; Physical Education. Level 3 Diploma: Food Science & Nutrition (Unit 4). Extended Project Qualification (EPQ) 15 March 2019: date by which pupils will be notified of their marks in NEA work 22 March 2019: deadline for pupils to submit appeals requests in Group A subjects relating to the review of marking of NEA work to the Examination officer 29 March 2019: all reviews to be completed by this date 11

1 April 2019: Parents to have been informed of the outcome of review of marking of NEA work Group B subjects A level: Design & Technology Product Design, Drama & Theatre. GCSE: Music; Drama (see different dates in bold below) 24 April 2019: date by which pupils will be notified of their marks in NEA 29 April 2019: deadline for GCSE Drama pupils to submit appeals relating to the review of marking of NEA work to the Examination officer 1 May 2019: deadline for pupils to submit appeals requests in all other Group B subjects relating to the review of marking of NEA work to the Examination officer 3 May 2019: all Drama GCSE reviews of marking of NEA work to be completed by this date and parents informed of the outcome 8 May 2019: all other Group B subject reviews to be completed by this date 9 May 2019 Parents to have been informed of the outcome of review of marking of NEA work for all other Group B subjects Group C: Art and Design based subjects These subjects internally assess both coursework and the examination ; the appeals process is the same for both but the dates are very different to Groups A and B. Subject Level Unit or component Pupil notification of marks by Deadline for appeals requests Reviews completed by Parents informed of review outcome by Fine Art A level Component 1 3 May 10 May 17 May 20 May Fine Art A level Component 2 17 May 20 May 24 May 24 May Fine Art GCSE Component 1 3 May 10 May 17 May 20 May Fine Art GCSE Component 2 17 May 20 May 24 May 24 May Photography A level Component 1 3 May 10 May 17 May 20 May Photography A level Component 2 17 May 20 May 24 May 24 May Textile Design Textile Design 2.1.3 A level Component 1 3 May 10 May 17 May 20 May A level Component 2 17 May 20 May 24 May 24 May A written record of all appeals will be made. This record should include the outcome of an appeal and reasons for that outcome. Claremont Fan Court School will send a copy to the candidate and, where appropriate, to their carer/s within a specified time limit. The written record will be kept and made available to the awarding body upon request. The moderation process carried out by the awarding bodies may result in a mark change, either upwards or downwards, even after an internal review. The internal review process is in place to ensure consistency of marking within the centre, whereas moderation by the awarding body ensures that centre marking is line with national 12

standards. The mark submitted to the awarding body is subject to change and should therefore be considered provisional. 3. The procedure - Enquiry about Results Following the issue of results, awarding bodies make post-results services available. Candidates are also informed of the arrangements for post-results services before they sit any exams and the accessibility of senior members of centre staff immediately after the publication of results when they come to pick up their results from the School. If the centre or a candidate (or his/her parent/carer) has a concern and believes a result may not be accurate, an enquiry about a result (EAR) may be requested. Enquiry about Results (EARs) offers three services. Service 1 clerical re-check Service 2 review of marking Service 3 review of moderation (this service is not available to an individual candidate but may be requested by a department). Written candidate consent (via the candidate consent form or via email) is required in all cases before a request for an EAR service 1 or 2 is submitted to the awarding body as with these services candidates marks and subject grades may be lowered. Consent can only be collected after the publication of results The centre may not always agree with the candidate s wish to seek an EAR but will operate on the principle that the candidate s choice always comes first. Therefore, the centre will not prevent a candidate from seeking an EAR although it may advise against this in certain cases. Following the EAR outcome, an external appeals process is available if the head of centre remains dissatisfied with the outcome and believes there are grounds for appeal. The JCQ publications Post-Results Services and JCQ Appeals Booklet (A guide to the awarding bodies appeals processes) will be consulted to determine the acceptable grounds for a preliminary appeal. Where the head of centre is satisfied after receiving the EAR outcome, but the candidate (or his/her parent/carer) believes there are grounds for a preliminary appeal to the awarding body, a further internal appeal may be made to the head of centre. Following this, the head of centre s decision as to whether to proceed with a preliminary appeal will be based upon the acceptable grounds as detailed in the JCQ Appeals Booklet. Candidates or parents/carers are not permitted to make direct representations to an awarding body. The request for an internal appeal should be completed and submitted to the head of centre within 7 calendar days of the notification of the outcome of the EAR. Subject to the head of centre s decision, this will allow the centre to process the preliminary appeal and submit to the awarding body within the required 30 calendar days of receiving the outcome of the EAR process. Awarding body fees which may be charged for the preliminary appeal must be paid to the centre by the appellant before the preliminary appeal is submitted to the awarding body (fees are available from the Exams Administrator). If the appeal is upheld by the awarding body, this fee will be refunded by the awarding body and repaid to the appellant by the centre. 13

APPENDIX B EXAMPLE EAR/ATS FORMS USED LAST YEAR 14

15

APPENDIX C - JCQ INFORMATION FOR CANDIDATES FOR WRITTEN EXAMS 16

APPENDIX D - JCQ WARNING TO CANDIDATES 17

APPENDIX E - CIE NOTICE TO CANDIDATES 18