Centres can acquire an Exams Manual, divider tabs and 50-leaf To-do pad as part of The Exams Office Planning Dispatch
This dispatch is available to centres each academic year as part of a membership to The Exams Office. The dispatch can be acquired at our training events, or via the online Store from early October
As part of a membership to The Exams Office, centres can acquire a copy of the Planning Dispatch each academic year.
The Planning Dispatch includes:
- An Exams Manual
- Tabs/dividers which indicate the information which should be retained within the Exams Manual
- A 50-leaf to-do pad
- An Exams Calendar (this is sent with dispatches during September, October and November only)
The purpose of the ring-bound Exams Manual folder is to serve as a repository for key centre-specific, exams-related information to support centres in developing an effective contingency and succession plan, in the event of the absence or departure of their exams officer.
The Planning Dispatch is available at our training events or via the online Store (see Exclusives)
Note:
- The Exams Manual is available to UK member centres only
- Copies are limited to one dispatch per member centre per academic year
- The Planning Dispatch is sent once a month. Orders received by the 22nd of each month are dispatched on the last day of each month
The purpose of the Exams Manual
The 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 officer
- Support for succession planning upon the appointment of a new exams officer, particularly if the person appointed has not previously undertaken the exams 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 officer.
The Exams Manual will help centres in providing support for new exams 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 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 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 – e.g. key dates; awarding body contact details; MIS provider guides/information etc.
- Key documents – templates/forms, guides, checklists etc as used within your centre each academic term
- Compliance – records of inspection reports
- Policies – a repository for exams-related policies/procedures
- Invigilation – a record of training given to invigilators and copies of certificates
- Professional Development – a record of professional development activities undertaken/events attended by the exams oÂfficer/exams office staff
Exams 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.
