To support contingency and succession planning, centres can acquire a Planning Dispatch as part their membership to The Exams Office
This on demand dispatch is available to UK-based member centres each academic year. One Planning Dispatch pack per member centre can be ordered via the The Exams Office Store.
What does the Planning Dispatch pack include?
The pack includes:
- An Exams Manual
- Tabs/dividers which indicate the information which should be retained within the Exams Manual
- A 50-leaf to-do pad
The purpose of the Exams Manual
The ring-bound manual folder has been produced to encourage and support centres in maintaining an up-to-date library of key documents and support materials which will ensure:
- Compliance with JCQ regulations
- Preparation for centre inspections
- Effective contingency planning in the event of the absence of the exams manager/officer
- Support for succession planning upon the appointment of a new exams manager/officer, particularly if the person appointed has not previously undertaken the exams manager/officer role
The introduction of the Exams Manual in 2022 was in response to the findings in the 2021 exams officer survey which revealed that in 37.8% of centres there is inadequate contingency planning if the exams officer was absent during a critical period such as the submission deadline for exam entries, during an exam series or before/on a results day.
This lack of risk management and mitigation is of significant concern as a lack of contingency planning is directly linked to an additional, longer term, issue – that of inadequate succession planning. The 2021 survey revealed that 79% of centres have little/no succession planning in place to support a new exams manager/officer.
The Exams Manual will help centres in providing support for new exams managers/officers or those undertaking the role on a temporary basis and reduce the risk of maladministration and malpractice in the event of absence or departure of their exams manager/officer.
How should centres use the Exams Manual?
To get the most out of the Exams Manual, heads of centres and senior leaders should support their exams manager/officer in creating and maintaining an up-to-date and accurate record of key exams-related documents and materials relevant to the centre split under the following sections:
- General Information:Â This section should contain documents relating to the management, administration and conducting of examinations, including information
relating to current key dates and timetables, annual exams and qualification
plans and stakeholder contact details. - Key Documents:Â This section should contain documents used for each exam series, arranged by either academic term, or the five stages of the exam cycle
- Compliance: This section should contain information relating to compliance with JCQ and awarding body regulations and requirements (including copy JCQ Centre Inspection Service reports)
- Policies and Procedures: This section should include all exam-related centre policies/procedures
- Invigilation: This section should include all information relating to the training and
management of invigilators - Continuing Professional Development (CPD) : This section should include any documentation relating to the CPD of staff involved in the management and administration of examinations and assessments
Exams managers/officers should update their Exams Manual on a regular basis by including resources which are relevant to their centre from the key documents and support materials The Exams Office makes available to its members.
Visit The Exams Office Store (see Exclusives) to order your free Planning Dispatch pack (available from early October)
Terms and conditions:
- The Planning Dispatch pack is available to UK member centres only
- A pack is limited to one dispatch per member centre per academic year
- Ordered packs will be dispatched once a month (Orders received by the 22nd of each month will be dispatched on the last day of that month)
