Exams Officer Update
10 June 2024 |
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Welcome to this week’s Exams Officer Update, we hope the exam summer exam series is going well for you all so far.
We will be sharing more 'essential information' articles with you in future editions of this update. |
| Exams Officer Update | live sessions |
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Throughout the event, we will walk you through the latest news, updates, and upcoming processes for the weeks ahead, providing you with the opportunity to pose any questions you may have. You can view recordings of previous events on our Pearson Development Hub. |
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| Date |
Description |
| 5 July |
Deadline to submit internally assessed unit grades and full award claims for learners expecting an overall results in August
BTEC Firsts, Nationals, L2 Technicals
June 2024 |
| 5 July |
Deadline to submit special consideration requests.
BTEC Firsts, Nationals, L2 Technicals
June 2024 |
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How to receive summer 2024 BTEC results via your MIS
Results Entry 7B Files
In order to receive learners' overall results for BTEC Firsts, Nationals and L2 Technicals via EDI in August, please ensure you submit a results entry 7B file to us as soon as possible, the deadline for this was 31 May. If we do not receive a 7B file from you, we cannot send learner results to you via EDI in August.
You will need to download a 7B file from Edexcel Online and populate it with the details of the learners for whom you will want to receive overall results via EDI before sending it to us.
Follow our simple instructions to download a 7B file.
Submitting a 7B file is not a substitute for submitting award claims for your learners; the file informs us which learners’ results you would like to receive via EDI upon the release of results.
EDIFACT results files
If you require a summer EDIFACT results file, please send a request to us at eprocessing@pearson.com.
BTEC Tech Awards (2022)
The revised BTEC Tech Awards (2022) are not included in a 7B file. You will automatically receive learner results via EDI provided you have submitted qualification cash-ins for your learners.
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Earlier this week we were in touch with all schools and colleges offering BTEC qualifications to share important information about the 5 July BTEC claiming deadline.
For your learners to receive their results on-time in August, you must make full award BTEC claims and BTEC Tech Award Cash-ins by the 5 July.
Read our 5 July BTEC claiming deadline FAQs
Explore our support articles for support making your claims and cash-ins
NEW feature on the VQ Learner Tracker
This year we’ve made signifanct improvements to how you track your learners, and ensure they are on track to receive a result in August. You’ll be using the VQ Learner Tracker, a new module within Pearson Progress, to help you manage your summer cohort. You can now see any learners that require a claim or cash-in to be made before the 5 July, and any other missing information. Check out our support articles to help you get started and use the VQ Learner Tracker to help you manage your cohort effectively.
How to identify missing claims and cash-ins on the VQ Learner Tracker
Interactive VQ Learner Tracker tutorial
Getting started and accessing the VQ Learner Tracker
What support can I expect from Pearson?
We are contacting exams officers via phone and email to make sure you’ve received the information about the 5 July deadline, and ensure you have all the support you need to meet this deadline. If you have any concerns about making your claims by the 5 July, please contact us as soon as possible through the Pearson support portal and we will do all we can to help.
We’re running webinars throughout June to show you how to use the VQ Learner Tracker and make claims and cash-ins.
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To keep up to date, bookmark our Teaching, Learning and Assessment webpage, where we’ll keep you updated with all the latest FAQs and support material. |
Submitting cash-ins for learners certificating this summer
To make a certification claim for BTEC Tech Award you need to submit a cash-in code.
For learners sitting the terminal external assessment this May, the cash-in code should be submitted at the same time their entry is made for the terminal component. If you don’t submit a cash-in code, then learners won’t receive an overall qualification result in summer.
If you’ve not submitted a cash-in for summer, you should do this no later than the 5 July to guarantee learners receive their result in August. You can still submit cash-ins through EDI until 2 May, and through Edexcel Online now until 5 July.
Receiving moderator reports
Once learner work has been moderated, we will send you a draft moderator report. This will be sent to the exams officer and quality nominee in your centre. Please make sure these details are up to date on Edexcel Online so you don’t experience a delay. You can also view your moderator’s details in Edexcel Online if you need to contact them. You will then be able to amend any learner marks until the 28 June following your moderator’s feedback.
More information
We send a dedicated monthly BTEC Tech Awards newsletter, which you can subscribe to if you would like to receive it. Our April issue has more information on cash-ins, the terminal assessment rule and more. |
We are using our Learner Work Transfer (LWT) system to manage the uploading of learners’ work for our externally assessed components in BTEC Nationals and Firsts in summer 2024.
LWT ensures learner data is as protected and secure as possible. Please familiarise yourself with the LWT system before you submit any learner work.
The submission deadlines are outlined in our BTEC timetables. Please ensure you submit work before each unit’s deadline to avoid delays in receiving results. |
The latest module in our BTEC Exams Officer training series is now available on the Pearson Development Hub.
- BTEC Bitesize Module 9 - Making Claims (BTEC Results Reporting) (2023/24)
By the end of this module, you will know and understand:
• Why, when and how you should report your learner’s grades
• The different types of claims you can make
• How you can transfer your registrations
• What you need to do if you make an error and need to amend any claims you have made
• Where you can locate further information on this topic
- Bitesize Training - Pearson Onscreen Platform (POP Classroom LAN) (2023/24)
This module covers how to install the POP Classroom (LAN) software, how to access and deliver your tests, how to upload responses back to us and where to locate further support on this topic.
- Bitesize Training - Pearson Onscreen Platform (POP Offline & Online) (2023/24)
This module covers what software is needed for running online and offline tests, how to access and deliver your tests, how to upload responses back to us and where to locate further support on this topic.
Access these modules via the Pearson Development Hub
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| Date |
Description |
| 13 June |
Contingency Afternoon for GCSE and/or AS/A level examinations should sustained national or local disruption arise
GCSE, AS and A Level
June 2024 |
| 26 June |
Contingency Afternoon for GCSE and/or AS/A level examinations should sustained national or local disruption arise
GCSE, AS and A Level
June 2024 |
| 28 June |
Art and Design 1AD0/01 (and all linked endorsements) – end of moderator visits. Marks must be submitted 48hrs prior to the moderation visits.
GCSE
June 2024 |
| 5 July |
Deadline to submit special consideration requests.
GCSE, International GCSE, AS and A Level, Advanced Extension Award, Level 3 Maths in Context
June 2024 |
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Please visit the Pearson Development Hub to see all of the fantastic training and support we have available to aid you as you continue to navigate the exam series.
Why not try the GQ Bitesize (UK) Module 7: Exam Administration 2023/24
By the end of this module, you will know and understand:
- how to use and access the Pearson Secure Download Service
- how to use and access labels and attendance registers
- where to find information you may need during exams
- how to package and return exam scripts securely.
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We have now published the Key dates and General Qualification entry code sections of the online Exams Officer Information manual.
These can be located on the Pearson Qualifications website here
We have also updated the Key dates spreadsheet and are in the process of updating the entry code and key date finder tools. |
NEW Cyber Security webpage
We have made lots of enhancements in recent months, to increase the security of Pearson and centre data, and maintain the integrity of our qualifications and assessment materials. These have included a move to Multi Factor Authentication and enforcing enhanced password requirements for all our platform users.
We have created a new Security page on or qualifications website, where we will share best practise as well as guidance on how you can spot if something doesn’t seem quite right. |
Please note that for BTEC units that are now subject to an LWT submission, links to SharePoint folders will not be provided to upload work. |
Pearson will be conducting test inspections throughout the summer 2024 examination series. These test inspections will be in addition to the JCQ exam inspections.
These test inspections will be both unannounced on-site visits to centres and announced virtual inspections. These inspections are to ensure that Pearson centres are conducting tests/exams in accordance with requirements to maintain the integrity of tests and prevent candidates being disadvantaged.
The Test Inspector will hold a letter of authority in which there will be a phone number you can call to verify the identity of the Test Inspector.
If your centre receives a full inspection throughout the examination series, the Test Inspection team will send a copy of the report with any identified actions within 10 working days of the inspection.
For further information on how test inspections are completed, please see our test inspections page. |
Did you know that the most common form of candidate malpractice every exam series is the possession of a mobile phone?
According to data published by Ofqual, possession of a mobile phone accounted for 44.5% of all cases of student malpractice - 2,180 cases - in the summer 2023 series. This was an increase on the 1,825 cases seen in the summer 2022 series.
The JCQ awarding bodies have set out the agreed sanctions for the different types of candidate malpractice, including for possession of a mobile phone. These can be found in Appendix 6 of the JCQ Suspected Malpractice Policies and Procedures. You can see that the sanctions for possession of a mobile phone are severe, because we need to maintain the security and integrity of our exams:
- Mobile phone in the candidate’s possession but no evidence of being used by the candidate – loss of marks.
- Mobile phone in the candidate’s possession and evidence of being used by the candidate – disqualification.
We really want to see a reduction in this form of malpractice, which has such a significant impact on so many candidates. Please ensure that you’ve taken the following steps to help your learners avoid committing malpractice:
- Clear communication to learners and their parents about items prohibited in exams, including mobile phones
- Clear publication and display of the JCQ exam room posters
- Sharing the JCQ-Preparing-to-sit-your-exams-2023_24.pdf infographic with learners and their parents
- Having a member of your centre’s Senior Leadership Team (SLT) deliver a pre-exam series assembly, to clearly explain the expectations of learners and the exam rules
- Ensuring you have in place, and learners know about, a process for the safe collection and storage of their mobile phones during exams.
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As we think ahead to the summer series, we wanted to remind you of the requirements relating to reporting learner malpractice.
The head of centre is required to report incidents of suspected learner malpractice that occur during the delivery of Pearson qualifications. We ask centres to complete JCQ Form M1 ( www.jcq.org.uk/malpractice) and email it with any supporting documents (signed statements from the learner, invigilator, copies of evidence, etc) to the Investigations Processing team at candidatemalpractice@pearson.com. The responsibility for determining any appropriate sanctions on learners lies with Pearson.
Learners must be informed at the earliest opportunity of the specific allegation and the centre’s malpractice policy, including the right of appeal. Learners found guilty of malpractice may be disqualified from the qualification for which they have been entered with Pearson.
The only exception to the above is learner malpractice identified in relation to internal assessments before the learner has signed the declaration of authentication. In these cases, the centre can follow its own malpractice policy in resolving the matter.
Failure to report malpractice constitutes staff or centre malpractice.
Further information can be found in: |
As part of your final planning for the summer 2024 series, please take the time to ensure that you have clear records processes in place to ensure candidates are able to make use of their approved access arrangements and reasonable adjustments.
You could consider doing the following:
- Double-checking the list of learners with access arrangements with your SENCo
- Ensuring that your seating plans clearly indicate which candidates have access arrangements (JCQ ICE 11.14)
- Checking that the invigilators responsible for exams where access arrangements will be provided have been trained and are clear about the rules relating to those arrangements (e.g. how rest breaks can be given and supervised, the difference between a reader and a scribe, etc)
- Ensuring that you have sufficient invigilators for your exams where access arrangements need to be provided, including a contingency if some invigilators you have planned to invigilate are unwell on the day.
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All exams are scheduled to be sat at 09:00 a.m. and 13:30 p.m. The permitted exceptions to this are detailed in sections 7 and 8 of the JCQ Instructions for Conducting Examinations.
Where a timetable variation is used, candidates must be kept under examination conditions until the end of the scheduled exam time. Centres must ensure that invigilators have been trained on supervising candidates under clash supervision arrangements. More details can be found in section 7 of the JCQ Instructions for Conducting Examinations.
Exams for AS Maths, AS Further Maths, A level Maths, A level Further Maths and A level Statistics must not be moved to an earlier session – more information can be found in the JCQ guidance here. |
The stationery and materials list provides information on the stationery and equipment required for our general qualification examinations in the next series.
The updated version for summer 2024 can be found here. |
If you are running examinations in 2024, it is important for you to stay up to date with the official exam regulations.
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We want to ensure you have all the help and support you need at your fingertips; that’s why we’ve got a library of support articles hosted on our Customer Support Portal. Each article contains answers, detailed information, step-by-step guides, instructional videos, and general advice. Articles require no special access, are easily searchable by keywords in their title, and are available 24/7, 365 days a year. And for good measure, we also have the portal user guide.
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Don't forget we have a dedicated Pearson Exams Officer Support page on Facebook. This provides you with a quick and convenient way to stay up to date with our latest news and live updates from the team.
Important and informative announcements will be posted on the page daily and messages will be monitored 8am to 5pm, Monday to Friday by Charlie, Emma and Seren; our dedicated Social Media Team. Message them with for help with your queries throughout your working day. |
Sign up to receive these updates
If you would like to sign any of your colleagues up to receive these updates, you can do so here. You can view previous editions of the EO Update on our support portal. |
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