r s o r f e e c g i f d f o i r b s m m a a C x e Cambridge Administrative Guide 2013 (International) Guidance for exams officers administering Cambridge examinations Valid for examinations in 2013 Introduction 1 11 Preparation Key dates and activitiieessoovveerrvviieeww:: June series 4 November series 555 Key dates and activitieeess::Monthlyy ddiiaaries 66 Support from Cambridddgggeee 27 Outline Proposal Forms 30 Preparing your examss timmetable 31 Accessssarrangemenntts 33 2 EEntries Estimating ennttriess 33355 MMMaaakking finaleenntries 36 33 TTeeacher asssessmmeennntt Accreeditatioonnof Cambridge IGCSE coursework assessors 41 Subbmmittingccoursework and non-coursework speaking tesstmmarks 44 Selleccting annd suubmitting coursework samples 4477 SSeeleccting annddsubbmitting non-coursework speaking teesstt sampples 5511 SSubbmittingGGGlobbaal PPeeerrrssppectives work online (CCambrridgeIIGGCCSSSEE,CCaambriiddge International AS Level annndd Cambriidge PPPre-UU) 5533 44 Beforetthheeeeeexxaamms Forecast grades 54 Pre-exam andquestion ppaaper despatches 5566 5 Exam day RRuunnning exams 61 Malpractice and maladministration 62 Special consideration 63 DDeespatchinnngggscriippttss 6644 6 Ressuuullltttsssaaannnddd ccceeerrrtttiiifffiiicccaaattteeesss Understanding and preparing for results 67 Enquiries about results and appeals process 71 Certificates 74 CCCeeerrrtttiiifffyyyiinnggsstatements,priority results information and veeerrriiifffiiicccaaatttiiioonn offf rrresults 78 A–Z of termss 80 Cambridge addmmmministrative forms 84 b Contents Cambridge Administrative Guide 2013 (International) This guide is for exams officers who are responsible for administering Cambridge examinations. It provides detailed information and guidance on all the administrative tasks and activities exams officers need to carry out during the exams cycle of each examination series. Alongside this guide, you also need to read and The guide is designed to support both new and understand the >Cambridge Handbook. It sets experienced exams officers. It gives an overview out the regulations for all Cambridge examinations of the exams cycle and detailed descriptions of the and assessments. The handbook forms the legal procedures that you need to follow. contract between Cambridge and the Centre/ The document is divided into the sections below: Cambridge Associate. • an overview of the Cambridge Exams Cycle Cambridge Primary and Cambridge Secondary 1 • an overview timeline of the major activities for For guidance on administering Cambridge Primary each examination series, followed by details of Checkpoint and Cambridge Checkpoint please see the key dates and activities for each month the Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide available from • a section for each phase of the Cambridge www.cie.org.uk/examsofficers Exams Cycle which will take you through all the tasks and activities you need to complete for Cambridge International Diplomas and ICT that phase, telling you what you need to do and Starters how you need to do it For guidance on administering Cambridge • an A–Z of terms to clearly explain the meaning International Diplomas and ICT Starters please of the key words and phrases we use see the Cambridge International Diplomas and ICT throughout the guide. Starters Administrative Guide available to download If you work in an Associate Centre you need to from the ‘Support Materials’ section of CIE comply with any extra local arrangements required Direct. by your Cambridge Associate. The Cambridge Administrative Guide covers the We reserve the right to amend or vary the qualifications below. arrangements detailed in this guide at any time. Cambridge Secondary 2 We will communicate any changes to you. The changes will have immediate effect unless • Cambridge International General Certificate of otherwise stated. Secondary Education (Cambridge IGCSE®) • Cambridge International Certificate of Education (ICE) New for 2013 • Cambridge O Level Look out for the ‘Extra guidance’ icon highlighting the extra support we provide for Cambridge Advanced each phase of the exams cycle, for example, • Cambridge International AS Level online tutorials or ‘how to’ guides. • Cambridge International A Level Also look out for the icon that highlights our • Cambridge Advanced International Certificate of processes for Cambridge Associates and their Education Diploma (AICE Diploma) Associate Centres. • Cambridge Pre-U Cambridge Administrative Guide 2013 (International) Introduction 1 Key to icons To make it easier for you to find the information you need quickly we have developed a set of icons especially for exams officers. New or updated information Important dates Highlights new or updated Highlights the key dates on information so you know what each page. has changed from last year. CIE Direct Cambridge Handbook You will see this icon whenever You will see this icon whenever there is a reference in the text there is a reference in the text to CIE Direct. to the Cambridge Handbook. Administrative forms Important information Appears next to the Highlights the key pieces of administrative forms referenced information on each page. on the page. See the back of this guide for a full list of all our administrative forms. Processes for Cambridge Associates and their Extra guidance Associate Centres Highlights extra support Highlights differences to available, for example, online processes for Cambridge tutorials or ‘how to’ guides. Associates and their Associate Centres. 2 Introduction Cambridge Administrative Guide 2013 (International) The Cambridge Exams Cycle There are many different activities that need to take place to successfully deliver an exam. Sometimes, it can be challenging to remember what needs to happen when. We run two exams series a year, known as the June series and the November series, so many of our exams officers are managing different processes for different series at the same time. Our processes are grouped into six different phases to help you keep track of what you need to do when. We call this the ‘Cambridge Exams Cycle’. The cycle includes every phase of the process from the planning and preparation that takes place before you enter your candidates, to giving your candidates their certificates. The cycle has six phases: 1. Preparation 2. Entries 3. Teacher assessment 4. Before the exams 5. Exam day 6. Results and certificates All our support for exams officers is structured around this exams cycle, so at a glance you can see which phase of the cycle the communication relates to – helping you prioritise and manage your workload. Cambridge Administrative Guide 2013 (International) Introduction 3 4 1 P re p a ra K tion 2011 2012 2013 e C y a m b Jan Feb Mar Apr May Jun Jul Aug Sep Oct d ridg a e A t d e m inist InfWorEm SEaNtiDon pack: StaWtEe mSENeDnts of entry Exams WE SEND WE SEND s a rativ Faninda lC taimmebtraidbglee Feb/Mar/Apr 2013 CIGaCmSbEr,id Og eL evel, CMeirdti fOiccatte 2s013 n e G Guide to Making International AS d uid EOntcrtie 2s0 12 arensdu Alts Level a e 2 WE SEND WE SEND Mid Aug 2013 c 013 Epaaprley rqsuestion QMueids tAiopnr p 2a0p1e3rs t (In Feb 2013 iv tern it a tion WE SEND WE SEND InfWorEm SEaNtiDon ie al) Pderes-peaxtacmh Aretgteisntdearsn caen d bar- pack for June s series Mid Mar 2013 coded labels o Mid Oct 2013 Late Apr 2013 v e r YOU SEND v i YOU SEND YOU SEND YOU SEND YOU SEND e Estimated w Final entries Forecast grades Scripts Enquiries about results entries By 21 Feb 2013 and internally Immediately after the By 30 Sep 2013 By 21 Oct 2013 assessed marks examination – By 30 Apr 2013 J u YOU SEND YOU SEND YOU SEND n YOU SEND Non-delegated Coursework samples Special consideration WE SEND Cambridge sends materials to Modified question access By published dates applications Cambridge Associates who then send e pBapye 2r 1a pJpalnic a2t0io1n3s aarprpalnicgaetmionesnt Weixtahmini n7 adtaioyns of the them on to their Associate Centres s By 21 Feb 2013 according to local arrangements. e r i YOU SEND e Cambridge Associates need s to give their Associate Centres earlier deadlines so they have enough time to process their data and submit it to us. s K 2012 2013 2014 e e r y i e Mar–Jul Aug Sep Oct Nov Dec Jan Feb Mar d s a t WE SEND e Information pack: s FCianmal btrimidgeeta Gbluei daen d WE SEND Exams a to Making Entries Statements of entry n March 2013 Aug/Sept 2013 d WE SEND WE SEND WE SEND a Early question Question WE SEND Certificates c papers papers Cambridge IGCSE, Mid Mar 2014 t July/Aug 2013 Late Sep 2013 O Level, International i AS and A Level results v Late Jan 2014 i WE SEND t Pre-exam i e materials Early Sep 2013 s o v WE SEND Bar-coded label e C a despatch r m Late Sep 2013 v b ridg ie e A YOU SEND YOU SEND YOU SEND YOU SEND YOU SEND w dm Estimated entries Final first-time Retake entries Forecast grades Enquiries about results in By 30 Apr 2013 entries By 21 Sep 2013 and internally By 26 Feb 2014 – is By 16 Aug 2013 assessed marks t ra By 31 Oct 2013 N t iv e G YOU SEND o u v id Scripts e 201 Imexmaemdiinaatetiloyn after the CaWmE SEbNrDidg Cea Amsbsroidcgiaete sse wndhso m thaetenr siaelsn dto em 3 (Interna ModifiedY OqUu SeEsNtDion Non-deleYOgUa tSeEdN D CourseworkY OsUa mSEpNlDes SpecialY OU SEND tahcecmor doinng t oto t hloecira Al asrsroacnigaetem Ceenntstr.es ber tion pBapye 1r aJpuplylic 2a0ti1o3ns aacrrcaensgse ment By published dates caopnpslicidaetiroantison YOU SEND Cambridge Associates need al) 1 apBpyl i1ca6t Aioungs 2013 Wthieth eixna 7m dinayasti oonf to give their Associate Centres earlier P deadlines so they have enough time to re p process their data and submit it to us. a ra tio n 5 66 Results and certificates 5 Exam day 4 Before the exams 3 Teacher assessment 2 Entries 1 Preparation Key dates and activities: Monthly diaries January–December The monthly diaries show the dates we send information to, and need to receive information from Cambridge Associates and Cambridge International Schools. Cambridge Associates need to agree dates for when they will send information to, and receive information from their Associate Centres. We send (the date we despatch materials or information to you) You send (the date information or materials you send reach Cambridge) Information (other dates, for example late entry fee start dates) January 2013 Date June series November series We send 1 Cambridge Exams Officer eNewsletter containing all the dates and deadlines for the tasks you need to complete this month. Question papers for Cambridge IGCSE Art and Design (0400/01, 02) and question paper for Cambridge International AS and A Level Art and Design (9704/01) available to download from CIE Direct and Teacher Support. You send 21 Deadline for receipt of applications for modified question papers (‘Preparation – Form 3’). We send 22 November 2012 series provisional examination results available to download from CIE Direct. 31 November 2012 series statements of results for issue to candidates. Other activities to think about in January 2013 November 2012 series • You can issue results to candidates (not including Cambridge Pre-U) as soon as they are available on CIE Direct. • If you have not received your hard-copy results by the end of January 2013 contact our Customer Services team. 6 1 Preparation Cambridge Administrative Guide 2013 (International) n o ti a Other activities to think about in January 2013 (continued) r a p e r P June 2013 series 1 • The closing date for final entries is 21 February 2013. Please submit your entries to us at least two weeks before this date so you have time to make any amendments before the entry deadline. • The deadline for receipt of applications for access arrangements that you need our permission to use is 21 February 2013. We may not be able to accept any applications after this date. s e February 2013 ri t n E 2 Date June series November series t n We send me s s e 1 Cambridge Exams Officer eNewsletter containing all the dates and deadlines for the ss a tasks you need to complete this month. r e h c a e You send T 3 1 Deadline for draft question papers and mark schemes for the Cambridge IGCSE and Cambridge International AS Level school- based assessments. ms a x e 15 Deadline for submission of candidate name e h t changes for the November 2012 series. e r o ef B We send 4 15 Early question papers and instructions (excluding science practicals) despatched based on your estimated entries. After 15 February these materials will be despatched y based on your final entries. a d m a 15 Science practical instructions Ex onwards based on final entries. 5 You send s e t a c 21 Denetardielisn.e W foer w reilcl echipatr goef fliantael eenxatrmy ifneaetsio n ertifi c for entries and amendments received d n a after this date. s t ul s e Deadline for receipt of access R arrangement applications that you need 66 our permission to use (‘Preparation – Form 1’). Cambridge Administrative Guide 2013 (International) 1 Preparation 7 February 2013 (continued) Date June series November series 22 Start of first level late entry fees (22 February–20 March). You send 26 Deadline for receipt of enquiries about results for the November 2012 series. All enquiries must be made on ‘Results and Certificates – Form 1’ or ‘Results and Certificates – Form 4’ if you work for a ministry of education. We send 28 Throughout late February and March, statements of entry and candidate entry lists. Other activities to think about in February 2013 November 2012 series • Make sure all your candidate names are correct on results documentation ready for the certificates we will send to you next month. There is an administrative fee for any requests to amend candidate names received after 15 February 2013. • Submit all your requests for enquiries about results before the deadline of 26 February 2013. We will not accept requests received after this date. Remember that we will invoice you for any enquiries about results so please do not enclose any payment with your application. June 2013 series • We will charge late entry fees for all entries and entry amendments we receive after 21 February 2013. • The Cambridge International AS and A Level Applied ICT practical examinations take place before the main timetabled examination series. Please make sure you make all your entries by 21 February 2013 for these examinations. • We will send you statements of entry within two weeks of receiving your entries. If you have not received your statements of entry after two weeks contact us. If you use CIE Direct online entries you can download your statements of entry from CIE Direct within 48 hours of submitting your entries. • Please store securely any practical question paper materials and instructions you receive until the relevant examination. Check that you have all of the materials you need for these examinations. Contact us immediately if there are any problems. 8 1 Preparation Cambridge Administrative Guide 2013 (International)