THE EXAM CYCLE
The exams management and administration process that needs to be undertaken for each exam series is often referred to as the exam cycle and relevant tasks required within this grouped into the exam cycle stages:
- Planning
- Entries
- Pre-exams (exam preparation)
- Exam time
- Results and Post-Results
KEY DOCUMENTS AND RESOURCES TO SUPPORT THE EXAM CYCLE
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Key Documents are designed to support you in the identification and completion of key tasks through the exam cycle Documents are divided into the stages of the exam cycle, supporting exams officers in understanding when these could be useful during the exams management and administration process Guides provide overviews of processes and regulations, highlight key tasks and promote good practice Checklists provide a means of self-assessment Templates provide a starting point for undertaking/completing a key task or process and may be customised for use in a centre Additional key documents – to support exams review and exams-related policies – are also provided Key Documents are reviewed and updated each academic year |
A guide to managing exam planning
Information gathering and information sharing
- Exams officer/Line manager meeting report form template
- Information gathering form template
- Annual qualifications plan template
- JCQ publications checklist template
Ensuring the integrity and security of the exam/assessment system
- A guide to managing confidentiality & security in the exam cycle
- Declaration of interest form template
- Conflicts of interest log template
- Confidential materials: initial point of delivery log template
- Confidential materials: receipt, secure movement, checks and secure storage log template
- Handling secure electronic materials log template
- NEA security checklist template
- Secure storage and confidential materials checklist
- Secure room/secure storage facility keyholder and access log template
- Third party agreement template
- A guide to JCQ Centre Inspections
Invigilation: Recruiting invigilators
Private candidatesÂ
- A guide to managing private candidatesÂ
- Private candidate: preliminary information and entry form template
Other key documents useful for Planning
- A guide to avoiding late entries
- Managing entries: Candidate names and gender identity
- Deadlines for entries, fees and charges template
- External entries collection form template
- Internal entries collection form template
- Changes to entry information form template
- Exam entry/re-sit form template
- Late entry form template
Private candidates: Private candidate: provisional entry confirmation template
A guide to managing exam preparationÂ
Briefing candidates and staff  Â
- Candidate Exam Handbook template
- Candidate Declaration/Confirmation form template
- ‘Instructions for Candidates’ briefing template Â
- Teacher Guide template Â
Managing timetable clashes
Access arrangements
- A guide to managing access arrangementsÂ
- Access arrangements: candidate tracking spreadsheet template
- Access arrangements: candidate notification form template
- (Access arrangements) Using word processors: information for candidates template
- Access arrangements: training presentation template (for invigilators and facilitators supervising and supporting candidates)
- Access arrangements: training evaluation form templateÂ
- Extra time guide
- Extra time calculator tool
Alternative site for the conduct of examinations: Arrangements for conducting exams in the candidate’s home template
Invigilation:Â Training invigilators
Private candidates
- A guide to dealing with candidate absence
- Exam box checklist template
- Exam day checklist template  Â
- Exam room checklist template
- Exam room incident log template
- Exam scripts checklist template
- Special consideration supporting evidence statement form templateÂ
- Summer exams: weekly report form template Â
- Suspected malpractice: candidate notification form template
Access arrangements
- Access arrangements: supervised rest break record template
- Access arrangements: word processor checklist template
- Access arrangements: managing emergency arrangements form template
Invigilation: Deploying invigilators
A guide to managing results and post results
- A guide to preparing for a results day
- A guide to administering post-results services
- Awarding body results and post-results information links template Â
- Candidate permission form template
- Certificate collection information for candidates template
- Moderation returns log template
- Post-results services: deadlines, fees and charges template
- Post-results services: request, consent and payment form template
- Post-results services: tracking log template
- Post-results services checklist template
- Results day checklist template
- Access Arrangements Policy template
- Complaints and Appeals Procedure (Exams) template
- Data Protection Policy (Exams) template
- Emergency Evacuation Policy (Exams) template
- Equalities Policy (Exams) template
- Escalation Process template
- Exam Contingency Plan template
- Exams Archiving Policy template
- Exams Policy template
- Internal Appeals Procedure template
- Lockdown Policy (Exams) template
- Non-examination Assessment Policy template
- Special Consideration Policy template
- Whistleblowing Policy (Exams) template
- Word Processor Policy (Exams) Â template
ADDITIONAL RESOURCES
QUICK LINKS
The Exams Office takes no responsibility for any outcomes in centres as a result of the information provided on our website or within our documentation. It is the responsibility of schools/colleges to apply this information as they deem necessary within their own centre. You should always contact/refer to the relevant awarding body for the most accurate and up-to-date information regarding their qualifications.
