Exam Policy

iBOS Exams Policies and

Procedures

Responsibility of: Head of Centre / Exams Officer

Date Ratified: 03 July 2025

Review Date: 03 July 2026

Introduction

This document encompasses all of iBOS’ policies regarding exam management. Exams are the climax of a student’s program of study and the grades obtained have a huge impact on their future. They can also be a stressful time for all involved. Our aims within the Exams Policy are to ensure:

• all aspects of the school’s exam process are documented.
• all staff involved in the exams process clearly understand their roles and responsibilities.
• all exams are conducted according to JCQ and awarding body regulations, guidance and instructions, ensuring the integrity of the exams process at all times.
• Students and parents understand the exams process and what is expected of them. Roles and Responsibilities Responsibilities of the Principal As the Head of Centre, the Principal is responsible for the overall provision of education and is accountable to the awarding bodies for ensuring that the center is compliant with the published Joint Council of Qualifications (JCQ) regulations and awarding body requirements to ensure the security and integrity of the examinations/assessments at all times. The Principal is responsible for appointing the Exams Officer and ensuring they are supported in their role. Responsibilities of the Exams Officer The Exams Officer is the person appointed by the Head of Centre to act on behalf of, and be the main point of contact for, the center in matters relating to the general administration of the awarding body. It is the role of the Exams Officer to:
• ensure key tasks are undertaken and key dates and deadlines are met.
• enter students for exams with the awarding body, checking and amending details as necessary.
• coordinate arrangements with exams centers worldwide for students to sit exams in their home country.
• ensure students’ access arrangements (including SEND) are provided for.
• recruit, train and manage invigilators for exams at the school.
• receive and log all exam materials sent to the school and ensure they are kept securely.
• Ensure the security of candidate data and records during the exam process in line with Data Protection legislation.
• Communicate effectively with parents/carers regarding procedures, expectations, and candidate obligations.
• Maintain training records for all invigilators annually.
• Submit any Access Arrangement applications via the Access Arrangements Online portal in a timely manner.
• Keep records of all access arrangements for JCQ inspection for a minimum of 26 months. Responsibilities of Teachers Teachers are responsible for ensuring students are prepared for their exams and understanding the content to be covered and the exam format.

Responsibilities of Students It is the responsibility of students to prepare for their exams and give their best effort. Responsibilities of Parents/Carers Parents are responsible for coordinating with the Exams Officer where students will sit their exams and arrange transport for students to and from the venue. iBOS will assist by providing contact details of centers we have worked with previously, but it is the ultimate responsibility of parents to ensure that a suitable center is located and to pay all fees charged by the center. Public Examinations at iBOS iBOS is a JCQ-approved exam center which offers public examinations for International A-Levels and International GCSEs through Pearson Edexcel, recognized globally for its high standards and rigorous assessments. International A-Levels (iALs) at iBOS are advanced qualifications typically undertaken by students aged 16 to 19. These qualifications provide a pathway to higher education and are equivalent to UK A-Levels. Each iA-Level subject consists of four to six modules, which will be cashed in at the end of the course to produce an iA-Level grade. Students usually study three or four subjects over two years (Year 12 and Year 13), with assessments conducted at the end of the course. If the school and teachers believe that the student is ready to take some modules to sit the public exams for specified modules, they will be entered for these exams in Year 12. iBOS offers a diverse range of International A-Level subjects. International GCSEs (iGCSEs) are typically completed over two years (Year 10 and Year 11) and are available in a wide range of subjects. iBOS delivers Pearson Edexcel International GCSEs, providing students with a comprehensive curriculum designed to prepare them for further education, employment, or vocational training. Where applicable, assessments for both International A-Levels (Year 12 and Year 13) and International GCSEs (Year 11) at iBOS include written examinations, oral examinations, and practical evaluations. The school ensures that examinations maintain high validity, reliability, and fairness standards, aligning with international benchmarks for global recognition. By offering Pearson Edexcel’s International A-Levels and International GCSEs, iBOS provides students with internationally respected qualifications, empowering them with the knowledge and skills needed for future academic and professional endeavors.

Data Protection and Candidate Privacy

iBOS is committed to protecting the privacy of all exam candidates. Candidate details are stored securely in accordance with the Data Protection Act 2018 and only shared with relevant awarding bodies. iBOS will not share candidate information externally without lawful basis or consent (except as required for certification or regulatory obligations).

Key Definitions

Entry Centre: This is the center that enters the student for their public examinations. It means that iBOS is responsible for registering students for public examinations on the Pearson Edexcel portal, such as iAL and iGCSE. The entry center (iBOS) confirms that the student is enrolled and studying at iBOS and is responsible for post-examination matters including certifications and remarks. Entry Fee: The fee charged by the awarding body to the entry center for each paper or subject registered for an exam. Parents are advised to pay the entry fee per the invoice, including exam administration, certification costs, and other associated expenses. Host Centre: An institution, such as an exam center or school, that allows external students to take exams at their facility. The host center is not involved in registering students for exams; instead, it provides the venue for examination sessions and arranges invigilation and administration of paper dispatching. Hosting Fee: The hosting fee refers to the charges incurred by the exam center where students will sit for public exams. The center is responsible for invoicing the hosting fees, which should be paid according to the invoice terms. Exam Entry Deadline: The exam entry deadline is the cutoff date by which students must be registered for their public examinations, such as iAL and iGCSE, on the Pearson Edexcel portal through their entry center. Please meet this deadline to avoid incurring a late fee. Cashing in Results: It is a process by which the individual modules within an A-Level subject are combined at the end of the course to determine the overall A-Level grade. Typically, each A-Level subject comprises four to six modules, and students generally study three or four subjects over a two-year period (Year 12 and Year 13). Award Certificate: Award certificates are official documents issued by the awarding body to students to acknowledge their academic achievements and exam results. These certificates typically contain the student’s name, details of their award grades, and other relevant information. They are significant for university applications and enrolments as evidence of the student’s academic performance and qualifications. Appeals: Appeals refer to the process wherein a student, dissatisfied with their exam results, requests a re-evaluation to obtain improved grades. To initiate an appeal, the scripts are downloaded from Pearson upon request from parents and students. It’s important to note that appeals must be made within a specified deadline and may incur additional costs. Exam Procedure at iBOS At iBOS, students are expected to take exams through a structured process to ensure fairness, consistency, and adherence to examination regulations. Here’s how the exam process works:

• Sitting Exams at iBOS: If students wish to sit their exams at the iBOS school site in Clapham, London, the school generates an invoice including the entry fee, hosting fee, invigilation fee, and certification fee.
• Host Centers: In the event that the student is not in London to sit their exams, iBOS recommends exam centers based on previous associations or collaborations in the students’ geographical locations. Parents are advised not to arrange exam centers independently without consulting the iBOS Exams Officer.
• Exam Entry: iBOS handles exam entry procedures by entering students for exams through the Pearson Edexcel portal. The school invoices parents for the exam entry fee, administration, and certification expenses.
• Payment: Parents are required to pay the entry registration fee to iBOS according to the school’s invoice. Additionally, parents are responsible for liaising with the exam host centers and paying any hosting fees invoiced by the host centers directly. By following this structured approach, iBOS ensures that students have access to appropriate exam centers, comply with examination regulations, and have the necessary support throughout the exam process to maximize their success. DISCLAIMER – Please note that while iBOS makes every effort to recommend suitable exam centers in various countries, there may be instances where certain countries are not as cooperative in hosting students for exams. In such situations, iBOS may require parents to assist in arranging exam centers or exploring alternative options. If the student lives in a country where there are no host centers, the student needs to travel to a nearby country to sit their public examinations. We appreciate your understanding and cooperation in navigating these circumstances to ensure a smooth exam experience for all students.

Access Arrangements

The Head of Centre is responsible to ensure there is an appropriate accommodation for candidates requiring access arrangements in the center for all examinations and assessments It is the responsibility of the SENCo to:

• assess candidates (or work with the appropriately qualified assessor as appointed by the Head of Centre) to identify access arrangements/reasonable adjustments requirements.
• gather evidence to support the need for access arrangements for a candidate.
• liaise with teaching staff to gather evidence of the normal way of working of an affected candidate.
• determine candidate eligibility for arrangements or adjustments that are center- delegated. It is the responsibility of the Exams Officer to:
• Ensure access arrangements are made for students, and that these are communicated to external centers where students sit their exams. See Appendix 1 for a full summary of access arrangements.

Please note that all policies listed within this policy are in accordance with JCQ, General Regulations (GR), and UK regulations unless otherwise specified.

Word Processor Policy

The iBOS Word Processor Policy follows JCQ guidance for students requiring this and comes under the access arrangements (this is an internal policy for iBOS staff). Receipt and Dispatch of Exam Materials It is the responsibility of the Exams Officer to:

• receive, log and place in secure storage all exam materials sent to the school.
• identify and confirm arrangements for the dispatch of candidate exam scripts to the awarding body in line with their procedures.
• dispose of any unused materials after the exam has finished in line with JCQ guidance.

Late or Absent Candidate Policy

A candidate who arrives after the examination may be allowed to enter the examination room and sit the exam. This is entirely at the discretion of the center. A candidate who arrives late and is permitted by the center to sit the examination must be allowed the full time for the examination. According to Instructions for Conducting Exam (ICE 21), once candidates are seated and have started the examination, the attendance register must be completed. This will allow for the identification of absent candidates who can be contacted as to their whereabouts. It is the responsibility of Invigilators to:

• ensure that they have been informed of the policy/process for dealing with late and/or absent candidates through their training.
• ensure that relevant information for late candidates is recorded on the exam room incident log.
• ensure that confirmed absent candidates are clearly marked as such on the attendance register and seating plan. It is the responsibility of Head of Centre / Exams Officer to:
• brief late candidates before seating them in the exam venue.
• ensure that candidates who arrive very late for an exam are reported to the awarding body by submitting a report on candidates admitted very late to the examination room through the Centre Admin Portal (CAP) in the required timescale.
• warn very late candidates that their script may not be accepted by the awarding body.
• ensure that absent candidates are clearly marked as such on the awarding body attendance register.

Food and Drink Policy

Food in an exam room is not permitted at iBOS, unless a candidate has a known and declared medical condition requiring such, and permission has been granted by the SENCo. Water bottles may be taken into the exam venue as long as there is no writing on the bottle and any labels have been removed. No other drinks may be allowed in the exam room.

Leaving the Exam Room Policy

Candidates that have allocated rest breaks may be permitted to leave the exam room if prescribed by the SENCo. Candidates MUST be supervised during this time either by an invigilator or a trained member of center staff. Candidates are only permitted to leave the exam room for emergency reasons. Where a toilet break is required, this will be included within the full exam time allocated. Where a candidate is unwell, a supervised rest break may be granted, in which case when the candidate is able to resume their exam and the full time will be given. Candidates who are allowed to leave the examination room temporarily must be accompanied by a member of center staff. This must not be the candidate’s subject teacher or a subject expert for the examination in question. Those candidates may be allowed extra time at the discretion of the Head of Centre to compensate for their temporary absence (ICE 23).

Managing Behavior Policy (Exams)

iBOS has a zero-tolerance policy towards poor behavior in examinations. Any student causing disruption will be removed from the exam venue and either rehoused elsewhere if possible and appropriate, or if necessary, sent home or their parent/carers will be contacted to collect the student. Parents/carers will be informed of poor behavior in both internal and external examinations and a follow up may be arranged with iBOS’ Senior Leadership Team (SLT). Where a candidate is being disruptive, the invigilator must warn the candidate that they may be removed from the examination room. The candidate must also be warned that the awarding body will be informed and may decide to penalize them, which could include disqualification. The invigilator must record what has happened. The Head of Centre has the authority to remove a candidate from the examination room but should only do so if the candidate would disrupt others by remaining in the room (ICE 24). It is the responsibility of the Head of Centre/Exams Office (EO) to:

• ensure support is provided for the EO and invigilators when dealing with disruptive candidates in exam rooms.

• ensure that internal disciplinary procedures relating to candidate behavior are instigated, when appropriate. It is the responsibility of the Exams Officer to:
• provide an exam room incident log in all exam rooms for recording any incidents or irregularities.
• action any required follow-ups, and reports to awarding bodies as soon as practically possible after the exam has taken place. It is the responsibility of the Invigilators to:
• record any incidents or irregularities on the exam room incident log (for example, late/very late arrival, candidate or center staff suspected malpractice, candidate illness, disruption or disturbance in the exam room, emergency evacuation, etc.).

Malpractice Policy

‘Malpractice’ means any act, default or practice which is a breach of the JCQ Regulations or which: gives rise to prejudice to candidates; and/or compromises public confidence in qualifications; and/or compromises, attempts to compromise or may compromise the process of assessment, the integrity of any qualification or the validity of a result or certificate; and/or damages the authority, reputation or credibility of any awarding body or center or any officer, employee or agent of any awarding body or center. In accordance with the JCQ Regulations, International British Online School will:

• take all reasonable steps to prevent the occurrence of any malpractice (which includes maladministration) before, during and after examinations have taken place.
• inform the awarding body immediately of any alleged, suspected or actual incidents of malpractice or maladministration, involving a candidate or a member of staff, by completing the appropriate documentation.
• gather evidence of any instances of alleged or suspected malpractice (which includes maladministration) in accordance with the JCQ publication Suspected Malpractice - Policies and Procedures and provide such information and advice as the awarding body may reasonably require.

Candidate Malpractice

‘Candidate malpractice’ means malpractice by a candidate in connection with any examination or assessment, including the preparation and authentication of any controlled assessments, coursework or non-examination assessments, the presentation of any practical work, the compilation of portfolios of assessment evidence and the writing of any examination paper.

Centre Staff Malpractice

'Centre staff malpractice’ means malpractice committed by: a member of staff, contractor (whether employed under a contract of employment or a contract for services) or a volunteer at a center; or an individual appointed in another capacity by a center such as an invigilator, a communication professional, a language modifier, a practical assistant, a prompter, a reader or a scribe.

Reporting and Investigating Malpractice

Where suspected malpractice is identified by the center, the Head of Centre will submit full details of the case immediately to the relevant awarding body. Form JCQ/M1 (Suspected candidate malpractice) or Form JCQ/M2 (Notification of suspected malpractice/maladministration involving center staff) will be used to notify an awarding body of an incident of malpractice. Malpractice by a candidate discovered in a controlled assessment, coursework or non- examination assessment component prior to the candidate signing the declaration of authentication need not be reported to the awarding body but will be dealt with in accordance with the center’s internal procedures. The only exception to this is where the awarding body’s confidential assessment material has potentially been breached. The breach will be reported to the awarding body immediately. The Head of Centre (or appointed information gatherer) will gather evidence into allegations of malpractice and deal with the investigation in accordance with the deadlines and requirements set by the awarding body. If, in the view of the investigator, there is sufficient evidence to implicate an individual in malpractice, that individual (a candidate or a member of staff) will be informed of the accused individual’s rights. After gathering evidence relating to a malpractice investigation, the Head of Centre will submit a full written report of the case accompanied by any appropriate documentation to the relevant awarding body. Form JCQ/M1 or Form JCQ/M3 (Report into suspected malpractice/maladministration involving center staff) will be used as the basis of the report. The awarding body will decide on the basis of the report, and any supporting documentation, whether there is evidence of malpractice and if any further investigation is required. The Head of Centre will be informed accordingly regarding any malpractice decisions. The awarding body will determine the application of a sanction according to the evidence presented, the nature and circumstances of the malpractice, and the type of qualification involved. Once a decision has been made by the awarding body, it will be communicated in writing to the Head of Centre as soon as possible. The Head of Centre will communicate the decision to the individual concerned and to pass on details of any sanctions and action in cases where this is indicated. All investigations into malpractice are confidential and follow JCQ procedures in “Suspected Malpractice – Policies and Procedures 2023-24”. Records of all investigations will be retained securely for a minimum of 5 years. Any person accused will be informed of their rights, including the right to respond and appeal.

Appeals Against Decisions Made in Cases of Malpractice

Information on the process for submitting an appeal will be sent to all centers involved in malpractice decisions. International British Online School will provide the individual with information on the process for submitting an appeal, where relevant refer to further information and follow the process provided in the JCQ publication: A guide to the awarding bodies' appeals processes.

Overnight Supervision Arrangements Policy

Where candidates have exam clashes such that three or more examinations are timetabled for the same day and the total duration for those papers is:

1. a) more than six hours for General Certificate of Education (GCE) examinations (AS, A2, A- Level), including approved extra time allowances and/or supervised rest breaks; or
2. b) more than five and a half hours for GCSE examinations, including approved extra time allowances and/or supervised rest breaks; iBOS will liaise with the candidate to see if they wish to sit all three, or more, exams on the same day at staged intervals or, as a last resort, undergo overnight supervision and take an examination the following morning (including Saturday). Whatever arrangement best suits the candidates’ wellbeing will be arranged. If overnight supervision is preferred, the Exams Officer will discuss what this means with both the candidate and the designated supervisor. Please refer to the JCQ Regulations. Information on the consequences of failing to abide by such regulations will be provided to the candidate and supervisor and both parties will be asked to sign that they understand these. The EO will then complete an overnight supervision declaration via the JCQ portal, copies of which will be printed and stored until the relevant JCQ deadline. The EO will make the necessary arrangements for the candidate to take their exam as soon as possible on the following day. The EO will inform/liaise with the Vice-Principal (Academic) and SENCo where relevant. Overnight supervision arrangements should only be applied as a last resort and once all other options have been exhausted candidates may, at the center’s discretion, be allowed to take an examination the following morning, including Saturdays (see ICE paragraph 8.5). Candidates are not allowed to take examinations on an earlier day than that scheduled on the timetable. The overnight supervision arrangements must ensure that the candidate does not have advance warning of the content of the examination deferred until the following morning. This means the candidate must not meet or communicate with anyone who may have knowledge of the content. This includes any form of electronic communication/storage device, e.g. telephone (both landline and mobile), e-mail, internet and social media. It also extends to television and radio, which could report key details of the day’s examinations. The JCQ Overnight Supervision and Overnight Supervision Declaration forms must be completed before the overnight supervision is to commence. The JCQ Overnight Supervision form is completed online using the Centre Admin Portal (CAP). The JCQ Overnight Supervision Declaration form is downloaded from the CAP for signing by the candidate, the supervisor and the Head of Centre (ICE 8). The SENCo must make their decision, in accordance with Access Arrangements (AA), based on:

• whether the candidate has a substantial and long-term impairment that has an adverse effect; and the candidate’s normal way of working within the center.

For example, in the case of separate invigilation, the candidate’s difficulties are established within the center (see Chapter 4, paragraph 4.1.4) and known to a Form Tutor, a Head of Year, the SENCo or a senior member of staff with pastoral responsibilities. Separate invigilation reflects the candidate’s normal way of working in internal school tests and mock examinations as a consequence of a long-term medical condition or long term social, mental or emotional needs (AA 5.16). The SENCo, or an equivalent member of staff within iBOS, must ensure that the proposed access arrangement does not disadvantage or advantage the candidate (AA 4.2.1). A candidate may only take their examinations under separate invigilation within the center where he/she has an established difficulty - see section 5.16 of the JCQ publication Access Arrangements and Reasonable Adjustments. Where candidates are subject to separate invigilation within the center, the regulations and guidance within this booklet must always be adhered to. This is particularly so in relation to accommodation and invigilation arrangements (see sections 11 and 12) (ICE 14).

Certificate Issue Procedure

The Exams Officer will inform internal candidates, via their iBOS emails, once their certificates are ready for collection. If candidates are unable to collect these in person, they may arrange for a nominated person to do so on their behalf or for the Exams Officer to post them out on confirmation of address. Certificate collectors will be asked to sign and date the records log. Private candidates will have their certificates posted to the address supplied on registration. Certificates will be posted using Royal Mail Signed For Service. The Exams Officer will keep a record of all certificate collection and posting details. The center will distribute certificates to all candidates without delay and regardless of any disputes (such as non-payment of fees). A record should be kept of the certificates that are issued (GR 5.14).

Exam and Certificate Archiving Policy

Certificates will be kept for a minimum of 12 months from the date of issue, following this period iBOS may confidentially destroy any uncollected certificates. The Exams Officer will retain a log of all destroyed certificates for a minimum of four years.

Special Consideration Policy

It is the responsibility of the Exams Officer to:

• provide signed evidence to support eligible applications for special consideration
• process eligible applications for special consideration to awarding bodies

• gather evidence that may need to be provided by other staff in the center or candidates
• submit requests to awarding bodies by the external deadline
• complete a special considerations form (parent/carers may also be asked to sign if they are substantiating the candidates’ statement)
• provide appropriate accompanying evidence to support special consideration applications, where required

Lockdown Policy

This policy details the measures taken at iBOS in the event of a center lockdown during the conducting of examinations. A lockdown may be required in the following situations:

• an incident or civil disturbance in the local community which poses a risk,
• an intruder on the site with the potential to pose a risk,
• local risk of air pollution, such as a smoke plume or gas cloud,
• a major fire in the vicinity,
• a dangerous animal roaming loose,
• any other external or internal incident which has the potential to pose a threat to the safety of exams staff and candidates. iBOS has devised lockdown procedures after consulting GOV.UK’s Developing Dynamic Lockdown Procedures guidance. With regard to conducting examinations, the focus before, during and after an exam will be:
• the welfare and safety of exam candidates and center staff engaged in the conducting of examinations,
• maintaining the integrity and security of the examinations/assessments process,
• how to achieve an effective lockdown,
• how to let people know what’s happening,
• training staff engaged/involved in the conducting of examinations.

STAY SAFE Principles (Run, Hide, Tell)

Roles and responsibilities: Head of Centre:

• To ensure that a dedicated lockdown alarm tone is in place and recognized by all staff and candidates,
• To ensure that all staff involved in the conducting of examinations are trained in how to raise the alarm for a lockdown, act effectively and made aware of their responsibilities,
• To arrange appropriate training for all exams-related staff in lockdown procedures,
• To ensure that candidates are aware of the procedures relating to a lockdown, particularly those arriving late for an examination who cannot access the exam room due it being locked down,
• To ensure that all candidates and staff are aware of an exit point in case an intruder manages to gain access, or the room becomes unsafe,
• To provide written lockdown procedures for exam room/invigilator use,

• To inform the relevant emergency services immediately in the case of any potential threat to the safety of exams staff and candidates.

Senior Leadership Team (SLT)

• To have accountability for all exams staff and candidates taking examinations during a Lockdown,
• To run training/drills for examination candidates on lockdown procedures,
• To inform parents/carers about the center’s Lockdown policy in relation to the conducting of Examinations,
• To have a presence around exam room areas prior to the start of each exam session,
• To liaise with the appropriate authorities and awarding bodies regarding candidates taking examinations during a lockdown,
• To use the exam room attendance register(s) to compile a list of all candidates not accounted for.

Exams Officer

• To train invigilators in the center’s lockdown procedure,
• Where safe/possible, to liaise with SLT/invigilators in all exam rooms during a lockdown,
• To assist with Lockdown training for staff and students, where applicable to the conducting of examinations.

Invigilators

• To be aware of the center’s lockdown procedure,
• To complete attendance registers as soon as possible so candidates can be identified in the event of a lockdown,
• Where safe/possible, communicate with the Exams Officer during a lockdown to confirm the situation in a particular exam room.

Lockdown Procedure

Before an examination if a lockdown is required as candidates are entering/waiting to enter the exam room, the following procedure will be employed:

• A member of SLT will be present around exam room areas.
• Candidates will be instructed to enter the exam room immediately.
• Candidates will be instructed to remain silent, hide under exam desks or sit against a wall/around a corner but not near the door.
• Where safe/possible, the SLT member will communicate (via mobile phone/walkie talkie) the situation to the Exams Officer (ensuring that all mobile phones/walkie talkies are on ‘silent’ mode).
• The Exams Officer will collate the information from all exam rooms and forward this to the Head of Centre immediately.
• Invigilators will lock all windows, close all curtains/blinds, switch off all lights, lock all doors and/or use tables, or any other furniture, to barricade the entrance to the examination room and take an attendance register/headcount if possible. If the threat is a chemical or toxic release, invigilators will instruct candidates to cover their nose and mouth (their own clothing can be used) and attempt to use anything on hand to seal up cracks around doors and any vents into the room.

Appendix 1: Access Arrangements

These allow candidates with specific needs to access the assessment and show what they know and can do without changing the demands of the assessment.

Reasonable Adjustment

The Equality Act 2010* requires an awarding body to make reasonable adjustments where a candidate, who is disabled within the meaning of the Equality Act 2010, would be at a substantial disadvantage in comparison to someone who is not disabled. It’s the duty of an awarding body to make a reasonable adjustment. A reasonable adjustment is agreed upon at the pre-assessment planning stage. Reasonable adjustments must not affect the reliability or validity of assessment outcomes. The Head of Centre/Principal/CEO (or designated nominee) must ensure that a reasonable adjustment is implemented.

Principles

The SENCo, or an equivalent member of staff, must ensure that the proposed access arrangement does not disadvantage or advantage the candidate, and ensure that approved access arrangements are put in place for internal school tests, mock examinations and examinations. The candidate must have had appropriate opportunities to practise using the access arrangement(s) before his/her first examination. Candidates may not require the same access arrangements in each specification. Access arrangements should be processed at the start of the course. The arrangement(s) put in place must reflect the support given to the candidate in the center. Where a non-examination assessment is marked by teachers, credit must only be given for skills demonstrated by the candidate working independently. When a person is appointed to facilitate an access arrangement, they are responsible to the Head of Centre and must be acceptable to the Head of Centre. The person can’t be the subject teacher or family member, friend or peer of the candidate. The JCQ and the awarding bodies can only enter into discussions over access arrangements with the candidate’s center and not with parents/carers. Evidence of Need: The evidence of need will vary depending on the disability and the access arrangement(s) being applied for. Access Arrangements online will provide prompts as to the evidence required. Qualifications are covered by section 96 of the Equality Act 2010 in England and Wales include:

• Advanced Extension Awards
• Entry Level Certificate qualifications
• Essential Skills (Wales)
• Free Standing Mathematics Qualifications
• General Certificate of Education (Advanced and Advanced Subsidiary levels)
• General Certificate of Secondary Education

• Project qualifications (Extended, Foundation and Higher Projects)
• Welsh Baccalaureate Qualification, Core Certificate.

Applying Reasonable Adjustments to Internal Assessment

Centers do not need to apply to the awarding body, while ensuring adjustments that are in line with the awarding body’s policies. It must be recorded on Form VQ/IA and held on file within the center for inspection by an awarding body.

Applying Reasonable Adjustments to External Assessment

Centers who wish to apply for a reasonable adjustment in a vocational qualification must make an application to the relevant awarding body at least six weeks before the date of the series in which the assessment is to be taken. Form VQ/EA must be used. Adjustments for Candidates with Disabilities and Learning Difficulties:

Adjustment: Cognition Communication Sensory & Physical SME

Supervised

Breaks

Extra time

Reader/Scribe

Live Speaker

Prompter

Communication

Professional

Modified

Language Paper

Rest Breaks: The timing of the examination should be paused and re-started when the candidate is ready to continue. 25% Extra Time: An application for 25% extra time must be processed using Access Arrangements online. This is not available with EAL as the primary cause. Candidates with learning difficulties – SSEN or EHCP is required. Substantial impairment: reading/writing speed, cognitive processing. Up to 50% Extra time: Access Arrangements are determined on an individual basis, based on the assessment evidence, the candidate’s demonstrated needs within the center and his/her normal way of working. An application for extra time of up to 50% must be processed using Access Arrangements online. All 25%+ are rejected but the center can refer to the awarding body. A candidate working independently with a learning difficulty which has a very substantial and long term adverse effect on the speed of working. The candidate will have been assessed with current editions of nationally standardized tests being conducted within 26 months of the final examination. A medical condition, a physical disability, a sensory or multi-sensory impairment: Very substantial impairment. SENCos must have clear evidence that extra time of up to 50% is needed.

Extra Time Over 50%

As above, detailed information must be provided to the relevant awarding body, indicating the very

substantial nature of the candidate’s impairment and why 50% extra time is insufficient. SENCos should note that extra time of over 100% is likely to be counter-productive in terms of fatigue. Other access arrangements, particularly supervised rest breaks, should be identified to make this arrangement unnecessary

Reader

Computer software that accurately reads out text, but does not decode or interpret the paper, may be used as a computer reader. No other software is allowed. Papers can be opened 90 minutes within the exam time to allow the paper copy to be scanned into a PDF. A reader is a responsible adult who reads the instructions of the question paper and the questions to the candidate. The person should not attempt to help in any other way.

Scribe

An application for a scribe or speech recognition technology must be processed using Access Arrangements online. A scribe is a responsible adult who, in non-examination assessments and/or in an examination but not in a Speaking Test, writes or types a candidate’s dictated answers to the questions. A scribe will not be allowed in Modern Foreign Language papers unless the candidate can dictate foreign words letter by letter - see paragraph 5.7.6. A candidate who would normally be eligible to have a scribe, but is not permitted in this arrangement, may be granted up to a maximum of 50% extra time.

Communication Professional (for Candidates Using Sign Language)*

The SENCo is allowed to provide a Communication Professional to a candidate whose normal way of working within the center is to use Sign Language. Due to the nature of the task 25% can be added to the exam time. Alternative Site for the Conduct of Examinations: This may be considered if the candidate has:

• a medical condition that prevents the candidate from taking examinations in the center;
• social, mental and emotional needs;
• an impairment that has a substantial and long-term adverse effect giving rise to persistent and significant difficulty;
• a temporary illness or injury at the time of the examination(s). Other Arrangements for Candidates with Disabilities: Amplification equipment, braillers Closed-circuit television (CCTV), color naming by the invigilator for candidates who are color blind, colored overlays (this would also include reading rulers, virtual overlays and virtual reading rulers), examination on colored/enlarged paper, low vision aid/magnifier, Optical Character Reader (OCR), scanners, and/or separate invigilation within the center may be possible. These decisions on these are made by the SENCo.

Bilingual Translation Dictionaries With 10% Extra Time

A bilingual translation dictionary and 10% extra time is only available to candidates entered for the following Entry Level, Level 1 and Level 2 qualifications, and who meet all of the published criteria in paragraph 5.18.6:

• AQA-Level 1 and Level 2 Technical qualifications;
• BTEC Firsts; • BTEC Tech Awards;
• Cambridge Nationals;
• Cambridge Technicals (Level 2);
• Entry Level Certificate (ELC);
• GCSE;
• WJEC Level 1 and Level 2 General qualifications;
• WJEC Level 1 and Level 2 Vocational qualifications.

Exemptions

An exemption is an agreement reached by an awarding body, before the examination, for a disabled candidate to miss a component or components, but this in only granted as a last resort. Review and Monitoring This policy is reviewed annually by the Head of Centre in consultation with the Exams Officer, SENDCo, and SLT. Amendments are made in line with updated JCQ regulations, statutory guidance, or operational changes. All updates will be communicated to staff and candidates as appropriate. Version control will be recorded at the end of the policy document for audit purposes.

Appendix 2: Exams FAQ

FAQ – EXAMS

WHEN ARE IGCSE AND INTERNATIONAL A LEVEL EXAMS HELD?

iGCSE exams are typically held in May and June of the academic year for which the student is enrolled and January. International A-Level exams are spread throughout the course, with multiple examination opportunities in January, June and October in most subjects.

HOW MANY IGCSES CAN A STUDENT TAKE?

Generally, students take between 8 and 12 iGCSE’s if sitting the full curriculum, and this must consist of Mathematics, English and Biology, Chemistry and Physics.

HOW MANY INTERNATIONAL A LEVELS CAN A STUDENT TAKE?

Generally, students take between 3 and 4 international A-Levels. There are no compulsory subjects at the international A-Level stage, but it is advised that students align their international A-Level choices with their desired future career choices.

WHAT IS THE DIFFERENCE BETWEEN ENTRY FEES AND HOSTING FEES?

ENTRY FEES

Entry fees for official examinations are the cost for the administration of entering the students for their examinations through the exam board portal, and the fee charged by the exam board to enter the student for the examination. It is imperative that this is done accurately to ensure students are entered for the correct examinations at the right level.

HOSTING FEES

Hosting fees are the fees that are payable to the exam center the candidate is sitting their examinations at. These fees include but are not limited to host site fees, invigilator costs, exam equipment, admin fees etc

HOW ARE IGCSES GRADED?

iGCSEs are graded on a scale of 9 to 1, with 9 being the highest grade and 1 being the lowest.

HOW ARE INTERNATIONAL A LEVELS GRADED?

International A-Levels are graded on a scale of A* to E, with A* being the highest grade and E being the lowest.

CAN STUDENTS RETAKE IGCSES AND INTERNATIONAL A LEVELS?

Yes, students can retake iGCSEs and international A-Levels if they are not satisfied with their grades.

WHERE WILL MY CHILD TAKE THEIR EXAMINATIONS?

iBOS has links with exam centers around the world and can assist with this to find an appropriate exam center close to you.

HOW DO I BOOK MY CHILD’S EXAMINATIONS?

If students are currently on roll at iBOS then teachers will have had independent discussions with students and have already provisionally entered them for the appropriate exams. Invoices will be sent out by the finance department. Entries will not be made until payment has been received.

WHAT DO I NEED TO DO BEFORE THE EXAMINATION

Prior to the examination we will provide you with a statement of entry, which details your candidate number, center number and examinations you are entered for. You will need to take the statement of entry and photographic identification to the exam center prior to the first exam, to allow all the necessary checks to take place and ensure a smooth exam process.

WHAT TIME SHOULD I ARRIVE FOR MY EXAMINATION?

Most exam centers will start examinations at 07.00 and 10.00 local time for International A-Levels, and 09.00 and 13.00 for International GCSEs. Although exams are allowed to commence 30 minutes after these times. Students are advised to arrive at the exam center 30 minutes prior to the exam start time.

WHAT SHOULD I WEAR FOR MY EXAMINATION?

Students are advised to wear comfortable clothing to ensure they feel able to perform at the required level in a comfortable environment, although it should be noted that modest dress is recommended dependent on the host exam center.

HOW WILL I GET MY RESULTS?

iBOS will have an online results day where examination results will be shared with students at the same time via email. Official certificates will be posted out as soon as they are received by iBOS.

WHEN WILL I GET MY RESULTS?

IGCSE

Sitting Results day January series (according to availability of March subjects) Summer exams series August

INTERNATIONAL A LEVELS

Sitting Results day October series (according to availability of January subjects) January exam series (according to availability of March subjects) Summer exams series August