EXAMINATION & ASSESSMENT GUIDE. Esher College

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1 EXAMINATION & ASSESSMENT GUIDE Esher College

2 September August 2019 CONTENTS PAGE Key Dates for Academic Year Exam Entries, Resits Timetable, Exam Venues, Exam Times, Absence/Lateness... 5 Access Arrangements, Illness... 6 Clashes, Exam Room Conduct Exam Materials PAGE Practical/Oral Exams, Progression Exams, Exams at another Centre, Coursework & Controlled Assessment Results 10 Post Results Services, Certificates 11 Questions

3 KEY DATES FOR THE ACADEMIC YEAR September 20 Deadline for 6.2s applying for marking reviews of summer 2018 exams 27 Deadline for 6.2s applying for original scripts from summer 2018 written exams October 1 Deadline for registering for BMAT (Biomedical Admissions Test) at standard fee 5 Wisepay opens for BTEC Health & Social Care January resits 15 Deadline for registering for BMAT (Biomedical Admissions Test) at late fee Deadline for registering for selected University Admissions Tests 18 Deadline - Wisepay closes for January BTEC Health & Social Care resits 31 University Admissions Tests, including BMAT November 5 GCSE English external examination (paper 1) 6 GCSE Maths external examination (paper 1) 7 GCSE English external examination (paper 2) 8 GCSE Maths external examination (paper 2) 12 GCSE Maths external examination (paper 3) January 8-10 Mock Exams block timetable 11 BTEC External Assessments Unit 1 Health & Social Care 14 BTEC External Assessments Unit 2 Health & Social Care 14 Functional Skills Level 1 Maths exam 17 GCSE (November) results available to students via the portal 2

4 February 2 Deadline for referral to the Learning Support Manager/College Nurse/Exam Officer regarding possible exam related needs/access arrangements for summer 2019 exams March 13 BTEC January external assessment results April 1-17/5 Language speaking tests window May 8 Progression Exams start (6.1) 6.1s begin exam leave 13 Public written examinations start s begin exam leave (pm) June July 3 6.1s start 6.2 courses 10 STEP I Maths University Admissions Test 17 STEP II 21 STEP III 25 Last A level exam 26 JCQ Exam Contingency Day 12 End of Term August 15 A Level/BTEC summer results released to students via the portal Summer 2019 Post Results Services available see website for details of services, fees, and deadline dates 22 GCSE summer results released to students via the portal Post Results Services available as above 3

5 EXAM ENTRIES Entry for an exam in your subject(s), although done automatically by each subject department, is reliant on good attendance and work production in that subject. The College reserves the right to withdraw an exam entry for a student who fails to achieve good levels of attendance and work in individual subject(s). Exam entries are made using each student s date of birth and full legal name, as reflected on their birth certificate or deed poll. This may vary from the name you prefer to be known by, but for the purpose of exams we must hold your legal name. It is your responsibility to check that the information the college holds on the portal is accurate, and that your personal details are correct as this will be reflected on your final certificates. You must inform the Exams Officer of any errors or changes by Christmas, before any exam entries are made. For the academic year , written external exams take place in the summer (May/June). For GCSE English Language and Mathematics, external examinations will be available in November and the summer (May/June). GCSE Biology is available in the summer (May/June) only. BTEC external assessments take place in January and June. There are also language oral exams, practical assessments for PE, the sciences and the creative subjects taking place during the Spring term. Progression Exams for 6.1 students begin on the 8th May. Students and their families are strongly advised not to book holidays during any of these periods. Data Protection Act: Please note that, by signing the Data Protection Statement at enrolment, you are granting permission for the College to pass your personal data to the Examining Boards. This includes future information to support any application for exam Access Arrangements or Special Consideration. RE-SITS Students taking BTEC external assessments will have an opportunity to re-sit those assessments during their course. Please speak to your teacher for details. You will be required to pay for all re-sits through WisePay, the college online payment system, and keep to the deadlines for application & payment as scheduled by the Exam Office (see Key Dates on page 2/3). If you subsequently decide not to re-sit you must tell the Exams Officer as a matter of urgency as invigilation and practical arrangements will be affected. A refund will not be possible. 4

6 TIMETABLES Timetables issued by the exam boards are on the college website for reference, along with a whole centre timetable. You will be notified via and the online weekly bulletin when your personal external exam timetable is available on the portal. Check for any errors or clashes and query those urgently with the Exam Officer. Print a copy of your timetable to keep with you and one for home. Check your timetable regularly to ensure you have the latest version. Check your timetable every day during exams EXAM VENUES The majority of written exams are held in the Sports Hall and Drama Studio. Additional rooms will show on the rooming noticeboard in the student entrance each day. Students with Access Arrangements who need clarification of rooms may go to the Study Centre. Changes to rooming is posted on the notice board in the student entrance. EXAM TIMES Morning exams start at 9.00am prompt and students should therefore be seated for 8.50am at the latest. Afternoon exams start at 1.30pm prompt and students should therefore be seated by 1.20pm at the latest. Students are expected to make appropriate transport arrangements so that these times are adhered to and those who travel to college by train or bus should consider an earlier service to allow for delays or cancellations. ABSENCE/LATENESS If you are unable to attend an exam through illness contact Reception before 8.30am with your name, student number and the exam you are missing. Please speak to the Exam Officer about special consideration for absence within 7 days of the missed exam If you fail to turn up for an exam you will be contacted at home and someone will attempt to find you in college please make sure that all the contact details college hold for you are correct if you are contacted and have forgotten you have an exam, you may still have the opportunity to come into college; this will be at the discretion of the Exam Officer. If you are delayed on your journey you must contact Reception urgently before 8.50am/1.20pm so that the Exam Officer knows that you may be late don t panic, you will still be able to sit your exam and have the full time allowance If you arrive late for any reason other than transport delays you may be admitted to the exam room, at the discretion of the Exam Officer but you may not get your full exam time. If any student arrives for an exam an hour or more after the exam start time this will have to be reported to the exam board. There is a strong possibility they may not accept your exam script for security reasons unless you were fully supervised on your journey. 5

7 ACCESS ARRANGEMENTS All students entering college who may have had approved exam access arrangements at school are required to have their needs confirmed by the Learning Support Department. For learning difficulties this is through formal assessment/screening, as required within the regulations laid down by the Joint Council for Qualifications (JCQ). Exam access arrangements required due to ongoing medical, physical or mental health needs (a diagnosed medical, physical or psychological condition within the definition of disability in The Equality Act 2010) are required to have evidence of need, covering The Five Conditions stipulated by the JCQ, from a variety of sources. All access arrangements must be the student s normal way of working and cannot be awarded just for an exam. Following assessment, confirmation of need, and evidence of normal way of working, an appropriate application is made by the Learning Support Manager to the awarding bodies for access arrangements that require formal approval. Once approval for these arrangements is given, they will be confirmed with students before each exam series via the portal. Access arrangements that have approval at centre level (according to JCQ regulations and inspection) are also confirmed in this way. Occasionally additional support needs are revealed for the first time at college please see key dates at the front of this guide regarding the deadline for referral for assessment/screening. If a referral is made too late to meet the JCQ deadline for applications, the student may not receive access arrangements until the following academic year. Exam access arrangements may also be available for a temporary injury at the time of the exam, and the Learning Support Manager and the Exam Officer should be contacted as a matter of urgency in this situation. If access arrangements require specific rooming, the Exam Officer or Learning Support Manager will let you know in advance, by letter, where you are to go. ILLNESS If you miss an exam due to illness Please speak to the Exam Officer about special consideration for absence If you feel ill before going into an exam please tell the Exam Officer, other exam staff, an invigilator or a teacher before being seated If you feel ill or distressed during an exam please tell an invigilator immediately they will help you and if you have to leave the room you will not lose any exam time in these circumstances. SPECIAL CONSIDERATION The Exams Officer can apply for special consideration if you feel your exam performance was significantly affected by temporary illness, accident/injury, bereavement, domestic crisis, a flare up of a long term illness, or other personal circumstances at the time of the assessment/exam. If any of these are an issue for you, please speak to the Exams Officer in confidence. 6

8 CLASHES If you have more than one exam due to start at the same time, either morning or afternoon, this is a clash. If the total exam time in that session adds up to 3 hours or less you will take one exam after another in the same room. However, if you have more than 3 hours of exams in one session, arrangements may be made for you to have a supervised break between exams. All arrangements will be made for you. In exceptional circumstances, if you have multiple exams (3 or more) in one day, and the total duration is more than 6 hours, permission may be given by the exam board(s) to move one exam to the following day, with overnight supervision. The Exams Officer will inform you how your clashes have been resolved via a clash button on your online timetable. If a clash involves supervision you must NOT have your mobile phone with you, or any other electronic device including an ipod type device or data storage watch. If you bring any of those items to the exam room they must be switched off and handed in for safekeeping you may have revision materials with you you should bring a drink and snack/lunch with you as it will not be possible for you to visit the canteen you will not be allowed to communicate with other students in supervision unless given permission by the supervisor If a clash involves overnight supervision the Exam Officer will need to make contact with a parent/guardian or named adult, subject to approval by the exam board(s), and clarify the rules and regulations for such an arrangement. A declaration agreeing to abide by such regulations will have to be signed by the approved supervisor. Any breach of clash regulations and conditions will result in disqualification from the exam and possibly the entire qualification. EXAM ROOM CONDUCT An exam room is a formal environment and the behaviour and attitude of all students involved in exams is expected to reflect this. For full and detailed instructions please read the JCQ Information for Candidates for written examinations available on the college website Be on time for all of your exams you should arrive at least 15 minutes before the published start time of an exam You should wait outside the exam venue in a quiet and orderly fashion until called into the room. Check where you are sitting on the seating plan displayed. Subject exam papers are usually grouped together, and seating is in student number order the majority of the time. A card is on each desk showing a student photograph, name, student number, and subject code. Those entitled to extra time will have their allowance marked on their card. Please raise any queries with an invigilator before the exam starts. You should wear appropriate clothing for the season and indoor environment, making sure you are warm enough in colder weather. Coats/jackets, scarves, gloves, hats/hoods are NOT allowed inside an exam room. If you do bring them in error you must be prepared for them to be searched for unauthorised material. If you are wearing 7

9 a head covering for religious reasons you may be taken to a private area by a member of exam staff and asked to show that unauthorised material is not being concealed. You should not have any writing or diagrams on your hands other than permanent tattoos All bags and other personal items must be left in the locked storage room provided away from the exam room (sports changing rooms). Students should take adequate precautions when storing valuable items such as mobile phones or other electronic devices as the college cannot take responsibility for those. You may bring a small bottle of water, label removed, into the exam room. No other food or drink is permitted clash students may make alternative arrangements (see advice in previous section). During the announcements before the exam starts you will be asked to empty your pockets of personal items and store them underneath your desk or chair. This will include your calculator lid. This is to maintain exam security. You must remain silent at all times once in the exam room and not attempt to communicate with any other student - if you do you risk being asked to leave the exam. Once seated DO NOT OPEN THE QUESTION PAPER, FILL IN ANY DETAILS, OR START WRITING UNTIL YOU ARE TOLD TO DO SO Upon instruction, when filling in your personal details please remember to use your full legal name, not your preferred name or nickname, as written on your birth certificate or deed poll, and your signature in the box provided You will be asked to read the instructions on the front of the exam paper to yourself, paying particular attention to the time allowed for the exam The Exam Officer will read the rules and regulations under which the exam is to be conducted at the start of every exam please listen carefully. Not following those rules could lead to disqualification. Please ask if you need clarification. If you have been given information about the content of the particular exam paper you are about to sit by someone who may have taken it earlier, please report it to the Exam Officer or other responsible adult BEFORE the exam starts. If you need anything during an exam please put up your hand to ask an invigilator Any behaviour during an exam which causes disruption to other students will be reported to the board(s) as malpractice Stop work immediately you are told to do so when the end of an exam is announced, even if mid-sentence. Continuation sheets/booklets should have all your details written on them and be inserted within your main answer booklet, ready for an invigilator to collect You may not leave an exam before the official finish time, even if you have finished early Students will be dismissed a row at a time once all the papers have been collected please leave quickly and silently as other students may still be working. EXAM MATERIALS Students must only take items allowed for the exam into the exam room. Possession of unauthorised material in the exam room is considered malpractice and if it is discovered or reported later you are likely to be disqualified from all your exams. This also applies to writing on hands or arms or elsewhere on your person (other than tattoos) and this too will be considered malpractice and could result in disqualification. Some subjects, such as English Literature and Drama allow clean texts, without notation, or annotated information for specific papers. You must speak to your subject teacher in advance to check you have the material in the correct format for taking into an exam. 8

10 It is your responsibility to bring to the exam any materials that your teacher has told you are required for that paper, e.g. calculators, specific Maths instruments, tracing paper, texts. Stationery items should be brought in loose or in a clear plastic pencil case or bag. Do NOT expect exam/college staff to provide these materials for you. Exam stationery kits can be purchased from the LRC in advance or borrowed via your library account in an emergency. They provide the following equipment: 1 x clear plastic, zipped case/wallet 2 x HB pencils 2 x black pens 1 x eraser 1 x pencil sharpener 1 x ruler Separate items such as a set square, protractor, and compass can also be purchased or borrowed via your library account. MOBILE PHONES AND OTHER ELECTRONIC DEVICES You must NOT have any electronic device on your person during an exam, either switched on or off. This includes mobile phones, ipod, digital storage watches, smartwatches or other communication devices. If you are reported to the exam board for having any of these items in your possession during an exam, whether or not your intention was to use them, you are likely to be disqualified from that exam, possibly the whole subject and potentially all of your examined subjects. PRACTICAL / ORAL EXAMS These are organised by subject departments and you will be told by teachers when and where these are held. If any of these clash with one of your written exams, you must inform the Exam Officer, and speak to your teacher to ask them to rearrange your practical exam. EXAMS AT ANOTHER CENTRE If you have entered for an exam elsewhere, in addition to your exams at Esher, you should be aware of any clash caused. As a fulltime student at Esher your exams here will take priority. Please notify the Exam Officer immediately so arrangements can be checked. 9

11 PROGRESSION EXAMS In A level subjects all students will complete Progression Exams during the summer term. For most subjects the exams will take place in May, just before half term. Progression Exams are intended to test the knowledge and skills learned during the first year, evidence a student s potential to achieve in the subject by the end of their two year programme. As such they will be conducted in a formal exam environment and under external examination arrangements, to include; access arrangements, clashes, absence & Illness reporting, as set out earlier in this guide. The overall exam grade achieved in each individual A level subject will be published as a current grade in the PR4 letter sent in late June. COURSEWORK & CONTROLLED ASSESSMENT Please read the JCQ Information for Candidates- Coursework, and Information for Candidates- Controlled Assessment and Non Examined Assessments (NEAs) available on the portal & website. You will be given deadlines by your teachers for the submission of internally assessed work, which must be adhered to. Failure to hand in work for marking and submission to the exam board(s) with regard to these deadlines may result in the withdrawal of your entry for that unit in that exam series. You should pay particular attention to the information regarding plagiarism in the JCQ information referred to above. Plagiarism is any attempt by a student to pass off the work of others as their own, whether this be the work of other students or material from other sources. Plagiarism is a serious breach of exam regulations and could result in your removal from the course by the college and disqualification from the subject by the exam board(s). Further subject specific guidelines can be found in the subject areas on the college portal, and your subject teachers will advise you of the accepted method of referencing in their subject. Further useful information regarding internal assessment and the process for appealing against an internally assessed mark can be found in the Esher College: Internal Appeals Procedure Coursework/Controlled Assessment on the college portal and website. Please also be aware of the deadlines for this process. RESULTS The release dates for results can be found in the key dates on page 2/3. Those dates will also be published on the college website. Results can be accessed via the college portal using your student login and it is advisable to print a hardcopy immediately they are available, for use when enrolling at university or applying for work as there will be no further confirmation of your results until certificates are released If you do not have access to a computer you may use the LRC in college upon presentation of your ID Students leaving college should note that their portal access and accounts will be closed at the end of the post results services period so it is vital results and any other important information is printed before then Students who have left early will not be able to access the college portal and so results will be sent by post. 10

12 Any queries should be directed to the Exam Officer or MIS (Management Information System) Team. POST RESULTS SERVICES Following the publication of results, exam board(s) offer a range of Post Results Services, including Enquiries About Results (review of marking) and Access to Scripts (copies of your exam papers). There are charges for all services and strict deadline dates, some very soon after the publication of results. Detailed information regarding all Post Results Services, deadline dates, fees, and the process to use, can be found on the college portal under College Services and Examinations and on the website under The College and Examinations. All students, with a copy to parents, will be ed regarding Results & Post Results Services before the college breaks for the summer. If you are unhappy with your results and think there may be a problem, seek advice in the first instance. Getting a priority script back may show you if it is worth requesting a review. Grades can go down, stay the same, as well as go up. Students leaving college must ensure they provide the Exam Office or MIS Team with a private, personal address for contact when their college account closes. CERTIFICATES The College does not receive the certificates for qualifications until the end of October following the summer exams. Until then, the only results information you will hold is your printout from the portal. Certificates will be posted home, recorded delivery during November. Certificates returned to college are kept in storage for 2 academic years after which they may then be destroyed. Copies are not kept. Please make sure that you keep your certificates in a safe place as you most certainly will be required to produce these as evidence of your qualifications at a later date, when taking up a place at university or applying for a job. If you misplace them you will need to apply direct to the relevant Exam Boards for replacements, for which they charge a substantial fee. QUESTIONS If you have any further questions regarding any of the information within this Examination & Assessment Guide, or any aspect of examinations at Esher College please do not hesitate to , telephone, or visit the Exams Officer, based within the main Admin Centre. Sarah Cassel-Gerard scassel-gerard@esher.ac.uk or exams@esher.ac.uk ext