RISK MANAGEMENT POLICY AND PROCEDURES
Toucanto is aware that there are potential risks which may affect the smooth running of examinations. In order to anticipate problems the risks are identified and the staff and processes which can be put in place identified. This risk management process is taken from the editable template supplied by JCQ/the Exam Office and adapted to suit our needs.
STAFF RESPONSIBLE INCLUDE THE TRAINING COORDINATOR AND ALL TEACHING AND ASSESSING STAFF
ALL STAFF ARE TRAINED IN ON THE GO RISK ASSESSMENTS “ POINT OF WORK “ RISK ASSESSMENTS
TIMETABLING | FORWARD PLANNING | ACTION |
Controlled assessment schedule clashes with other activities | Plan/establish priorities well ahead, assessment meeting to be scheduled as soon as course requirements and dates from completion are issued Board. Intention to enter required assessments should be completed 3-6 months prior, this should inform planning once the course requirements are known. | Plan dates in consultation with training calendar -negotiate with other parties |
Too many controlled assessments close together across subjects | Plan controlled assessments so they are spaced over the duration of the course | Space controlled assessments to allow candidates sometime between them. Set a controlled assessment calendar so that all subjects are calendared well in advance and theis fits into medium and long term teaching plans. |
ACCOMMODATION | FORWARD PLANNING | ACTION |
Insufficient space in classrooms/learning areas for candidates | Once the size of the cohort is known at the start of the year, flag instances where regular classroom space may not be suitable to conduct controlled assessments. | Use more than one classroom or multiple sittings where necessary, book rooms in advance. |
Insufficient facilities for all candidates | Careful planning ahead and booking of rooms/facilities | Use more than one classroom or multiple sittings where necessary |
Availability of rooms for scribes/readers/1:1 | Use more than one classroom or multiple sittings where necessary | |
DOWNLOADING AWARDING BODY SET TASKS | ||
IT system unavailable on day of assessment | Download tasks well ahead of scheduled assessment date | Book IT equipment well ahead and download tasks before scheduled date of assessment |
Teaching staff unable to access task details | Test secure access rights ahead of controlled assessment schedule every year and every session | Ensure teaching staff have access rights for the correct area of awarding body secure extranet sites well ahead of the controlled assessment schedule |
Loss of task details in transmission | Download tasks well ahead of scheduled assessment date | Contact awarding body and ask for replacement task; download again |
ABSENT CANDIDATES | FORWARD PLANNING | ACTION |
Candidates absent for all or part of the assessment – various reasons | Plan alternate sessions for candidates | Controlled assessment calendar to include mop up sessions where absent candidates will be given the opportunity to catch up and complete the assessment. |
Tutor staff to advise the exams team of planned absence so that the calendar can accommodate | Tutors to be made aware meetings | |
CONTROL LEVEL FOR TASK TAKING | FORWARD PLANNING | ACTION |
The assessment is undertaken under incorrect level of control – time, resources, supervision, collaboration | Ensure teaching staff know what level is applicable and understand what is involved. Provide training if required | Seek guidance from the awarding body |
Meeting time set aside to update staff of annual changes | Coordinator to schedule in calendar and update staff as and when required | |
SUPERVISION | FORWARD PLANNING | ACTION |
Student study diary/plan not provided or completed | Ensure teaching staff are aware of the ned for study diary/plans to be completed early in the course | Ensure candidates start, continue and complete study diary/plans that ae signed after every session |
Teaching staff do not understand that the supervision of controlled assessment is their responsibility | Ensure teaching staff fully understand the nature of controlled assessments and their role in supervising assessments | Coordinator to schedule meeting calendar and update staff when required |
A suitable supervisor has not been arranged for an assessment where teaching staff are not supervising | A suitable supervisor must be arranged for any controlled assessment session where a teacher is ot supervising in line with the awarding bodys specification | Coordinator to ensure there are spare staff available so that there are always staff in reserve |
A calendar of rooms and staff not available | Calendar to be posted on shared staff area under exams folder. Hard copy to be put on the exams noticeboard in the staff room | Coordinator to post |
TASK SETTING | FORWARD PLANNING | ACTION |
Teaching staff fail to correctly set tasks | Ensure teaching staff fully understand the task setting arrangements as defined in the awarding body’s specification | Seek guidance from the awarding body |
Time made available to highlight requirements | Coordinator to make time available | |
Assessments have not been moderated in line with the awarding body’s specifications | Check specification and plan required moderation appropriately | Seek guidance from the awarding body |
SECURITY OF MATERIALS | FORWARD PLANNING | ACTION |
Assessment tasks not kept secure before assessment | Ensure teaching staff fully understand the importance of task security | Contact the awarding body to request /obtain different assessment tasks |
Security risks identified | If appropriate additional padlocks bought so cupboards can be made secure | |
Staff to be informed of the implications and requirements | Coordinator to make time available | |
Candidates work not kept secure during and /or after assessment | Define the appropriate level of security, in line with the awarding bodys requirements, for each department as necessary Staff to be informed of the implications and requirements | Seek guidance from the awarding body Coordinator to make time available |
Insufficient or insecure storage space | Look at provision of suitable storage at the beginning of course | Find alternative storage within the centre |
DEADLINES | FORWARD PLANNING | ACTION |
Deadlines not met by candidates | Ensure all candidates are briefed on deadlines and the penalties for not meeting them | Mark what candidates have produced by the deadline Seek guidance from awarding body on further action Students to be briefed in a special assembly |
Parents will get a copy of assessment and exam calendar which will highlight deadlines and make parents aware of the implications | Assessment and eam calendar to be issued to parents with a covering letter | |
Deadlines for marking and or paperwork not met by teaching staff | Ensure teaching staff are given clear deadlines prior to the aarding ody deadline ot comet marking and paperwork – marks can them be processed and submitted ahead of awarding buddy deadlines Staff to be informed of the implications and requirements | Seek guidance from awarding body Coordinator to allocate time to discuss |
AUTHENTICATION | FORWARD PLANNING | ACTION |
Candidate fails to sign authentication form | Ensure all candidates have authentication forms to sign | |
Teaching staff fail to complete authentication forms or leave before completing the authentication process | Ensure teaching stuff fully understand the importance of authentication forms and the requirements of a signature | |
MARKING | FORWARD PLANNING | ACTION |
Teaching staff interpret marking descriptions incorrectly | Ensure appropriate training and practicing of marking | Arrange for remarking |
Plan for sampling of marking during the practice phase, cross marking with other teachers | Consult the awarding bodys specification for appropriate procedures | |
Centre does not run the standardisation activities as required by the awarding body | Plan against the awarding bodys requirements for standardisation – when and how this activity must be conducted | Check with the awarding bod whether a later standardisation event can be arranged |
Coordinator to plan ad allocate staff time | Staff meeting with relevant parties allocated |