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Review of Exam Office YearXXXX School

September 20XX – August 20XX

Contents

Purpose Examination Manager’s Summary The Qualifications Covered Statistics Personnel/Training Internal communication External communication Information technology Exam regulations Annual Schedule Risk Assessment Exams and Courses Administered Academic Year 2009-2010 and beyond Resource Requirements Problems

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Purpose

A review of the examination series held at XXXX within the academic year 20xx – 20xx.

The intended audience for this report is the Senior Leadership Team of the XXXX

Summary

Exam management has worked increasingly well and there were no major conflicts or incidents.

The exams manager has visited pupil assemblies throughout the year and given a consistent message to candidates regarding bringing correct equipment and required behaviour and this, together with keeping pupils and parents informed and involved has, I believe, resulted in a very successful exams year. Pupils have been much more organised and calm throughout.

Thanks to ongoing investment in people and resources, the exams office is well equipped to fulfil its role and there are no major equipment issues at present. The provision of an exams assistant has made a massive difference to the organisation of the exams office.

Staff training needs have been met by free workshops and the Examination Officers’ Association has provided worthwhile peer group support.

The Exams Manager is a founder member of a new XXXX Exam Officers Development Group which supports all of XXXX EOs by sharing information and good practice. This group has been very well received by all County’s exam office staff and is also supported by the MIS team. It is hoped that the sharing of knowledge within the peer group will further improve the exams function at XXXX.

Although the cost of late fees are significantly lower this year it is hoped that with even tighter control this figure can be still further reduced.

This administration of A Levels this year was particularly complex with the introduction of the new GCE Specifications. The running of new spec AS alongside A2 legacy specifications and AS legacy resits was challenging.

An unexpected addition to the administrative workload this year was the number of lost / incorrect / missing coursework marks. There were 20 instances in total each requiring various phone calls to boards, form filling and contact with departments to retrieve the marks. All this happened at the start of the exams season and was particularly burdensome. The exams manager will attempt to resolve this by speaking to all departments at workshops over the coming year.

The workload of the exams office continues to increase due to the wide variety of courses offered and the complexity of the administrative arrangements for both general and vocational qualifications.

2 The qualifications covered

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This report covers GCSE and GCE qualifications:

I have included an overview of examination costs for Vocations Courses where known: BTEC Art, Sport & Travel & Tourism, MOTEC, Horticulture, Health & Beauty, Construction, Childcare, ECDL British Safety Council, IPRO, Applied Engineering, CACHE, Sports Leaders and Administration courses.

3 Statistics

3.1 Total candidate entries

The total number of candidates entered for exams and assessments, by department, was:

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3.2 Total component/module/unit entries

The total number of component/module/unit entries, by department, was:

3.3 Entry fees (£s) charged

The total amount charged in fees, by department, was:

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3.4 Late entries

The total number of late entries, by department, was:

The level of late entries was caused by accurate information late in from teaching staff, inaccurate data provided to the exams officer, candidates not submitting re-sit requests before deadline and also the intervention programme which resulted in several students being withdrawn from subjects and then subsequently reinstated after the entry closing deadline.

3.5 Late entry fees (£s) charged

The total amount charged in fees for late entries was £2848 and by department, was:

2007 – 2008 = £3231

2008 – 2009 = £1288

I am pleased that the monitoring systems I have implemented throughout xxxx have resulted in a significant reduction in late fees.

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The Science late entries are distorted by £700 to an exam officer error missing a short “free” resit window for one of the 360 Science modules in June. The administration of this course is extremely complex.

Some additional late entries were paid for by the students concerned.

3.6 Offsetting Entry Fees

£4,034 refunds from exam board for entries withdrawn by Exam Manager in time to claim refund of fees. (£2940 2007-08)

£7989 student payments for re-sits and late entry fees (£4194 2007-08)

3.7 Unexpected entries

The total number of unexpected entries, by department, was:

The reasons for the unexpected entries included:

Pupil transfer an overseas Year 11 student requiring additional science entries to ensure eligibility for GCSE award.

One Year 11 pupil was a very late entry for 6 x science modules having moved schools too late to effect a transfer of entries

DT Technician was a late entry to Design Technology AS Units.

3.7 Unexpected entry fees (£s) charged

The total amount in entry fees for unexpected entries, by department, was:

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3.8 Vocational Qualifications

The table below list s only the registration, entry and exam and/or on-line test fees where the costs have been passed via the exams office.

Administering vocational subjects is complex as some courses charge for registration, some for entry, some for registration and entry, and some only charge for an exam fee and certification – or a combination of the above. I will not have listed fees where departments have registered their own students as I would have not seen these associated costs, e.g. ECDL.

Total costs £14,480

0500

1000150020002500300035004000

British

Safe

ty Cou

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CACHE

Constr

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nDID

A

Health

& B

eauty

Horticu

lture

MOTEC

BTEC A

rt

BTEC S

port

BTEC Trav

el & Tou

rism

OCR Adm

inIP

RO

Sports

Lead

ers

Vocational Courses - Examination Costs 2008-09

3.9 Access arrangements

The total number of access arrangements, by type, was:

Type of access arrangement NumberExtra time 93Readers 38Scribes 3Practical assistants 2Word processors 6Prompters 2Modified papers 2Online applications 108Other 16Total 270

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2007-08 = 135

2008-09 = 270

All access arrangements are applied for on-line and files have to be kept with all evidence and data protection notices attached pending JCQ inspection. The exams assistant has liaised very effectively with the SENCO and worked tirelessly to ensure the accuracy of information.

Some testing was carried out very late – in some cases only being applied for on the morning of the exam although I believe new schedules have been put in place to resolve this.

It was very beneficial to the students with access arrangements to be roomed in E5 for all their exams. Both their behaviour and personal organisation was noticeably improved this year as a result.

3.11 Special consideration

The total number of special consideration cases was 87.

3.121 Enquiries about results (EARs)

The total number of EARs, by department, was:

3.13 Number of appeals

There were eight appeals for re-moderation of work as follows:

DT Resistant Materials – AS Unit 6RM01 Outcome – all pupils’ unit marks were increased.

Human Biology – AS Unit F223Outcome – marks remain unchanged

Music – AS Unit 6MU01Outcome – marks were adjusted slightly both up and down

Science – 2 x GCSE Units 5012 and 5014Outcome – all pupil unit marks were increased – resulting in 32 pupils receiving a higher grade overall

Music – 2 x GCSE Units 1426 1a –Performing and 1426-2 Composing

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Outcome – marks remained unchanged

DT Graphic Products – GCSE 3543/COutcome – all pupil unit marks were increased - resulting in 10 pupils receiving a higher grade overall

In addition 4 individual remarks were requested Outcome –In two AS cases a higher unit grade will be carried forward to the overall A2 result. One AS unit remark remained unchanged.The increase in the unit grade for the A2 remark was insufficient to affect the overall A2 grade.

3.14 Incidences of malpractice

There were no incidences of malpractice by centre staff.

The total number of incidences of malpractice by candidates was:

Type of incident Number of candidates

Unauthorised material in an exam room 1

Total 1

Keeping staff advised of exam board regulations together with the exams manager speaking regularly at student assemblies helps to ensure everyone is aware of the consequences of malpractice, thus safeguarding both staff and students both in and out of the exams rooms and ensuring the instances of malpractice are reduced to the absolute minimum.

4 Personnel/Training

4.1 Staff numbers

The number of staff involved by department/function for academic year was:

Function Number of staff

Exams office 2

Centre administration 2

Learning support 10

Invigilators 24

Total 28

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4.2 Training

The number of staff days spent on training during the year was 2.00

The training providers were the NAA and the local authority.

Exams Manager has prepared and run 2 x training sessions for invigilators to ensure current regulations are complied with within the centre..

4.3 Qualifications

The qualifications that exams office staff have obtained are:

Exam Officers Association Guide to Invigilation

Exam Officers Association Guide to Access Arrangements.

5 Internal communication

5.1 Email

All staff involved in exams have access to email.

Some external invigilators have access to email at home.

The use of email was rated excellent.

5.2 Intranet

All staff involved in exams have access to the centre’s intranet.

The use of the intranet was rated excellent.

5.3 Voicemail

All staff involved in exams have access to voicemail.

The use of voicemail was rated excellent.

5.4 Other communication channels

The use of internal mail was rated excellent.

The use of personal contact was rated good.

5.5 Senior leadership team liaison

Access to the senior leadership team through a designated line manager was rated excellent. Support is especially appreciated across BTEC and vocational qualifications.

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6 External communication

6.1 Support

The effectiveness ratings for the support and knowledge provided per organisation were:

Organisation Rating

The NAA Excellent

Examination Officers’ Association Satisfactory

Awarding bodies Good

Other exams officers Excellent

Local authority Satisfactory

Management information service (MIS) provider Good

MIS support group Not available

Local authority support has improved although the resolution of some queries still takes an unacceptable length of time.

6.2 Exam material delivery

The receipt and storage of exam papers, exam scripts and other confidential exam material met recognised deadlines and security levels.

6.3 Secure package collection

The secure package collection service worked effectively and in accordance with set procedures.

7 Information technology

7.1 Hardware of 17

The ratings for the availability and effectiveness of hardware were

Hardware Rating

PCs Excellent

Printer Good

Scanner Not available

Fax Good

Optical mark reader (OMR) Not available

The provision of an additional networked PC in the exams office has greatly improved the IT provision. The exams assistant is now able to carry out many additional duties, but specifically to input Access Arrangements which have to be applied for on-line.

7.2 Software

The ratings for the availability and effectiveness of software were:

Software RatingMicrosoft® Office Excellent

Internet ExcellentEmail Excellent

MIS GoodElectronic data interchange (EDI) Good

7.3 Support

IT support responded quickly to calls related to systems failures and downtime.

8 Exam regulations

Exam regulations were adhered to throughout the season.

The JCQ Inspection Service to ensure compliance became much more rigorous in 2008 - 98. Inspections have increased from one overall inspection to four covering the following specific areas:

General Qualifications

Vocational Qualifications

Access Arrangements

Modern Foreign Languages (XXXX were not inspected this year)

In each visit the inspectors investigate all aspects of the administration of the examinations at XXXX. Their reports are attached.

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In all three inspections no areas of concern were identified, indeed the comment was made that XXXX was a “very professional centre” which was extremely satisfying.

9 Annual schedule

The annual schedule, of calendar of key dates, worked effectively. HODs and Course Directors were given a Key Examination Dates Calendar to inform them of critical dates throughout the year.

Although key dates were identified, they were still not adhered by some departments to and improvements still need to be made.

The Red Exams Folder system has become well established and departments are now much more aware that when they receive exam information in this folder action is required.

There was a calendar clash with GCSE Science Modules and Work Experience however the entries were withdrawn and a refund of fees obtained.

10 Risk assessment

There is now more of a contingency plan in place as the exams assistant would be able to run the exams in the event of illness or accident befalling the exams manager. Indeed, this was put into place during the Y11 mocks in December 2008 when the exams manager was absent with flu.

The exams assistant has attended NAA and invigilator training and workshops and is aware of rhythm of the examinations cycle. However the exams manager still needs to find time increase her training on the SIMS Examinations Organiser module.

11 Exams and Courses Administered 2008 – 2009

Subject GCSE Board SpecApplied Science OCR J649Art - Fine Art AQA 3202Art - Textiles AQA 3204Art - Unendorsed AQA 3201

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Business & Comm AQA 3126Business Studies AQA 3132Catering WJEC 12400DT ProdDes RMats AQA 3545DT Electronic Products AQA 3541DT Food Technology AQA 3542DT Graphic Products AQA 3543DT Product Design AQA 3544Dance AQA 3231Drama EDEXCEL 1699English AQA 3702English Literature AQA 3712French AQA 3651Geography AQA 3031HE Child Development AQA 3561History OCR 1935History - Short Course OCR 1035Mathematics Edexcel 1380

Mathematics- Statistics Edexcel1389

HMedia Studies AQA 3571Music EDEXCEL 1426Physical Education Edexcel 1827Religious Studies AQA 30604Spanish AQA 3691360 Science EDEXCEL 360

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SYLLABUS INFORMATION SHEET : 2008-2009Subject AS A2 Board Spec Board SpecApplied Science OCR H175 OCR H575Art - Fine Art OCR H161 OCR 7801Art - Photography OCR H163 OCR 7805Art - Textiles OCR H164 OCR 7804Biology OCR H021 OCR 7881Business Studies AQA 2130 OCR 6131Chemistry OCR H035 OCR 7887Computing OCR H047 OCR 7820DT ProdDes RMats EDEXCEL 8RM01 EDEXCEL 9108Dance AQA 2230 AQA 6231Drama EDEXCEL 8DR01 EDEXCEL 9113Electronics AQA 2430 AQA 6431Engineering EDEXCEL 8731 EDEXCEL 9731English Lang & Lit B AQA 2725 AQA 6725Film Studies WJEC 2181.01 WJEC 0069/90French AQA 2650 AQA 6651Geology WJEC 2211 WJEC O7390Geography OCR H083 AQA 6030History OCR H106 OCR 7835Human Biology OCR H023 OCR 7886ICT OCR H117 N/A N/ALaw OCR H124 OCR H524Mathematics OCR (MEI) 3895 OCR (MEI) 7895Maths - Further Ma OCR (MEI) 3896 OCR (MEI) 7896Media Studies AQA 2570 AQA 6571Music EDEXCEL 8MU01 EDEXCEL 9501Music Technology EDEXCEL 8MT1 EDEXCEL 9511Physical Education OCR H154 OCR 7875Physics AQA 2450 AQA 6451Psychology AQA 2180 AQA 6186Religious Studies OCR H172 OCR 7877Sociology Curriculum 2000 AQA 5191 retake AQA 6191Sociology new spec AQA 1191 Spanish WJEC 0560 WJEC 0084/90

VOCATIONAL - SYLLABUS INFORMATION SHEET 2008-09Subject Board Spec

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Art : L2 BTEC First Diploma - Art & Design Edexcel AW434Art : L3 BTEC Cert - Art & Design Edexcel N9136Childcare: L1 Childcare & Education - Skills Pathway CACHE CFCCChildcare : L2 CCE Childcare & Education CACHE CCEChildcare : L3 Diploma in Childcare & Education DCE CACHE DCEConstruction : Cert in Basic Construction - Woodwork C&G 6217-5Construction : L1 Construction C&G CCA FCT 708Construction : L2 New Diploma Course Details Awaited from NPhDIDA - Award = 1 GCSE Edexcel GADADIDA Certificate = 2 GCSE EdexcelGCDA GCDA

European Computer Driving Licence BCSECDL

4.0Health & Beauty : L1 Salon Sevices - Beauty C&G 6926-02Health & Beauty : L2 Diploma in Beauty C&G 6903-01Horticulture : Level 1 Certificate Horticultural Skills NPT C&G 9352Horticulture : Level 2 Cert in Horticulture - Organic Horticulture NPTC C&G 0220Horticulture : Level 1 Cet in Ladbased Studies C&G 0360Horticulture : NVQ1 Horticulture - NPTC C&G 0328Horticulture : NVQ2 Horticulture - NPTC C&G 0329Motec ABC L1 Certificate in MV Studies ABC D5505Motec L1 Cert in Maint & Repair C&G 4101-45Motec L2 Automotive Maintenance & Repair C&G 4101-46Sport : L2 BTEC First Diploma - Sport (Exercise & Fitness) Edexcel Y7319Sport : L3 BTEC National Award - Sport Edexcel T5799Sport : L3 BTEC National Certificate - Sport (Development, Coaching & Fitness Edexcel AK312Travel & Tourism L3 BTEC National Award - Travel & Tourism Edexcel GLH360

Internal examinations are also run by the exams office for Year 11 and for some Year 9 end of Key Stage tests.

Out of interest in February I started to keep a rough log of all exams requiring invigilation which were not the timetabled GCSE and GCE exams, e.g. on-line tests for vocational subjects, admin exams, British Safety Council, Maths Challenge, Childcare exams, Science practical, etc, etc.

My log shows that from the end of January to July there were 92 additional papers / exams to administer and invigilate.

12 Academic Year 2009 – 2010 and beyond

September 2009 sees the introduction of the new specification GCSEs for most subjects. These GCSEs include Controlled Assessment which, for some subjects, requires high level of supervision for final task taking. In addition these specifications are unitised which could result in some departments opting to allow resits of some modules. This would significantly increase the workload of the exams office.

In addition ALAN Tests, Workskills and Level 1 PSHE qualifications are all being introduced to the curriculum in September 2009. The administrative work required for the Vocational subjects being offered is also increasing.

13 Resource requirements

13.1 Staff overtime

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The Exams Manager was required to work overtime to meet exams office obligations.Overtime was expended on entries / late entries processing, exam room preparation, EDI transfer and script packaging.

13.2 Invigilators

The number of invigilators recruited was sufficient. The quality of invigilator staff was rated good.

13.3 Exam rooms management

The arrangement of exam rooms was successful. Small rooms and offices were in short supply but staff were generally extremely understanding.

The use of E5 for a Readers Room was extremely successful. The pupils were calm and organised as they had this one central room to take all the examinations.

14 Problems

The workload of the exams office continues to increase due to the wide variety of courses offered and the complexity of the administrative arrangements. There are now no lulls between the traditional exams seasons as preparation and organisation and vocational courses fill in any possible gaps.

Lost coursework was a particular problem this year – with 20 cases requiring resolution just from the samples requested by moderators.

Head of centre Exam Manager / Officer

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