Examination Policy

Examination Policy

Aim and Purpose This policy outlines the process for establishing examination entries and the subsequent protocol for making changes to these entries. These procedures cover both internal and external examinations.

Examination entries are made in such a way that they maximise a student’s ability to make a successful transition to post 16 and GCSE study. This will involve ensuring accreditation in all core subjects, maximising the number of GCSE grades A*-C (or equivalent) and considering individual students post-16 requirements. Entries will always be made with the needs of individual students in mind and with a view to ensuring that all students make expected progress. At Key Stage 3 entries are made with the intention of students making progress across all core and foundation subjects.

Entries Students will be entered for examinations/assessments in ALL the subjects that they have been studying at key stage 4. In KS1-3 internal examinations, students will be entered for internal examinations in all subjects. Entries will be submitted with confirmation that they have been checked by the college lead (appendix 1). It is the responsibility of the college lead to communicate examination entries to the examinations officer. It is the responsibility of the examinations officer to make relevant examination entries on receipt of this form.

If, due to exceptional circumstances, a student is not likely to achieve a passing grade (G or Pass) in any subject area they can be withdrawn from this subject either before or after entries have been made. Similarly if a student at key stage 1-3 is not likely to meet the lowest possible level in an assessment, the withdrawal procedures can apply. This can only occur when agreement has been sought from either the Senior Vice Principal (Curriculum) or the Vice Principal (Data and Assessment).

The examinations officer will not withdraw a student, or not enter them when they have studied a subject, without this agreement. A form is included as in appendix 2 for this. It is the responsibility of the college lead to ensure this form is signed and passed to the examinations officer.

In highly exceptional cases a student may be allowed to consolidate their efforts (particularly in core subjects) by not being entered for, or being withdrawn from, their weakest subject. This will only be allowed when: • This helps a student achieve the requirements necessary for further education.

• The student has proved reliable and capable of independent study.

• The student is in key stage 4.

The procedure for identification of these students is outlined below. The Phase Co-ordinator will make recommendations to either the Senior Vice Principal (Curriculum) or the Vice Principal (Data and Assessment) around these students. A form is included in appendix 3 for this.

It is the responsibility of the phase coordinator to ensure this form is signed and passed to the examinations officer.

A full and complete statement of entries will be provided by the examinations officer and passed to the college lead at least one week before the start of the examination series. It is the responsibility of the examinations officer to ensure this statement is prepared.

Withdrawal on the basis of pastoral needs The responsibility for the identification of students who fall into paragraph 3 above lies with the phase coordinator. Students may be identified on the basis of significant pastoral need, where withdrawal from a subject area may be necessary to maintain the health and wellbeing of the student. Students may also be identified where the phase coordinator feels that the progress across all other subjects would be significantly improved following the removal of one subject. The procedure in these circumstances is outlined below: 1.

The phase coordinator will identify where the issues arise through communication with form tutors and college leads.

Examination Policy

2.

3.

4.

5.

6.

7.

The phase coordinator will discuss the withdrawal with the VP (Curriculum) or AP (Data), ensuring verbal agreement is given to continue with step 3.

A meeting is arranged with parents/carers and students to agree to the changes, parents/carers should sign the withdrawal form acknowledging they agree with the decision.

Arrangements should be made by the phase coordinator with the VP (Curriculum) to ensure that the student still has a complete timetable.

The form will be passed to the SVP (Curriculum) or VP (Data) for final agreement, including the new timetable.

The completed form will be passed to the examinations officer who is responsible for withdrawing the student from examinations.

The member of staff who appears on the student’s timetable is responsible for registering them and ensuring time is used effectively. The phase coordinator is responsible for ensuring the student has additional work from other subjects to complete.

Tiers of entry Students will be entered for the level/tier which will stretch and challenge them whilst also ensuring that they make the necessary progress and have the greatest chance of success. It is the responsibility of the college lead to select tiers and communicate these to all parties (including the examinations officer).

Failure to complete course requirements (Key Stage 4) Where a student has failed to complete all course requirements in advance of the board set deadline they will be withdrawn from entry, providing the college lead has maintained dialogue with the parent/carer about the possibility of deadlines not being met.

Where the academy is liable for a fee due to late withdrawal, in these circumstances only, the parents/carers will be liable to pay this fee.

Failure to arrive for an examination will result in the parent/carer being charged the fees for each examination missed.

Parental Requests Should a parent/carer request a student to be entered at a level deemed unsuitable by the college lead, in the first instance, every effort should be made to resolve this through discussion with parents/carers. At Key Stage 3 students should be given an opportunity to sit both assessments, with the highest level counting, in external examinations the procedures below will apply.

If after discussion, and a mock assessment at both tiers of entry, the parent still feels that the student should be entered for a different level of examination, the matter should be referred to the SVP (Curriculum) or VP (Data). Should a parent insist on entry at a level against the advice of the academy, the parent will become liable for the entry fee. A letter will be sent (and acknowledgement sought) by the SVP (Curriculum) or VP (Data) to parents stating that this entry is against the advice of the academy.

Contact with Parents/carers Parents/carers will receive an examination pack once a year containing all statutory examination notices. Parents/Carers will receive an exam letter in the post in advance of all external and internal examinations. This will include the students examination timetable (this must include the tiers of entry), a statement regarding when a parent/carer will become liable for examination fees (as outlined above and for external examinations only) and details of examination concessions (where appropriate). Parents will be asked to confirm receipt of the letter and agreement to all of its contents. It is the responsibility of the examinations officer to prepare and ensure distribution of these letters.

Examination Policy

Checking of entries during an exam season It is the overall responsibility of the examinations officer to ensure that all procedures outlined above are followed and that entries/withdrawals are made in line with is policy.

Before the start of an examination series the examinations officer will prepare seating plans and entry lists. The examinations officer will then do a final check of these entry lists (including tiers of entry) with the college lead, who will sign these lists to confirm they are correct. No changes should be made after this date without the complete entry procedure being followed and a new entry checking and confirmation form being completed (appendix 1). At this stage it is expected that entries have been made correctly. The examinations officer must inform the SVP (Curriculum) or VP (Data) if entries are incorrect. This final checking procedure must be completed in advance of the first examination commencing. It is the responsibility of the examinations officer to prepare accurate and checked entry lists and to ensure final lists are signed off by the college leader.

Transience – External examinations When a new student arrives at the academy after entries have been made and checked according to the above procedures, it is the responsibility of the phase co-ordinator to confirm entries for these students. This will only apply when the student is in year 2, 6 or 11 and about to commence external examinations. The phase coordinator should complete for form in appendix 4 stating which subjects the student is to be entered for and confirming this is correct.

If students leave, after being entered for an external examination it is the responsibility of the phase coordinator to inform the examinations officer to withdraw the student using the form in appendix 4.

Delegation of duties The college lead may choose to delegate responsibility for internal examinations (excluding year 11 mock examinations) only to a second in college or subject teacher. The college lead must not delegate responsibility for external examination entries (or year 11 mock examinations). In circumstances where there is more than one subject in a college, a subject lead may prepare all entries but the final checking and all forms must be signed by the college lead.

Results & Remarks Early access to results is available one day prior to published external results days for key stage 4. The Principal will establish each year which SLT members will have access to these results. The examinations officer will access the results on behalf of the academy.

Remarks and Enquiries about results College and Phase leads are responsible for establishing where a remark or enquiry about a result is necessary. They will discuss these with the VP (Assessment & Data) who will make the final decision as to remarks or enquiries about results. The examinations officer will not submit any requests unless they have been duly authorised by the VP (Assessment & Date) or SVP (Curriculum).

Examination Policy

Policy Review Log Policy reviewed: Annually Date October 2012 October 2013 March 2014

Staff Member Gillian McGuinness Gillian McGuinness Stephen Cooke

June 2014

Stephen Cooke

Updates/Changes Initial policy No significant changes Formatting modified.

Appendix 1, 2 & 3 added Clarification of roles/responsibilities.

Exam entry checking section added.

Delegation of duties section added.

Roles and Responsibilities updated Results section added.

Remarks and enquiries about results section added.

Examination Policy

Examination entry confirmation form Subject College College Lead Date Examination Series Specification and entry details Specification Name Specification Code Unit codes Type of entry (ďƒź) Initial Entries

Modifications to entries during exam season

Internal/External Examinations (ďƒź) Internal External Examinations Examinations The attached entries have been created and checked in accordance with the Unity Academy examination entry policy. It is the responsibility of the college lead to create, check and communicate examination entries for both internal and external examinations. The college lead can delegate responsibility for creating entries but must check all entries for all subjects, signing below to acknowledge that to the best of their knowledge they are correct.

Entries prepared by

Date

Signature: College lead

Date

EXAMINATION OFFICER USE ONLY Date Received Date Entered Date Entries passed to college lead for final check.

Date of final checking (just prior to exam season)

Signature: Examinations Officer Signature: Examinations Officer Signature: Examinations Officer Signature: Examinations Officer

Please ensure that the college lead signs the entry list provided at the date of final checking (just before an examination series). It is the responsibility of the examinations officer to ensure that the Unity Academy examination entry policy has been followed.

(Appendix 2)

Examination Policy

Withdrawal of entry (curriculum need) Subject College College Lead Date Examination Series Details of subject student is to be withdrawn from Specification Name Specification Code Unit codes Please withdraw from this examination series only Student Details Name KS2 level Reason for withdrawal

Please withdraw from all current and future entries in this subject for this student

Form

Teaching Group Current Grade

Target Grade

Signature: College lead

Date

Signature: SVP (Curriculum) or VP (Data & Assessment)

Date

EXAMINATION OFFICER USE ONLY Date Received Date withdrawn

Signature: Examinations Officer Signature: Examinations Officer

Please ensure that the form is signed by the college lead and either the SVP (Curriculum) or VP (Data & Assessment). No student can be withdrawn without both signatures. It is the responsibility of the examinations officer to ensure that the Unity Academy examination entry policy has been followed.

(Appendix 2)

Examination Policy

Withdrawal of entry (pastoral need) Student Phase

Student Year group

Phase coordinator Date Examination Series (if applicable) Details of subject student is to be withdrawn from Subject Specification Name Specification Code Unit codes Please withdraw from this examination series only Student Details Name KS2 level Reason for withdrawal

Please withdraw from all current and future entries in this subject for this student Form

Teaching Group Current Grade

Target Grade

Signature: Phase coordinator

Date

Signature: College lead

Date

Signature: Parents/Carers

Date

Signature: SVP (Curriculum) or Date VP (Data & Assessment)* *Please ensure that the student’s new timetable is attached to the form before final sign off.

EXAMINATION OFFICER USE ONLY Date Received Date withdrawn

Signature: Examinations Officer Signature: Examinations Officer

Please ensure that the form is signed by the phase coordinator, college lead and either the SVP (Curriculum) or VP (Data & Assessment). No student can be withdrawn without both signatures. It is the responsibility of the examinations officer to ensure that the Unity Academy examination entry policy has been followed.

(Appendix 3)

Examination Entry Policy

Transience Information Form Student Phase

Student Year group

Phase coordinator Date Examination Series (if applicable) Student Details Name Start Date Details of Previous/Future School

Form Leaving Date

New Student



Student Leaving



Details of subjects to be entered (E), Withdrawn (W) or Transferred (T) to another school.

Subject Specification Code Unit codes

Signature: Phase coordinator

Date

Signature: Parents/Carers (If Possible) Signature: SVP (Curriculum) or VP (Data & Assessment)

Date

E/W/T

Date

EXAMINATION OFFICER USE ONLY Date Received Date Actioned

Signature: Examinations Officer Signature: Examinations Officer

Please ensure that the form is signed by the phase coordinator, and either the SVP (Curriculum) or VP (Data & Assessment). No student can be withdrawn without both signatures. It is the responsibility of the examinations officer to ensure that the Unity Academy examination entry policy has been followed.

(Appendix 4)