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Rosewood School

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Exam Policy


Statement of Intent


1.1 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.


1.2     It is the responsibility of everyone involved in the school exam processes to read, understand and implement this policy.

1.3     The exams policy will be reviewed annually in line with JCQ amendments.  The exams policy will be reviewed by the Deputy Head, Fair Ways School.

      1. Where references are made to JCQ regulations / guidelines, further details can be found at


Exam responsibilities


2.1 The Head of School:

  • 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 - refer to the JCQ document: Suspected malpractice in examinations and assessments


2.2    Exams Officer and Deputy Exam Officer [1]:

  • Manages the administration of Internal and External Exams with Coursework.  
  • Advises the senior management team, subject leads, and other relevant support staff on annual exams timetables and procedures as set by the various awarding bodies.
  • Oversees the production and distribution, to all school staff and candidates, of an annual calendar for all exams in which candidates will be involved and communicates regularly with staff concerning imminent deadlines and events. 
  • Ensures that candidates and their parents / carers 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 JCQ guidelines.
  • Provides and confirms detailed data on estimated entries.
  • 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 following the regulations in the JCQ publication A guide to the special consideration process.
  • Identifies and manages exam timetable clashes. 
  • Accounts for income and expenditures relating to all exam costs / charges. 
  • Line manages the senior exams invigilator in organising the recruitment, training, and monitoring of a team of exams invigilators responsible for the conduct of exams. 
  • 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 forwards, in consultation with the SLT, any post results service requests. 


2.3      Teachers:


  • Has responsibility 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 Officer.
  • Accurate completion of coursework / controlled assessment mark sheets and declaration sheets.  
  • Decisions on post-results procedures.
  • Are responsible for supplying information on entries, coursework and controlled assessments as required by the Head of Department and / or Exams Officer. 


2.4     The Additional Needs Coordinator (SENCO) / Specialist Teacher:

  • Is responsible for identification and testing of candidates’ requirements for access arrangements and notifying the exams officer in good time so that they are able to put in place exam day arrangements.
  • Processing any necessary applications in order to gain approval (if required). 
  • Working with the exams officer to provide the access arrangements required by candidates in exams rooms. 


2.6 Lead Invigilator / Invigilators:


  • Are responsible for assisting the exams officer in the efficient running of exams according to JCQ 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.


2.7 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 JCQ regulations.


Qualifications offered


3.1     The qualifications offered at this school are decided by the Head of SchoolThe types of qualifications offered are Entry Level, GCSE, Cambridge Nationals and Step Up.  

3.2     The subjects offered for these qualifications in any academic year may be found in the schools published prospectus or similar documents for that year.  If there is to be a change of specification for the next year, the Exams Officer and Deputy Head must be informed by October.

3.3     Informing the Exams Officer and Deputy Head of changes to a specification is the responsibility of the subject lead.  

3.4     Decisions on whether a candidate should be entered for a particular subject will be taken by subject lead in consultation with the Deputy and Head of School.


Exam series


4.1     Internal exams (mock or trial exams) and assessments are scheduled in the Spring Term.


4.2 External exams and assessments are scheduled in the June Series. 


4.3 Internal exams are held under external exam conditions.


4.4     The Head Teacher and Deputy Head decides which exam series are used in the school.


4.5     The school does offer some assessments on an on-demand basis.  If offered, on demand assessments can be scheduled only in windows agreed between the Deputy Head and the Exams Officer.


Exam timetables


5.1      Once confirmed, the Exams Officer will circulate the exam timetables for internal and/or external exams at a specified date before each series begins.


Entries, entry details and late entries


6.1     Candidates or parents / carers can request a subject entry, change of level or withdrawal.

6.2     The school accepts entries from private candidates for staff members only.


6.3      The school does not act as an exams centre for other organisations.


6.4     Entry deadlines are circulated to Heads of Department and subject lead via email, briefing meetings, internal post.


6.5     Heads of Department and subject leads will provide estimated entry information to the Exams Officer to meet JCQ and awarding body deadlines. 


6.6     Entries and amendments made after an awarding organisation’s deadline (i.e. late) require the authorisation, in writing, of the Deputy / Head of School.


6.7      GCSE re-sits / retakes are allowed.     


6.8     Re-sit decisions will be made by the Head / Deputy of School in consultation with Students and Subject Leads.




 Exam Fees


7.1     Rosewood School will not be charged for changes of tier, withdrawals made by the proper procedures or alterations arising from administrative processes provided these are made within the time allowed by the awarding bodies.

7.2     The Exams Officer will publish the deadline for actions well in advance for each exams series. 


7.3     GCSE entry exam fees are paid by the school. 


7.4     Late entry or amendment fees are paid by the school. 


7.5     Fee reimbursements are not sought from candidates:

      • if they fail to sit an exam 
      • if they do not meet the necessary coursework requirements without medical evidence or evidence of other mitigating circumstances


7.6     Re-sit fees are paid by the school.


Equality Legislation 


8.1     All exam staff must ensure that they meet the requirements of any equality legislation.  The school will comply with the legislation, including making reasonable adjustments to the service that that they provide to candidates in accordance with requirements defined by the legislation, awarding bodies, and JCQ.  This is the responsibility of the Exams Officer.

Access arrangements


9.1     The Access to Learning Manager will inform subject teachers of candidates with special educational needs and any special arrangements that individual candidates will need during the course and in any assessments / exams.


9.2     A candidate's access arrangements requirement is determined by the SMT, SENCO and Access to Learning Manager.


9.3     Ensuring there is appropriate evidence for a candidate’s access arrangement is the responsibility of the Access to Learning Manager.

9.4     Submitting completed access arrangement applications to the awarding bodies is the responsibility of the Exams Officer/ Deputy Exams Officer/Learning Support.

9.5     Rooming for access arrangement candidates will be arranged by the Exams Officer. Invigilation and support for access arrangement candidates, as defined in the JCQ access arrangements regulations, will be organised by the Exams Officer.


Contingency planning


10.1   Contingency planning for exams administration is the responsibility of the Exams Officer.

10.2   Contingency plans are available via email, briefing meetings and are in line with the guidance provided by Ofqual, JCQ and awarding organisations. 


Estimated grades


11.1   Subject Leads are responsible for submitting estimated grades to the Exams Officer when requested by the Exams Officer.

Managing invigilators


12.1 External staff will not be used to invigilate examinations.


12.2   Recruitment of invigilators is the responsibility of the Head of School and Deputy Head.


12.3   The school will use contracted staff as invigilators, making sure they are not subject leads or associated with the exam subject area. 


12.4   All invigilators will be familiar with the JCQ Invigilator guide.




13.1   The Head of School in consultation with Exams Officer / Deputy Head is responsible for investigating suspected malpractice.

Exam days


14.1   The Exams Officer will book all exam rooms after liaison with other users and make the question papers, other exam stationery and materials available for the invigilator.


14.2   The Senior Invigilator / member of staff will start and finish all exams in accordance with JCQ guidelines.


14.3   Subject staff 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 by JCQ concerning who is allowed in the exam room and what they can do. 


14.4   In practical exams, subject teachers’ availability will be in accordance with JCQ guidelines. 


14.5   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 in accordance with JCQ’s recommendations and no later than one hours after candidates have completed them.  


14.6   After an exam, the Exams Officer will arrange for the safe dispatch of completed examination scripts to awarding bodies, working in conjunction with the Deputy Head.




15.1   The Exams Officer will provide written information to candidates in advance of each exam series.  A formal briefing session for candidates may be given by the Exams Officer/ Deputy or Head of School.


15.2   The school’s published rules on acceptable dress and behaviour apply at all times. Candidates' personal belongings remain their own responsibility and the school accepts no liability for their loss or damage.


15.3   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. 


15.4   Disruptive candidates are dealt with in accordance with JCQ guidelines.  Candidates are expected to stay in the examination room for at least the first hour of the exam time at the discretion of the Senior Invigilator/ school staff member


15.5   Candidates who leave an exam room must be accompanied by an appropriate member of staff at all times.


15.6   The Senior Invigilator/ school staff member is responsible for handling late or absent candidates on exam day.


Clash Candidates


16.1   The Senior Invigilator / school staff member will be responsible as necessary for supervising escorts, identifying a secure venue and arranging overnight stays.

Special Consideration


17.1   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 Deputy Head / Head of School to that effect.


17.2   The candidate must support any special consideration claim with appropriate evidence within five days of the exam.  


17.3   The Exams Officer will make a special consideration application to the relevant awarding body within five days of the exam.


Internal Assessment


18.1   It is the duty of Heads of Department to ensure that all internal assessment is ready for dispatch at the correct time.  The Exams Officer will assist by keeping a record of each dispatch, including the recipient details and the date and time sent.


18.2   Marks for all internally assessed work are provided to the Exams Officer and Deputy Head by the Heads of Subjects.  The Exams Officer will inform staff of the date when appeals against internal assessments must be made by.  Any appeals will be dealt with in accordance with the school’s Internal Appeals Procedure (IAP) document.




19.1 Candidates will receive individual results slips on results days:

  • in person at the school 
  • posted (recorded delivery)


19.2  The results slip will not be in the form of a school produced document.  

19.3  Arrangements for the school to be open on results days are made by the Deputy/Head of School.

19.4  The provision of the necessary staff on results days is the responsibility of the Head of School.


Enquiries about Results (EAR)


20.1   EARs may be requested by school staff or the candidate following the release of results.  A request for a re-mark or clerical check requires the written consent of the candidate, a request for a re-moderation of internally assessed work may be submitted without the consent of the group of candidates. 


20.2 The cost of EARs will be paid by the school.


20.3   All decisions on whether to make an application for an EAR will be made in conjunction with the Exams Officer and the Head of School.


20.4   If a candidate’s request for an EAR is not supported, the candidate may appeal and the school will respond by following the process in its Internal Appeals Procedure (IAP) document.


20.5   All processing of EARs will be the responsibility of the Exams Officer, following the JCQ guidance.


Access to Scripts (ATS)


21.1   After the release of results, candidates may ask subject staff to request the return of written exam papers within 14 days of the receipt of results.


21.2   School staff may also request scripts for investigation or for teaching purposes.  For the latter, the consent of candidates must be obtained. 

21.3 An EAR cannot be applied for once an original script has been returned. 

21.4 The cost of EARs will be paid by the school.

21.5   Processing of requests for ATS will be the responsibility of Exams Officer.




22.1 Candidates will receive their certificates  

  • in person at the school 
  • by post to their home 
  • collected and signed for 

Certificates can be collected on behalf of a candidate by third parties, provided they have written authority from the candidate to do so, and bring suitable identification with them that confirms who they are.


    1. The school retains certificates for 4 years.


23.2   The new certificate will not be issued by an awarding organisation.  A transcript of results may be issued if a candidate agrees to pay the costs incurred.



 Evaluation will take place on an annual basis.


 Head of Centre                               Exams Officer

 Mr D Kirk                                           Mrs L Stallard

 Date: October 2019


[1] This is the individual to whom the Head of School has delegated responsibility for the administration of exams in their school.

Date – Policy Date –