01 Nov 2021
One of the questions most frequently received by The Exams Office from exams officers concerns their role in managing and administering access arrangements*.
The answer is quite simple - although there is a role for exams officers to perform in relation to access arrangements, it is the responsibility of the SENCo to lead on all matters relating to access arrangements. Decision making and tasks such as acquiring and collating candidate evidence prior to processing applications must not be devolved to the exams officer. If the SENCo is unsure of the regulations, and therefore what action to take, it is their responsibility to acquire an answer from the relevant authorities.
This view is supported by the Joint Council for Qualifications (JCQ). As stated on page 1 of JCQ’s Access Arrangements and Reasonable Adjustments publication, ‘…the SENCo (or equivalent member of staff within an FE college) must lead on the access arrangements/reasonable adjustments process within his/her centre’. The JCQ also confirms the role of the exams officer as ‘…the SENCo must work with… (the) exams office personnel to ensure that approved access arrangements/reasonable adjustments are put in place for internal school tests, mock examinations and examinations.’
The NAEO concurs with the JCQ. However, we do not advocate that exams officers should be removed from all aspects of the access arrangements process.
There are specific areas where the expertise and experience of an exams officer can be used to support the process and, more importantly, those candidates requiring and granted access arrangements. It may also be the case that, in some scenarios, once an arrangement is granted, the exams officer must be involved as only they can undertake key tasks related to that arrangement. These include the areas listed below.
Processing applications for access arrangements and adjustments with the SENCo present
It is the responsibility of the SENCo to process access arrangements applications – this is clearly emphasised within JCQ’s Access Arrangements and Reasonable Adjustments publication.
However, in the event of a significant number of applications being submitted, support may be offered by the exams officer to maximise time efficiency. This may include the SENCo reading out the relevant details for each application as the exams officers types the information in the Access Arrangements Online (AAO) tool.
However, it is imperative that it is the SENCo who:
- logs into AAO (as this will confirm that they have verified and approved the evidence for each application)
- ensures that all required evidence and a signed candidate personal data consent form is available at the time of the application
- answers all questions which the system may ask in response to the information provided for each application
- confirms the ‘Read and accept malpractice consequences statement’
- ensures that all application deadlines are met
Arranging logistics
Once confirmation has been obtained of those candidates with access arrangements and the arrangements awarded, it is very likely that the exams officer (in consultation with the SENCo/SEN staff) will arrange the logistics for each examination – including rooming, timetabling and seating. These are areas in which exams officers possess experience and expertise, and therefore, it is logical for an exams officer to lead on logistical arrangements such as:
- Organising rooms – confirming if access arrangements candidates will be seated with the main cohort or separately in smaller groups, or on a one-to-one basis. The latter may be particularly appropriate for candidates requiring the use of a reader or scribe (so they cannot be overheard) or those granted extra time and/or supervised rest breaks. There may also be situations where a candidate needs to be seated – and invigilated – separately away from any other candidates. If candidates are using word processors, they will likely need to be in a room which has an adequate number of power sockets to ensure word processors remain charged and the availability of printing facilities. It may be that separate accommodation is required for these
- Timetabling – particularly for candidates who have been granted extra time and/or supervised rest breaks and where this may take them beyond the ‘threshold’ resulting in a timetable clash and an examination being moved. This may also apply to candidates who have been granted the use of a reader and scribe and require extra time.
- Seating – the exams officer will ensure that candidates are seated appropriately within the examination room. For example:
- Extra time candidates should be seated where they cannot be disturbed as other candidates leave the room at the end of the examination
- Candidates using a word processor should be seated in such a way that other candidates are not disturbed and cannot read their screens (if they are seated in the main examination room(s))
- Candidates may need to be seated near an exit or require additional support (e.g. resting a broken leg)
Separate invigilation within the centre
It is the responsibility of senior leaders, relevant centre staff (e.g. head of year/pastoral staff) or the SENCo to determine which candidates are granted separate invigilation within the centre.
This arrangement can only be granted if this 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, emotional, or mental health needs. The only exceptions to this might be a temporary illness/injury which is clearly evidenced, or if an issue is identified by the head of year/pastoral staff which prevents a candidate from being seated with the main cohort or other candidates within their year group.
However, if separate invigilation is granted, then an exams officer will be involved in the following areas:
- Invigilators - Ensuring that there are sufficient invigilators for separately accommodated candidates and that invigilators are made aware of any issues relating to the candidate
- Rooming - An additional exam room(s) will be required which must be set up in line with the regulations
- Timetabling - Will separate invigilation be required for the candidate for the remainder of the exams series?
Training invigilators and facilitators
The SENCo and exams officer must discuss and agree on the training for staff associated with the invigilation and facilitation of access arrangements. The key areas to consider are:
Facilitators
A facilitator supports a candidate who is granted a particular access arrangement(s) and will therefore need to be familiar with the regulations set out in the Access Arrangements and Reasonable Adjustments publication on the rules of the arrangement(s). They must be clear over what they can/cannot offer in terms of support during an examination to a candidate granted a particular access arrangement. The support offered in the classroom on a daily basis may not be permitted, and if provided during an examination, may constitute malpractice.
Where permitted by the regulations, if the facilitator is conducting the access arrangement(s) on a one-to-one basis, they are also the invigilator and therefore must also be familiar with the relevant contents of the Instructions for conducting examinations publication.
Invigilators
Those invigilating an access arrangement must not only be trained to act as an invigilator but must also be familiar with the regulations relating to the specific access arrangement.
‘Roving’ invigilators
Where the invigilator additionally acts as a facilitator (as a practical assistant, a reader and/or a scribe) a ‘roving’ invigilator must also be used. The ‘roving’ invigilator will enter the room at regular intervals in order to observe the conducting of the examination, ensure all relevant rules are being adhered to and to support the practical assistant/reader and/or scribe in maintaining the integrity of the examination.
Therefore, as the facilitator, invigilator and ‘roving’ invigilator must be aware of the regulations relating to the access arrangement which is being conducted (and be trained as an invigilator if facilitating on a one-to-one basis) it is imperative that agreement is reached over who will train these members of staff and the content of training.
When devising training, centres should note the following JCQ regulation (Instructions for conducting examinations, section 12.3):
A training session must be held for any new invigilators and those facilitating an access arrangement for a candidate under examination conditions. An update meeting must be held for the existing invigilation team so that they are aware of any changes.
A record of the content of the training given to invigilators and those facilitating an access arrangement for a candidate under examination conditions must be available for inspection and retained on file until the deadline for reviews of marking has passed or until any appeal, malpractice or other results enquiry has been completed, whichever is later.
Temporary access arrangements
It is very likely that in the event of a temporary access arrangement (also referred to as an emergency access arrangement or very last minute indisposition) the exams officer will play a more significant role within the process. However, the examples given on page 90 of the JCQ’s Access Arrangements and Reasonable Adjustments publication highlight the role which the SENCo should play in the event of such instances.
Temporary access arrangements apply to candidates with a temporary illness, a temporary injury or other temporary indisposition at the time of the assessment which is clearly evidenced. For example, a candidate may arrive for their examination with a broken arm or leg. In such cases, the SENCo and exams officer must confirm the roles and responsibilities for dealing with the issue, taking the following steps to ensure that the candidate can take their examination with minimum disruption and disadvantage:
- If the candidate has a broken arm, ask if they are right or left-handed
- If required, organise an appropriate member of staff (trained as a facilitator) to act as the scribe
- If required, organise appropriate invigilation
- Address rooming/seating arrangements (either separate invigilation, or if a candidate needs to rest a broken leg, they may need to be seated near an exit or require additional support)
- Allow the candidate to start their examination in the normal way
- Organise supervised rest breaks, if required
- Apply for temporary access arrangement(s) using AAO – e.g. the use of a scribe, extra time
- Collate appropriate evidence for the SENCO’s file to support the application
- When able/once recovered, ensure the candidate signs the candidate personal data consent form to confirm consent for the AAO application
- If appropriate, apply for special consideration
Conclusion
In most centres, it is very likely that exams officers will have some part to play in the access arrangements process. This is perfectly acceptable, as these areas and tasks are familiar to exams officers as they undertake these as part of their core role. It is very likely that by asking another member of staff to perform these tasks, it would not only take them longer to complete, but there is an increased likelihood of an error being made.
Exams officers possess a range of skills and expertise and technical knowledge which can be invaluable to a centre beyond the management, administration and conducting of examinations. Access arrangements is an area where exams officers can provide such support, however, this must be managed under the leadership and management of the SENCo (or equivalent member of staff within an FE college). As the regulations state, it is the responsibility of the SENCo to lead on access arrangements, including decision making, performing key tasks, and acquiring answers to questions relating to specific candidates within their centre from the relevant authorities. JCQ require the head of centre, members of the senior leadership team, the SENCo/assessor and where relevant the SEN governor to familiarise themselves with the entire contents of the Access Arrangements and Reasonable Adjustments publication, and therefore, it is unacceptable for those named to be unaware of the regulations and require the exams officer to acquire answers to questions relating to an access arrangements query.
The NAEO encourages the exams officer community goes over and beyond in its’ support for their centre, colleagues, and candidates wherever possible, but this commitment and dedication must not leave exams officers with responsibility for areas beyond their knowledge, expertise, remit and pay grade, as not only is this unfair on the individual, but it could also lead to errors and potential malpractice.
*Reference to access arrangements refers to access arrangements/reasonable adjustments