The pandemic has impacted on all aspects of teaching, learning and assessment. It has placed considerable pressure upon exams officers who, over the last 18 months have prepared for summer exams series’, only to have them cancelled. They have managed, administered and conducted ‘exceptional’ and ‘standard’ autumn exams series, supported the Teacher Assessed Grades (TAGs) process, and delivered numerous results days. It cannot be said that the cancellation of the last two summer exams series’ has reduced the workload for exams officers in centres across the country.
However, as we enter a new year and (hopefully) move towards a sense of ‘normality’, several short- and long-term issues remain for the exams officer community, which must be addressed as a matter of urgency.
In the coming months, as the government has made it clear that it expects summer 2022 exams to proceed as planned, additional support must be made available for those exams officers who have not previously delivered a summer exams series. The 2021 annual survey has revealed that 1 in 5 exams officers have not previously engaged in the delivery of a summer exams series. The NAEO will be calling upon all key stakeholders to work together to provide the necessary support to ensure that these colleagues – and those who have not delivered a summer exams series since 2019 – have access to a range of support resources to help them to plan and deliver exams in summer 2022.
Beyond the current academic year, several issues remain from the pre-pandemic era which must also be addressed. This includes the need for more effective contingency and succession planning at centre level in the event of a prolonged period of absence from an exams officer, or the appointment of a new exams officer – particularly if the newly appointed individual has not previously undertaken the role at another centre.
The data sets out that, in 38% of centres there is no adequate contingency in place if their exams officer was to be absent during a critical period, for example around an entry deadline, during an exam series, or before and on results day(s). Regardless of the fact that it is a JCQ requirement for contingency to be in place to address such staff absence (General Regulations, section 5.3x), a failure to ensure adequate mitigation could lead to severe repercussions, including financial consequences (the submission of late/inaccurate entries), malpractice (as regulations are not adhered to during exam time), or students failing to have access to their results.
The situation regarding succession planning is even more pressing. The annual survey has confirmed that in 79% of centres there is no succession planning in place in the event of the current exams officer deciding to leave their role. This lack of support for newly appointed exams officers – particularly those who have not previously undertaking the role in another centre – is unacceptable. As 3 in 4 exams officers are only required to serve a one-month notice period upon relinquishing their post, it is unlikely that a ‘handover’ from the outgoing exams officer will take place, but nevertheless, it is the responsibility of the head of centre/SLT to provide the new exams officer with an appropriate induction to their new role. This includes familiarisation with IT/Management Information Systems, an explanation and understanding of specific exam processes and procedures within the centre, including access to documentation such as exam-related policies, and awareness of the external support – both online and face-to-face – which details key tasks, deadlines, and good practice.
The NAEO is currently analysing the results of the annual survey and, once completed, not only will it share the outcomes with its member and stakeholders, rather than simply highlighting issues and calling for improvements, the NAEO will work closely with The Exams Office, the JCQ and its awarding bodies to address the issues faced by the exams officer community, starting with those detailed above.
Jugjit Chima
Chief Executive Officer, National Association of Examinations Officers