North Liverpool Academy
EXAMINATION CONTINGENCY PLAN
Contents
North Liverpool Academy examinations contingency plan
1. AIMS
2. COMMUNICATIONS
3. DISRUPTION OF A STARTED EXAMINATION
4. DISRUPTION OF TEACHING TIME – SCHOOL CLOSED FOR AN EXTENDED PERIOD
5. DISRUPTION TO THE DISTRIBUTION OF EXAMINATION PAPERS
6. CANDIDATES UNABLE TO TAKE EXAMINATIONS BECAUSE OF CRISIS – CENTRES REMAIN OPEN
7. CENTRES ARE UNABLE TO OPEN AS NORMAL DURING THE EXAMINATION PERIOD
8. DISRUPTION TO THE TRANSPORTATION OF COMPLETED EXAMINATION SCRIPTS
9. ASSESSMENT EVIDENCE IS NOT AVAILABLE TO BE MARKED
10. CENTRES ARE UNABLE TO DISTRIBUTE RESULTS AS NORMAL
11 ABSENCE OF NLA EXAMINATIONS OFFICER
12 ABSENCE OF HEAD OF CENTRE
SUMMARY OF ACADEMY RESPONSIBILITIES IN THE EVENT OF DISRUPTION TO EXAMINATIONS
Summary of key responsibilities
Annex 2 Ofqual Guidance
Joint contingency plan in the event of widespread disruption to the examination system in England, Wales and Northern Ireland
1.Background
2. Communications
3. Scenarios
4. Summary of responsibilities in the event of disruption to examinations
5. Useful Information
North Liverpool Academy examinations contingency plan
1. AIMS
The Examination Contingency Plan is an appendix to the Academy’s Business Continuity plan.
The Examination Contingency Plan is designed to ensure a consistent and effective response in the event of major disruption to the exam system at North Liverpool Academy affecting candidates across several awarding organisations.
All awarding organisations are required to have their own well-established contingency plans in place to respond to such disruptions. This Examination Contingency Plan takes into account these processes and procedures and is designed to complement them, not replace them. This also applies to all other qualifications at North Liverpool Academy. This plan may also be used in conjunction with the Business Continuity plan.
The plan will be implemented in the event of major disruption to the system, such as widespread illness, travel disruption, bad weather or power failures. Any actions taken will be subject to the advice of the official agencies dealing with the specific circumstances being faced, for example the police, Environment Agency or Health Protection Agency.
Implementing the plan will safeguard the interests of candidates while maintaining the integrity of the examination system and safeguarding qualification standards.
The contingencies covered have been implemented on several occasions in response to localised issues in other centres. They would be applied on a larger scale in response to any widespread disruption at a national level.
The priority when implementing contingencies will be to maintain three principles:
- Delivering assessments to published timetables
- Delivering results to published timetables
- Complying with regulatory requirements in relation to assessment, marking and standards.
If the usual contingencies are no longer sufficient to maintain these outcomes, the Senior Leadership Team will agree the additional actions required.
2. COMMUNICATIONS
In the event of local disruption communication to teachers and students will take place through the Exams Officer following agreement with the Head of Centre.
In the event of major disruption, details of specific contingencies agreed across organisations involved in the examinations process will be confirmed on the Ofqual website and proactively communicated to relevant stakeholders.
This includes communication between the organisations involved in the response and communications to stakeholders such as centres, candidates, parents or carers and the public.
The organisations involved in this Joint Contingency Plan are committed to:
- Sharing timely and accurate information as required to meet the aims of the plan
- Communicating with stakeholders so they are aware of disruption to the exams, the contingency measures being implemented and any actions required of them as a result
- Ensuring any messages to the public are clear and accurate.
3. DISRUPTION OF A STARTED EXAMINATION
Normal evacuation procedures will be followed. In the event that the evacuation becomes more protracted than expected such as an emergency alert where an evacuation of the building is necessary e.g. fire alarm, bomb scare, flooding. The Head of Centre will need to make a decision regarding the point at which the examination should be abandoned, and the candidates sent home.
Ifcandidates are to be sent home, Awarding bodiesmust be contacted for advice regarding what to do next. An application for special consideration may be possible, depending on the nature of the examination and whether the necessary proportion of the examination has been completed.
Criteria
In assessing whether to continue the examination, the following factors need to be taken into consideration:
- the length of time that has passed since the official start time
- whether the minimum time for remaining in the examination has passed to maintain the integrity of the examination
- the amount of time left to complete the examination(s)
- whether there is sufficient time to complete the examinations before another session starts
The Head of Centre, or the nominated deputy, will decide whether it is appropriate to continue the session using the criteria set out above. In making this decision, the Head of Centre, or the nominated deputy, must be satisfied that communication between candidates has not taken place outside of the examination room. Only if completely satisfied that no communication whatsoever has taken place must candidates be allowed to continue the examination.
If the session is to be abandoned, this will be either:
- because of consideration of the criteria above;
- because re-entry to the premises cannot be secured; or
- because the risk of communication between candidates, which would invalidate the examination, cannot be eliminated.
If the examination has to be abandoned:
- The Examinations Officer will take the first opportunity to contact the awarding body and then seek to apply for Special Consideration for all the candidates affected.
4. DISRUPTION OF TEACHING TIME – SCHOOL CLOSED FOR AN EXTENDED PERIOD
If North Liverpool Academyis closed or candidates are unable to attend for an extended period during normal teaching or study supported time, interrupting the provision of normal teaching and learning. It is the responsibility of the Academy to prepare students, as usual, for examinations. The Academywill plan to facilitate teaching and learning by an alternative method or alternative location. Collaborative agreements are in place managed by Liverpool Local Authority.
5. DISRUPTION TO THE DISTRIBUTION OF EXAMINATION PAPERS
If the distribution of examination papers to the Academy in advance of Examinations is disruptedthe awarding organisations would provide the Academy with electronic access to examination papers via a secure external network. Awarding organisations would fax Examination papers to centres if electronic transfer is not possible. The examinations officer must ensure that all copies are received, made and stored under secure conditions.
6. CANDIDATES UNABLE TO TAKE EXAMINATIONS BECAUSE OF CRISIS – CENTRES REMAIN OPEN
If candidates are unable to attend examinations as normal-. This contingency applies if North Liverpool Academybecomes closed due to extreme issues on the Academy site e.g. fire. The Academy can liaise with candidates to identify whether the examination can be sat at an alternative venue in agreement with the relevant awarding organisations.
Possibilities include the Trust school sites, local community spaces including Everton Sports Centre, Liverpool or Everton Football Clubs, Alsop or Notre Dame School. Additionally the Academy can offer candidates an opportunity to sit any examinations missed at the next available series if this is appropriate.
The Academy can apply to awarding organisations for special consideration for candidates where they have met the minimum requirements. Candidates are only eligible for special consideration if they have been fully prepared and have covered the whole course but are affected by adverse circumstances beyond their control.
7. CENTRES ARE UNABLE TO OPEN AS NORMAL DURING THE EXAMINATION PERIOD
If North Liverpool Academyis unable to open as normal for scheduled examinations it must inform each awarding organisation with which examinations are due to be taken as soon as is possible. The responsibility for deciding whether it is safe for the Academy to open lies with the Head of Centre. The Principal is responsible for taking advice, or following instructions from relevant local or national agencies in deciding whether they are able to open: The Academy should open for examinations and examination candidates only if it is possible. The Academy should use alternative venues in agreement with relevant awarding organisations (see above).
8. DISRUPTION TO THE TRANSPORTATION OF COMPLETED EXAMINATION SCRIPTS
If there is a delay in normal collection arrangements for completed examination scripts: The Academy will seek advice from awarding organisations and normal collection agency regarding collection. The Academywill not make arrangements for transportation without approval from awarding organisations. The Academywould ensure secure storage of completed examination scripts until collection.
9. ASSESSMENT EVIDENCE IS NOT AVAILABLE TO BE MARKED
If due to large scale damage to, or destruction of, completed examination scripts/assessment evidence before it can be marked: The awarding organisations should generate candidate marks for affected assessments based on other appropriate evidence of candidate achievement as defined by the awarding organisations in consultation with the regulators.
10. CENTRES ARE UNABLE TO DISTRIBUTE RESULTS AS NORMAL
If the Academy is unable to access or manage the distribution of results to candidates, or to facilitate a postal results services, the Academy should contact the awarding organisations about alternative options:- The Academy will make arrangements to access its results at an alternative site. The Academy will make arrangements to coordinate access to post result services from an alternative site. The Academy will share facilities with other centres where possible.
11. ABSENCE OF NLA EXAMS OFFICER- If NLA Exams Officer is absent for a prolonged period of time, then alternative arrangements will be put into place. This will also depend on when the absence occurs. Other Exams Officers within NST will be utilised in the first instance (for making entries etc.) On examination days the responsibility will be with the member of Extended Leadership Team, who has overall responsibility for exams and curriculum, working with the support team who are trained in the administration of exams.
12. ABSENCE OF HEAD OF CENTRE: If the Head of Centre is absent for a prolonged period of time, then the designated deputy Head of Centre, (Emily Vernon) will be the primary decision maker.
SUMMARY OF ACADEMY RESPONSIBILITIES IN THE EVENT OF DISRUPTION TO EXAMINATIONS
- Preparing plans for any disruption to exams as part of centres’ general emergency planning.
- Preparing candidates for examinations.
- Ensuring examinations and assessments are taken under the conditions prescribed by awarding organisations.
- Ensuring, where relevant, that assessment materials and candidate work are stored under secure conditions.
- Deciding whether the centre can open for examinations as scheduled and informing relevant awarding organisations if the centre is unable to open.
- Exploring the opportunities for alternative arrangements if the centre cannot open for examinations and agreeing such arrangements with the awarding organisations.
- Assessing and liaising with awarding organisations in the event of disruption to the transportation of papers.
Summary of key responsibilities
Responsibility / PersonConduct of examinations / Exams Officer Head of Centre
Emergency contingency plan / Head of Centre/ Principal
Emergency Decision making team / SLT & Examinations Officer
Communication with parents / Trust communication team
Communication with Press / Trust communication team
Communication with Students / NLA Admin team
Communication with awarding bodies / Exams Officer Head of Centre
Appendix 1
USEFUL INFORMATION
AQA
JCQ
Ofqual
DfE
Edexcel
DfE – Exams Delivery Support 093/edsu
EDI
OCR
UCAS
WJEC
JCQ A guide to the special consideration process
JCQ Instructions for conducting examinations
DfE guidance on dealing with disruption to teaching and learning
DENI guidance on dealing with disruption to teaching and learning
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Annex 2 Ofqual Guidance
Joint contingency plan in the event of widespread disruption to the examination system in England, Wales and Northern Ireland
Published 13 February 2015
1.Background
1.1 Who owns the joint contingency plan
The plan is jointly owned by:
- the Office of Qualifications and Examinations Regulation (Ofqual)
- the Department for Education (DfE)
- the Welsh Government
- the Department of Education, Northern Ireland (DENI)
- the Council for the Curriculum, Examinations and Assessment (CCEA)
- awarding organisations including AQA, City & Guilds, Oxford, Cambridge and RSA (OCR), Pearson, Vocational Training Charitable Trust (VTCT) and WJEC
- the Joint Council for Qualifications (JCQ)
- the Universities and Colleges Admissions Service (UCAS)
While Scotland operates a different examinations system, the Scottish Qualifications Authority has been involved in the compilation of the plan to ensure its approach adopts the same principles of fairness, transparency, evidence and integrity.
1.2 Who the plan is for
The plan is designed for two audiences:
- staff from awarding organisations delivering examinations
- staff within schools and centres (including head teachers) who are responsible for administering examinations
1.3 The purpose of the plan
The purpose of the joint contingency plan is to ensure there is a consistent and effective response in the event of major disruption to the examination system.
All awarding organisations are required to have their own well-established contingency plans in place to respond to such disruptions, which have been used on numerous occasions.
This joint contingency plan takes these processes and procedures into account and is designed to complement them, not replace them.
1.4 The outcomes of the plan
The overall outcome of the plan is to ensure that the interests of candidates are safeguarded while maintaining the integrity of the examination system and qualification standards.
There are three specific outcomes the plan seeks to achieve:
- delivering assessments to published timetables
- delivering results to published timetables
- complying with regulatory requirements in relation to assessment, marking and standards
1.5 Qualifications covered by the plan
The qualifications covered by the plan are primarily large entry, externally assessed examinations delivered in schools. These include GCSEs, AS levels, A levels, Tech levels, BTEC National Diplomas and Cambridge Nationals.
1.6 When the plan would be triggered
The plan would be triggered in the event of a major disruption to the examination system affecting significant numbers of candidates across several awarding organisations.
This could include severe weather, widespread illness, travel disruption, fires, logistical problems or system failures.
Any actions taken will be subject to the advice of the official agencies dealing with the specific circumstances being faced, for example the police, Environment Agency or Health Protection Agency.
1.7 If planned contingency actions are not sufficient
If the contingencies set out in this plan are not proving sufficient to tackle the issue, Ofqual will convene an identified crisis management team consisting of representatives of all organisations involved, to agree the additional actions required.
1.8 Reviewing the plan
The plan was first published in 2006, and is reviewed and updated on an annual basis, each autumn term, by a contingency management group. A revised version is then published on Ofqual’s website. The last review took place in November 2014.
2. Communications
The scale of the exams, qualifications and testing system in England, Wales and Northern Ireland is huge, involving more than a million students each year and thousands of centres.
It is vital that a system of this size has robust and co-ordinated contingency plans in place to deal with any major disruption that may affect candidates.
In the event of a major disruption, communication is an important factor in ensuring an effective and consistent response across the agencies involved.
This includes communications between the organisations involved in the response, and communications to stakeholders such as centres, candidates, parents or carers and the public.
Details of whether specific contingencies have been agreed across organisations will be confirmed on Ofqual’s website and proactively communicated to relevant stakeholders.
All organisations involved in this joint contingency plan are committed to:
- sharing timely and accurate information as required to meet the aims of the plan
- communicating with stakeholders so they are aware of disruption to the exams, the contingency measures being implemented and any actions required of them, ensuring that any messages to the public are clear and accurate
In addition, the Department for Education (DfE), the Department of Education Northern Ireland (DENI) and the Welsh Government are committed to ensuring that relevant government ministers are informed as soon as it becomes apparent that there will be significant local or national disruption; and that they are kept updated until the matter is resolved.
3. Scenarios
Twelve specific scenarios are set out in this plan relating to widespread disruption of the examination system where contingency plans would be invoked.
The scenarios are set in sequence, following the way in which an examination would be planned and delivered, from issuing scripts to offering post results services.
Each scenario sets out the following information:
- the type of scenario
- who the scenario affects
- when to implement the plan
- one example of the scenario
- recommended actions for various stakeholders to take
- specific communication – if there is specific communication that should be undertaken with one of the stakeholders
- success criteria – what a successful resolution of the issue would look like
- where to get further information and advice
For the purpose of the scenarios, stakeholders include candidates, teachers, centre staff, parents, carers, awarding organisation staff, courier staff and scanning centre staff.
Please note that centre staff in these scenarios refer to members of staff who are administering examinations and may include head teachers, teachers and administration staff.