Examination Access Arrangements Policy and Process

All staff at Pinehirst Education are committed to ensuring that the exams management and administration process is run effectively and efficiently and quality assurance processes. This policy is reviewed annually to ensure ways of working at Pinehirst Education are accurately reflected and that exams and assessments are conducted to current JCQ and Pinehirst Education awarding bodies regulations, instructions, and guidance. This policy will be communicated to all relevant Pinehirst Education staff. 


Paul Morton, Director of Curriculum ,Pinehirst Education June 2023. 

Examination Access Arrangements

 Introduction

The purpose of this exams policy is:

  • To ensure the planning and management of exams is conducted efficiently and in the best interests of the student Students.

  • To ensure the operation of an efficient exams service with clear guidelines for all relevant staff.

  • It is the responsibility of everyone involved in the Pinehirst Education’s exam processes to read, understand, and implement this policy.

  • Where references are made to JCQ regulations/guidelines, further details can be found at www.jcq.org.uk.

Background

The Examinations Officers Association recommends the format and content of a Pinehirst Education exams policy, which is reflected in this policy document and the associated Exams Framework.

Where are we now?

A number of existing policies have been brought together to form this overarching Pinehirst Education exam policy.

The Director of Curriculum is responsible for ensuring the Exam services offered adhere to and are all tutorial staff are familiar with the entire contents, refers to and directs relevant Pinehirst Education’s staff to the annually updated JCQ publications including:

  • Ensures an appropriately qualified assessor(s) is appointed,

  • Evidence of the assessor’s qualification(s) is obtained before he/she/they assesses Students and that evidence of the qualification(s) of the person(s) appointed is held on file under GDPR 2018.

  • Ensures a policy demonstrating the centre’s compliance with relevant legislation is in place.

  • Supports the SENDCo in determining the need for and implementing access arrangements.

  • Ensures the SENDCo has access to the assessment objectives for the relevant specification(s) a Student is undertaking.

  • Ensures that all assessments carried out and arrangements put in place comply with JCQ and awarding body regulations and guidance.

  • SENDCo

  • Has full knowledge and understanding of the contents, refers to and directs relevant centre staff to the annually updated JCQ publication.

  • Leads on the access arrangements process to facilitate access for Students.

  • Defines and documents roles, responsibilities, and processes in identifying, requesting, and implementing access arrangements (Access arrangements policy)

  • Ensures arrangements put in place for exams/assessments reflect a Student’s normal way of working within Pinehirst Education services.

  • Ensures the need for access arrangements for a Student is considered on a subject by subject basis.

  • Works with teaching staff, relevant support staff and the exams officer to ensure centre delegated and awarding body approved access arrangements are put in place for Students taking internal and external exams/assessments.

  • Provide information to evidence the normal way of working of a Student.

  • Conducts appropriate assessments to identify the need(s) of a Student.

  • Provides appropriate evidence to confirm the need(s) of a Student.

  • Completes appropriate documentation as required by the regulations of JCQ and Pinehirst Education awarding body.


Teachers / Support Staff

  • · Inform the SENDCo of any support that might be needed by a Student.

  • · Provide comments/observations to support the SENDCo to “paint a holistic picture of need” confirming normal way of working for a Student.

The strategy and policy

The Pinehirst Education will follow the roles and responsibilities and process as outlined in the Exams Framework. The key areas of the Exams Framework are as follows:

  • Roles and Responsibilities

  • Qualifications Offered

  • Exam Timetables

  • Entries, Entry Details and Late Entries

  • Re-sits

  • Exam Fees

  • Exam Days including late and absent Students.

  • Students Conduct and Behaviour

  • Malpractice/Maladministration

  • Access Arrangements, Reasonable Adjustments and Special Consideration

  • Results

  • Certificates


Supporting process

The Pinehirst Education Exams Policy is supported by the Pinehirst Education’s Exams Framework

Benefits to students and employers

A clear and comprehensive Exams Policy, Exams Framework and associated operational process help ensure a good student experience and a consistent approach to examinations across Pinehirst Education services.


Turning strategy into reality

It is the Director Of Curriculum responsibility of everyone involved in the Pinehirst Education’s exam processes to read, understand, and implement this policy.

The Exams Framework outlines key areas of exam activity and responsibilities for all those involved.

Detailed operational processes are maintained by the Director Of Curriculum.

Reliance is also placed on other Pinehirst Education policies, namely:

  • Pinehirst Education Controlled Assessment Policy

  • Pinehirst Education Internal Assessment/Appeals Policy

  • Pinehirst Education Exam Disability Policy

  • Pinehirst Education Exam Contingency Plan

  • Malpractice and Maladministration Policy and Process

  • Complaints and Compliments Policy and Process

  • Communication is vital to the smooth operation of the exams service and includes:

  • Internet and website (Students, text message service and external exam website

  • Communications Bulletins

  • Email curriculum and support areas

  • Updates at curriculum team meetings

  • Email updates to curriculum as required.

  • Request quality assurance feedback for all concerned

Impact assessment

Implementation of the policy will ensure smooth operation of the Pinehirst Education’s exam services and a consistent approach to examinations across the Pinehirst Education.

Risk assessment

Failure to implement the policy will increase the risk of a poor student experience, potentially impact Pinehirst Education success rates and result in loss of awarding body approval.

Communication process for staff and stakeholders

· The Director of Curriculum is responsible for ensuring the Exam services offered adhere to and are all tutorial staff are familiar with the entire contents, refers to and directs relevant Pinehirst Education’s staff to the annually updated JCQ publications.

Recommendations

It is recommended that:

  • The policy is approved by Pinehirst Education Board

  • The policy is monitored by Pinehirst Education Board namely the Director of Curriculum and reviewed on an annual basis.


All Pinehirst Education Policies are subject to screening for Equality Impact Assessment

Equality Impact Assessments are carried out to see whether the policy has, or is likely to have, a negative impact on grounds of age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, marriage or civil partnership, sex, or sexual orientation.


Pinehirst Education not only fulfils its legal position in relation to current and future equality legislation, but additionally goes beyond compliance in providing and promoting “Opportunities for all to succeed”, free from any aspect of discrimination, harassment, or victimisation.


All staff have a duty of care to look after the interests of and support their colleagues. This policy takes account of our commitment to eliminating discrimination, identifying, and removing barriers and providing equal opportunities for our learners, staff, and visitors to ensure that no one feels excluded or disadvantaged.


Safeguarding, Child Protection, Prevent and Missing from Education

All staff have a responsibility to support and promote Pinehirst Education Education’s commitment to providing a safe environment for students, staff, and visitors. Additionally, all staff have a responsibility to report any safeguarding or Prevent issues to the Designated Senior Lead for Safeguarding and Prevent.


Document Version: 2 (June 2023) (REVIEW DATE June 2024)


Pinehirst Education Exam Policy and Process


Author APMc


Quality Assurance

This Policy and Procedure maps to the following external quality assurance frameworks

  • Inspection Framework

  • MATRIX

  • QAA

  • QIA

  • ESFA

Temporary changes to the Examination Regulations for 2019/20 that are required as part of the COVID-19 pandemic will be approved by the Board Of Directors At Pinehirst Education Namely The Director of Curriculum separately.

Where changes are required in Covid 19 Legislation these will be planned and implemented in line with both DFE, Joint Council for Qualifications ( JCQ ) ,Pinehirst Education awarding Bodies and our own Covid 19 Policy and process.


Regulations and guidance

  • Procedures for emergency evacuation of the exam room: Section 18 of JCQ’s Instructions for Conducting Examinations: http://bit.ly/1IlLSZP

  • Examination contingency plan/examinations policies: Section 5 of JCQ’s General Regulations for Approved Centres: http://bit.ly/2cNjqpq

  • Internal Appeals Procedure: Section 5.8 of JCQ’s General Regulations for Approved Centres: http://bit.ly/2cNjqpq

  • Policy covering the management of GCSE controlled assessments: Section 1 of Instructions for Conducting Controlled Assessments (http://bit.ly/2eoiLgN); Section 5.8 of the General Regulations (http://bit.ly/2cNjqpq).

  • Policy covering the management of Non-Examination Assessments: Section 1 of JCQ’s Instructions for Conducting Non-Examination Assessments: http://bit.ly/2fTVeWc

  • Disability Policies: Page 4 of JCQ’s Access Arrangements and Reasonable Adjustments: http://bit.ly/2dF2dAc Summer-2021-Quality-Assurance-Stage-3-Addendum.pdf (jcq.org.uk)


Quality Assurance Stage 3 Addendum

Submission of evidence – response to Ofqual update to Head of Centre guidance


Background

“Following the publication of the JCQ Guidance on the Determination of Grades for A AS Levels and GCSEs Summer 2021, Ofqual has updated its Information for heads of centre, heads of department and teachers on the submission of teacher assessed grades: summer 2021. In the guidance Ofqual has clarified their requirement for awarding organisations to collect some evidence from every centre to Quality Assure teacher assessed grades to ensure a fair approach to awarding is maintained. This is to give candidates, centres, parents, and the wider community confidence in awarding of grades in summer 2021.


Submission of sample evidence

To comply with the Ofqual guidance awarding organisations will be asking each centre to submit evidence for three subjects* with the work of five candidates selected for each subject; the request will draw from both GCSE and A Level candidate’s work. The subject allocation will be determined centrally and will be drawn from both targeted centres and randomly selected centres covering all geographical regions. Centres offering only A Levels or only GCSEs will only be asked to submit

samples from those qualifications. The candidate selection will be determined once grades have been received and will cover a range of achievement.


This stage of the quality assurance process will begin immediately after the teacher assessed grades have been submitted so prompt submission of grades is essential. Because of the timeframe outlined by Ofqual, evidence collation and submission will be between 21 June 2021 and 23 June 2021 and we ask that this is strictly adhered to. This is a collaborative approach from all awarding organisations, and we will be coordinating and sharing feedback throughout this time to reduce the burden on centres as much as is practicable.


To allow as much time as possible for the review of evidence we are asking centres to submit the evidence electronically and each awarding organisation will be in contact nearer the time to explain how this will work; and subsequently which subjects and candidates are required. The review stage will run from 21 June through to the 16 July 2021; and may involve the submission of additional candidate evidence and/or a virtual visit to resolve any concerns or queries. The vast majority of reviews will be carried out by one awarding organisation only, however, in some cases it may be necessary for centres to submit evidence to more than one awarding organisation; where this is necessary clear guidance will be given.


Sampling will also be carried out for vocational, technical, and other qualifications once grades have been submitted. Awarding organisations will be in touch with their respective centres to confirm arrangements.


Centres should continue to gather and keep any evidence used to determine the grades in the relevant vocational, technical, and other qualifications.

All awarding organisations are committed to delivering this service as quickly and efficiently as possible, and where required full support will be available to answer any questions or resolve any issues.”