1. Purpose of this policy
Any GCSE and A Level assessment that is not ‘externally set and taken by candidates at the same time under controlled conditions’ is classified by the Joint Council for Qualifications (JCQ) as non-examination assessment (NEA). NEA therefore includes all work that is internally-assessed, as well as any that is internally-supervised but externally-assessed. It encompasses a number of forms of assessment, including written coursework, practical project work, investigations, performances, and spoken assessment; it also includes the practical skills endorsement element of the A Level Sciences.
The purpose of this document is to help staff identify their responsibilities in planning, supervising and assessing NEA work, showing how responsibilities are distributed amongst staff.
Staff are responsible for making students aware of the deadlines for internal submission but it is the student’s responsibility to ensure they meet that deadline. Students who fail to submit work by the deadline must expect their entry for that subject award to be withdrawn. This means they will not gain the qualification.
2. Key Documents
All teachers involved with the delivery and/or assessment of NEA components must be familiar with this policy and with the detailed requirements and processes described in the relevant, current subject specification document, and should refer to the JCQ document ‘Instructions for conducting non-examination assessments’ for further more general guidance and advice
Subject teachers must ensure that candidates are fully aware of the requirements of the NEA components for which they are studying, and may find it helpful to refer them to the JCQ notice ‘Information for candidates: non-examination assessments’.
The College is committed to quality assuring the procedures used when its staff assess candidates’ work for NEA components of external qualifications. Assessments are conducted by staff who have appropriate knowledge, understanding and skills, and who have been trained in this activity.
3. Roles and Responsibilities
3.1 The Basic Principles
Head of Centre
- Ensures that the centre’s non-examination assessment policy is fit for purpose
- Ensures the centre’s internal appeals procedures clearly detail the procedure to be followed by candidates (or their parents/carers) appealing against internal assessment decisions (centre assessed marks) and requesting a review of the centre’s marking
Examinations Officer
- Ensures that the Head of Centre (Principal) completes the Head of Centre declaration at the time of the National Centre Number Register annual update to confirm awareness of and that relevant centre staff are adhering to the latest version of NEA.
- Confirms with subject teachers that appropriate awarding body forms and templates for non-examination assessments (including endorsements) are used by teachers and candidates
- Signposts the annually updated JCQ publication Instructions for conducting non-examination assessments to relevant centre staff
- Carries out tasks where these may be applicable to the role in supporting the administration/management of non-examination assessment
Head of Faculty
- Ensures subject teachers understand their role and responsibilities within the non-examination assessment process
- Ensure the correct conduct of non-examination assessments (including endorsements) which comply with NEA and awarding body subject-specific instructions
- Ensures NEA and relevant awarding body subject specific instructions are followed in relation to the conduct of non-examination assessments (including endorsements)
- Ensures appropriate centre-devised templates are provided to capture/record relevant information given to candidates by subject teachers
- Ensures appropriate procedures are in place to internally standardise/verify the marks awarded by subject teachers in line with awarding body criteria
- Where not provided by the awarding body, ensures a centre-devised template is provided for candidates to keep a detailed record of their own research, planning, resources etc.
Subject Teacher
- Understands and complies with the general instructions as detailed in NEA
- Where these may also be provided by the awarding body, understands and complies with the awarding body’s specification for conducting non-examination assessments, including any subject-specific instructions, teachers’ notes or additional information on the awarding body’s website
- Marks internally assessed work to the criteria provided by the awarding body
- Ensures the Examinations Officer is provided with relevant entry codes for subjects (whether the entry for the internally assessed component forms part of the overall entry code for the qualification or is made as a separate unit entry code) to the internal deadline for entries
3.2 Task setting and Issuing of tasks
Subject Teacher
- Selects tasks to be undertaken where a number of comparable tasks are provided by the awarding body OR designs tasks where this is permitted by criteria set out within the subject specification
- Makes candidates aware of the criteria used to assess their work
- Determines when set tasks are issued by the awarding body
- Identifies date(s) when tasks should be taken by candidates
- Accesses set tasks in sufficient time to allow planning, resourcing and teaching and ensures that materials are stored securely at all times
- Ensures requirements for legacy specification tasks and new specification tasks are distinguished between
3.3 Task Taking
Subject teacher
- Checks the awarding body’s subject-specific requirements ensuring candidates take tasks under the required conditions and supervision arrangements
- Ensures there is sufficient supervision to enable the work of a candidate to be authenticated
- Ensures there is sufficient supervision to ensure the work a candidate submits is their own
- Is confident where work may be completed outside of the centre without direct supervision, that the work produced is the candidate’s own.
- Where candidates may work in groups, keeps a record of each candidate’s contribution
- Ensures candidates are aware of the current JCQ documents Information for candidates – non-examination assessments and Information for candidates – Social Media
- Ensures candidates understand and comply with the regulations in relevant JCQ documents Information for candidates
- As relevant to the subject/component, advises candidates on relevant aspects before candidates begin working on a task
- Will not provide candidates with model answers or outlines/headings specific to the task
- When reviewing candidates’ work, unless prohibited by the specification, provides oral and written advice at a general level to candidates
- Allows candidates to revise and re-draft work after advice has been given at a general level
- Records any assistance given beyond general advice and takes it into account in the marking or submits it to the external examiner
- Ensures when work has been assessed, candidates are not allowed to revise it
- Refers to the awarding body’s specification and/or associated documentation to determine if candidates have restricted/unrestricted access to resources when planning and researching their tasks
- Ensures conditions for any formally supervised sessions are known and put in place
- Ensures appropriate arrangements are in place to keep the work to be assessed, and any preparatory work, secure between any formally supervised sessions, including work that is stored electronically
- Ensures conditions for any formally supervised sessions are understood and followed by candidates
- Ensures candidates understand that they are not allowed to introduce improved notes or new resources between formally supervised sessions
- Ensures that where appropriate to include references, candidates keep a detailed record of their own research, planning, resources etc.
- Refers to the awarding body’s specification to determine where word and time limits apply/are mandatory
- Unless stated otherwise in the awarding body’s specification, and where appropriate, allows candidates to collaborate when carrying out research and preparatory work
- Ensures that it is possible to attribute assessable outcomes to individual candidates
- Ensures that where an assignment requires written work to be produced, each candidate writes up their own account of the assignment
- Assesses the work of each candidate individually
- Where required by the awarding body’s specification ensures candidates sign a declaration confirming the work they submit for final assessment is their own unaided work
- Signs the teacher declaration of authentication confirming the requirements have been met
- Where there may be doubt about the authenticity of the work of a candidate or if malpractice is suspected, follows the authentication procedures and malpractice information in NEA and informs the Director of Studies
- Understands that if, during the external moderation process, it is found that the work has not been properly authenticated, the awarding body will set the mark(s) awarded by the centre to zero
- Obtains informed consent at the beginning of the course from parents/carers if videos or photographs/images of candidates will be included as evidence of participation or contribution
- Instructs candidates to present work as detailed in NEA unless the awarding body’s specification gives different subject-specific instructions
- Instructs candidates to add their candidate number, centre number and the component code of the assessment as a header/footer on each page of their work
- When work is being undertaken by candidates under formal supervision, ensures work is securely stored between sessions (if more than one session)
- When work is submitted by candidates for final assessment, ensures work is securely stored
- Follows secure storage instructions as defined in NEA
- Takes sensible precautions when work is taken home for marking
- Stores internally assessed work, including the sample returned after awarding body moderation, securely until all possible post-results services have been exhausted
- If post-results services have not been requested, returns internally assessed work to candidates (if requested by a candidate) after the deadline for requesting a review of results for the relevant series
- If post-results services have been requested, returns internally assessed work to candidates (if requested by a candidate) once the review of results and any subsequent appeal has been completed
- Reminds candidates of the need to keep their own work secure at all times and not share completed or partially completed work on-line, on social media or through any other means (Reminds candidates of the contents of the JCQ document Information for candidates – Social Media)
- Where work is stored electronically, liaises with the IT Manager to ensure the protection and back-up of candidates’ work and that appropriate arrangements are in place to restrict access to it between sessions
Examinations Officer
- Keeps signed candidate declarations on file until the deadline for requesting reviews of results has passed or until any appeal, malpractice or other results enquiry has been completed, whichever is later
- Provides signed candidate declarations where these may be requested by a JCQ Centre Inspector
Facilities Manager
- Ensures appropriate arrangements are in place to restrict access between sessions to candidates’ work where work is stored electronically
- Restricts access to this material and utilises appropriate security safeguards such as firewall protection and virus scanning software
- Employs an effective back-up strategy so that an up to date archive of candidates’ evidence is maintained
- Considers encrypting any sensitive digital media to ensure the security of the data stored within it and refers to awarding body guidance to ensure that the method of encryption is suitable
3.4 Task marking
3.4.1 Conduct of externally assessed work
Subject Teacher
- Liaises with the exams officer regarding the arrangements for any externally assessed components of a specification which must be conducted within a window of dates specified by the awarding body and according to JCQ Instructions for conducting examinations
- Liaises with the Visiting Examiner where this may be applicable to any externally assessed component
Exams Officer
- Arranges timetabling, rooming and invigilation where and if this is applicable to any externally assessed non-examination component of a specification
- Conducts the externally assessed component within the window specified by the awarding body and according to JCQ Instructions for conducting examinations
3.4.2 Submission of work
Subject Teacher
- Where applicable, provides the attendance register to a visiting examiner
Exams Officer
- Provides the attendance register to the subject teacher where the component may be assessed by a visiting examiner
- Ensures the awarding body’s attendance register for any externally assessed component is completed correctly to show candidates who are present and any who may be absent
- Where candidates’ work must be despatched to an awarding body’s examiner, ensures the completed attendance register accompanies the work
- Keeps a copy of the attendance register until after the deadline for reviews of results for the exam series
- Packages the work as required by the awarding body and attaches the examiner address label
- Ensures that the package in which the work is despatched is robust and securely fastened
- Despatches the work to the awarding body’s instructions by the required deadline
3.4.3 Marking and annotation
Subject Teacher
- Attends awarding body training as required to ensure familiarity with the mark scheme/marking process
- Marks candidates’ work in accordance with the marking criteria provided by the awarding body
- Annotates candidates’ work as required to facilitate internal standardisation of marking and enable external moderation to check that marking is in line with the assessment criteriaInforms candidates of their marks which could be subject to change by the awarding body moderation process
- Ensures candidates are informed to the timescale indicated in the centre’s internal appeals procedure to enable an internal appeal/request for a review of marking to be submitted by a candidate and the outcome known before final marks are submitted to the awarding body
- Ensures that where they teach their own child, a conflict of interest is declared to the awarding body and the marked work of the child submitted for moderation, whether it is part of the moderation sample or not
Exams Officer
- Informs candidates of their centre-assessed marks and agrees with subject teachers when the students will be informed. The date chosen will allow sufficient time for a candidate to appeal an internal assessment decision/request a review of the centre’s marking prior to the marks being submitted to the awarding body external deadline
3.4.4 Internal standardisation
Head of Faculty
Subject Teacher
- Indicates on work (or cover sheet) the date of marking
- Marks to common standards
- Keeps candidates work secure until after the closing date for review of results for the series concerned or until any appeal, malpractice or other results enquiry has been completed, whichever is later
3.4.5 Submission of marks and work for moderation
Subject Teacher
- Submits marks to the Examination Officer, keeping a record of the marks awarded, by the internal deadline
- Where responsible for marks input, ensures checks are made that marks for any additional candidates are submitted and ensures mark input is checked before submission to avoid transcription errors
- Provides the moderation sample to the exams officer by the internal deadline
- Ensures that where a candidate’s work has been facilitated by a scribe or practical assistant, the relevant completed cover sheet is securely attached to the front of the work and sent to the moderator in addition to the sample requested
- Ensures the moderator is provided with authentication of candidates’ work, confirmation that internal standardisation has been undertaken and any other subject-specific information where this may be required
- Provides the exams officer with any supporting documentation required by the awarding body
Exams Officer
- Inputs and submits marks online, via the awarding body secure website, keeping a record of the marks submitted, to the external deadline. Confirms with subject teachers that marks have been submitted to the awarding body deadline.
- Submits the requested samples of candidates’ work to the awarding body moderator by the external deadline, keeping a record of the work submitted
- Where responsible for marks input, ensures checks are made that marks for any additional candidates are submitted and ensures mark input is checked before submission to avoid transcription errors
- Ensures that for postal moderation- work is dispatched in packaging provided by the awarding body- moderator label(s) provided by the awarding body are affixed to the packaging- proof of dispatch is obtained and kept on file until the successful issue of final results
- Through the subject teacher, ensures the moderator is provided with authentication of candidates’ work, confirmation that internal standardisation has been undertaken and any other subject-specific information where this may be required
- Through the subject teacher, submits any supporting documentation required by the awarding body
3.4.6 Storage and retention of work after submission of marks
Subject Teacher
- Keeps a record of names and candidate numbers for candidates whose work was included in the moderation sample
- Retains all marked candidates’ work (including any sample returned after moderation) under secure conditions for the required retention period
- In liaison with the Facilities Manager, takes steps to protect any work stored electronically from corruption and has a back-up procedure in place
- If retention is a problem because of the nature of the work, retains some form of evidence such as photos, audio or media recordings
Exams Officer
- Ensures any sample returned after moderation is logged and returned to the subject teacher for secure storage and required retention
- In addition to the subject teacher, retains all marked candidates’ work (including any sample returned after moderation) under secure conditions for the required retention period
3.4.7 External moderation
Subject Teacher
- Ensures that awarding body or its moderator receive the correct samples of candidates’ work
- Where relevant, liaises with the awarding body/moderator where the moderator visits the centre to mark the sample of work
- Complies with any request from the moderator for remaining work or further evidence of the centre’s marking
- Checks the final moderated marks when issued to the centre when the results are published
- Checks moderator reports and ensures that any remedial action, if necessary, is undertaken before the next examination series
Exams officer
- Accesses or signposts moderator reports to relevant staffTakes remedial action, if necessary, where feedback may relate to centre administration
3.5 Access arrangements
Subject Teacher
- Works with the SENDCo to ensure any Access Arrangements for eligible candidates are applied to assessments
SENDCo
- Follows the regulations and guidance in the JCQ publication Access Arrangements and Reasonable Adjustments in relation to non-examination assessments including Reasonable Adjustments for GCE A-level sciences – Endorsement of practical skills
- Where arrangements do not undermine the integrity of the qualification and is the candidate’s normal way of working, will ensure access arrangements are in place and awarding body approval, where required, has been obtained prior to assessments taking place
- Makes subject teachers aware of any access arrangements for eligible candidates which need to be applied to assessments
- Works with subject teachers to ensure requirements for access arrangement candidates requiring the support of a facilitator in assessments are met
- Ensures that staff acting as an access arrangement facilitator are fully trained in their role
3.6 Special consideration and loss of work
Subject Teacher
- Understands that a candidate may be eligible for special consideration in assessments in certain situations where a candidate is absent and/or produces a reduced quantity of work
- Liaises with the exams officer when special consideration may need to be applied for a candidate taking assessments
- Liaises with the exams officer to report loss of work to the awarding body
Exams Officer
- Refers to/directs relevant staff to the relevant JCQ form and where applicable submits to the relevant awarding body
- Refers to/directs relevant staff to the JCQ publication A guide to the special consideration process
- Where a candidate is eligible, submits an application for special consideration via the awarding body’s secure extranet site to the prescribed timescale
- Where application for special consideration via the awarding body’s secure extranet site is not applicable, submits the required form to the awarding body to the prescribed timescale
- Keeps required evidence on file to support the application
3.7 Malpractice
Head of Centre
- Understands the responsibility to immediately report to the relevant awarding body any alleged, suspected or actual incidents of malpractice involving candidates, teachers, invigilators or other administrative staff
- Is familiar with the JCQ publication Suspected Malpractice in Examinations and Assessments: Policies and Procedures
- Ensures that those members of teaching staff involved in the direct supervision of candidates producing non examination assessment are aware of the potential for malpractice and ensures that teaching staff are reminded that failure to report allegations of malpractice or suspected malpractice constitutes malpractice in itself
Subject Teacher
- Is aware of the JCQ Notice to Centres – Sharing NEA material and candidates’ work to mitigate against candidate and centre malpractice
- Ensures candidates understand what constitutes malpractice in non-examination assessments
- Ensures candidates understand the JCQ document Information for candidates – non-examination assessments
- Ensures candidates understand the JCQ document Information for candidates – Social Media
- Escalates and reports any alleged, suspected or actual incidents of malpractice involving candidates to the head of centre
Exams Officer
- Signposts the JCQ publication Suspected Malpractice in Examinations and Assessments: Policies and Procedures to the head of centre
- Signposts the JCQ Notice to Centres – Teachers sharing assessment material and candidates’ work to subject heads
- Signposts candidates to the relevant JCQ information for candidates documents
- Where required, supports the head of centre in investigating and reporting incidents of alleged, suspected or actual malpractice
3.8 Post-results Service
Head of Centre
- Ensures the centre’s internal appeals procedures clearly detail the procedure to be followed by candidates (or their parents/carers) appealing against a centre decision not to support a review of results or an appeal
Subject Teacher
- Provides advice and guidance to candidates on their results and the post-results services available
- Provides the exams officer with the original sample or relevant sample of candidates’ work that may be required for a review of moderation to the internal deadline
- Supports the exams officer in collecting candidate consent where required
- Provides relevant support to subject teachers making decisions about reviews of results
Exams officer
- Is aware of the individual post-results services available for externally assessed and internally assessed components of non-examination assessments as detailed in the JCQ publication Post Results Services (Information and guidance to centres.)
- Provides/signposts relevant centre staff and candidates to post-results services information
- Ensures any requests for post-results services that are available to non-examination assessments are submitted online via the awarding body secure extranet site to deadline
- Collects candidate consent where required
