The re-introduction of linear assessment in GCSE specifications has meant that an increasing number of students are experiencing examination clashes.
This can cause additional anxiety for the student(s) concerned and logistical issues for the school’s exams office staff. However, there are some straightforward and relatively simple steps which each school should take to manage examination clashes.
First, exams office staff and the senior leadership team should be aware of the rules and regulations. The Joint Council for Qualifications (JCQ) provides clear guidance in Instructions for Conducting Examinations (sections 2.9 to 2.16).
An exam clash occurs when a student has two or more exams timetabled in the same session or multiple exams timetabled for the same day and the duration of these papers is more than: six hours for GCE, AS and A2 exams or 5.5 hours for GCSE examinations (including extra time and/or supervised rest breaks).
In the instance of two or more exams in one session the school may:
- Decide the order in which to hold the exams.
- Give candidates a short supervised break between papers within a session.
- If the total time of two or more exams in one session is more than three hours including extra time and/or supervised rest breaks you may conduct an exam in a later or earlier session within the same day (no paperwork required or prior permission needed from the awarding body), but “clash” candidates must be adequately supervised.
If multiple exams are timetabled for the same day (and the duration of exams is more than that specified above) candidates may be allowed to take an exam the following morning, including Saturdays. If “overnight supervision” is to be implemented, the school must ensure that:
- Candidates who take an exam on a later day than that published in the timetable must either be sitting exams or under centre supervision from 30 minutes after the published starting time for the delayed exam until they begin their exam. This is to make sure there is no contact with other candidates.
- A member of centre staff or an invigilator is appointed to supervise the candidate at all times while he/she is on the premises.
- The supervision of a candidate on journeys to and from the school and overnight is undertaken by the candidate’s parent/carer or centre staff. The school must determine a method of supervision which ensures the candidate’s wellbeing.
- The JCQ form Timetable Variation and Confidentiality Declaration for Overnight Supervision is completed (available on the JCQ website).
- The parties involved (parents, candidates etc) are told that any infringement of the conditions governing overnight supervision may lead to the application of penalties and sanctions as detailed in the JCQ publication Suspected Malpractice in Examinations and Assessments: Policies and Procedures.
- They are satisfied that arrangements maintain the integrity and security of the examination.
- All completed forms are kept and made available in your school for inspection until the closing date for enquiries about results has passed.
- The relevant awarding body is informed immediately of any known or suspected contravention of the arrangements for overnight supervision.
- The headteacher is satisfied of any arrangement for overnight supervision and accepts full responsibility for the security of the exams throughout.
Remember that an exam must never be taken on an earlier day than that scheduled and if candidates are taking an exam on a later day than other candidates, all copies of the question paper used on the earlier day must be sealed in an envelope and returned to secure storage until all candidates at your centre have taken that exam.
In summary, here are 10 practical tips for dealing with exam clashes in your school:
- Identify exam clashes as early as possible. Ask your exams officer to identify when exam clashes will occur and the students that will be affected.
- Be clear over the JCQ guidelines for dealing with exam clashes. You must be aware of what you can/cannot do when an exam clash occurs.
- Keep parents and candidates fully informed at all times. Contact parents as early as possible once an exam clash is identified. Clearly explain the regulations in such instances and the measures you have put in place to support their son/daughter. Notify the candidate of the arrangements in writing.
- Examinations can never be taken on an earlier day than that scheduled on the timetable. This is the “golden rule” when dealing with exam clashes.
- Discuss all options with the candidate(s). Although school logistics such as rooming and invigilation are important, the needs of the candidate(s) should always come first. Would they prefer to sit all of the exams on the scheduled day? Identify which order they would prefer to sit the exams. How often will they require supervised rest breaks? How long should these last?
- Avoid overnight supervision if possible. This adds anxiety over a longer period for the candidate(s) and in the age of social media is much harder to administer.
- Make use of a twilight session if possible. This will provide the candidate(s) with time to relax and gather thoughts in-between exams.
- Submit a request for special consideration to the relevant awarding body for the final paper.
- Clearly identify the “exam clash” candidate(s) in the exam room and ensure that invigilators know what the supervision arrangements are for them.
- Have you considered Access Arrangements? If a candidate is eligible for an access arrangement, then ensure that this is incorporated into your planning and is made available.
- Jugjit Chima is one of the founders of The Exams Office, an online support tool for exams officers and data managers. Visit www.theexamsoffice.org
Further information
JCQ’s Instructions for Conducting Examinations is available alongside a range of other documentation from JCQ’s website. Visit http://bit.ly/1IlLSZP for this specific document and www.jcq.org.uk/exams-office for all the JCQ resources.