The purpose of this exams policy is: ∙ to ensure the planning and management of exams is conducted efficiently and in the best interests of candidates; ∙ to ensure the operation of an efficient exams system with clear guidelines for all relevant staff. It is the responsibility of everyone involved in the School's exam processes to read, understand and implement this policy. The exams policy will be reviewed every year by the School. Exam responsibilities The Managing Director: ∙ has overall responsibility for the school/college as an exams centre and advises on appeals and re-marks. ∙ is responsible for reporting all suspected or actual incidents of malpractice ∙ there should be a special policy on malpractice in examinations and assessments. ∙ Sets up an exams committee comprising of management and staff. Exams Committee: ∙ manages the administration of internal exams. ∙ advises the management team, subject and class trainers, and other relevant support staff on annual exams timetables and procedures. ∙ oversees the production and distribution, to all staff and candidates, of an annual calendar for all exams in which candidates will be involved and communicates regularly with staff concerning imminent deadlines. ∙ ensures that candidates and their parents are informed of and understand those aspects of the exams timetable that will affect them. ∙ checks with teaching staff that the necessary coursework and/or controlled assessments are completed on time and in accordance with NAQAA guidelines. ∙ maintains systems and processes to support the timely entry of candidates for their exams. ∙ receives, checks and stores securely all exam papers and completed scripts and ensures that scripts are dispatched as per the guidelines. ∙ administers access arrangements and makes applications for special consideration. ∙ identifies and manages exam timetable clashes. ∙ ensures candidates' coursework / controlled assessment marks are submitted, and any other material required by the appropriate awarding bodies correctly and on schedule. ∙ tracks, dispatches, and stores returned coursework / controlled assessments. ∙ arranges for dissemination of exam results and (certificates) to candidates and any post results service requests. Director of Training is responsible for: ∙ guidance and pastoral oversight of candidates who are unsure about exams entries or amendments to entries. ∙ accurate completion of entry and all other mark sheets and adherence to deadlines as set by the exams committee. ∙ accurate completion of coursework / controlled assessment mark sheets and declaration sheets. ∙ decisions on post-results procedures. Trainers are responsible for: ∙ supplying information on entries, coursework and controlled assessments as required by the Director of Training and/or exams committee. Lead invigilator/invigilators are responsible for: ∙ assisting the exams committee in the efficient running of exams according to NAQAA regulations. ∙ collection of exam papers and other material from the exams office before the start of the exam. ∙ collection of all exam papers in the correct order at the end of the exam and ensuring their return to the exams office. Candidates are responsible for: ∙ confirmation and signing of entries. ∙ understanding coursework / controlled assessment regulations and signing a declaration that authenticates the coursework as their own. ∙ ensuring they conduct themselves in all exams according to the School code of conduct and NAQAA regulations. Exam timetables Once confirmed, the exams committee will circulate the exam timetables for internal exams at a specified date before each series begins. The final exams timetable must be published at least a week before the first paper. Entries, entry details and late entries Candidates or parents/guardians cannot request a subject entry, change of level or withdrawal. The School does not accept entries from private candidates. The School does not act as an exams centre for other organisations. Exam fees Candidates or departments will not be charged for changes or withdrawals made by the proper procedures or alterations arising from administrative processes provided these are made within the time allowed by the relevant bodies. The exams committee will publish the deadline for actions well in advance for each exams series. Contingency planning Contingency planning for exams administration is the responsibility of the Director of Training in collaboration with the Managing Director. Contingency plans are available via email, noticeboard, briefing meetings, internal post, the school intranet and are in line with the guidance provided by relevant bodies. Malpractice The Managing Director in consultation with the Exams Committee is responsible for investigating suspected malpractice. Exam days The exams committee will book all exam rooms after liaising with other users and make the question papers, other exam stationery and materials available for the invigilator. Site management staff is responsible for setting up the allocated rooms, and will be advised of requirements in advance. Subject trainers may be present at the start of the exam to assist with identification of candidates. Any staff present must be in accordance with the rules defined the School and NAQAA guidelines. In practical exams, subject teachers’ availability will be in accordance with School regulations/requirements. Exam papers must not be read by subject teachers or removed from the exam room before the end of a session. Papers will be distributed to trainers in accordance with School regulations. After an exam, the exams officer will arrange for the safe dispatch of completed examination scripts. Lateness All candidates should be seated at least 15 minutes before the start of any paper. No candidates are allowed in the examination hall after the start of any paper. Candidates The exams committee will provide written information to candidates in advance of each exam series. A formal briefing session for candidates may be given where and when necessary. The School's code of conduct, rules on acceptable dress and behaviour apply at all times including exams. Candidates' personal belongings remain their own responsibility and the School accepts no liability for their loss or damage. In an exam room candidates must not have access to items other than those clearly allowed in the instructions on the question paper, the stationery list, or the specification for that subject. This is particularly true of mobile phones and other electronic communication or storage devices with text or digital facilities. Any precluded items must not be taken into an exam room. Disruptive candidates are dealt with in accordance with School regulations and NAQAA guidelines. Candidates are expected to stay for at least half of the full exam time. Complaints Candidates who are aggrieved should first consult with the subject trainer. If they are dissatisfied, they can file complains alongside the relevant examination scripts to the Director of Training for redress. And if they are not satisfied, they can send the complaint to the Managing Director. Where a complaint is against the Managing Director, candidates can file reports to the Director of Training. Note: candidates who leave an exam room must be accompanied by an appropriate member of staff at all times. The Exams Committee is responsible for handling late or absent candidates on exam day. Special consideration Should a candidate be unable to attend an exam because of illness, suffer bereavement or other trauma, be ill or otherwise disadvantaged or disturbed during an exam, then it is the candidate's responsibility to alert the School to that effect. The candidate must support any special consideration claim with appropriate evidence within three days of the missed exam. The exams committee will make a special consideration for application within 2 weeks of the missed exam for a resit of the examination.