r s o r f e e c g fi d f o i r b s m m a a C x e Cambridge Administrative Guide (International) 2016 Guidance for exams offi cers administering Cambridge exams Valid for exams in 2016 Contents Introduction 3 Key dates and activities overview: June series 6 November series 7 Key dates and activities: Monthly diaries 8 1 Preparation Support from Cambridge 31 Preparing your exams timetable 35 Access arrangements 37 2 Entries Estimated entries 39 Making fi nal entries 40 3 Teacher assessment Accreditation of Cambridge IGCSE® coursework assessors 46 Outline Proposal Forms 47 Submitting coursework and speaking test marks 48 Selecting and submitting coursework and speaking test samples 50 Submitting Global Perspectives work online (Cambridge IGCSE, Cambridge International AS & A Level and Cambridge Pre-U) 54 4 Before the exams Forecast grades 55 Pre-exam and question paper despatches 57 5 Exam day Running exams 63 Malpractice and maladministration 64 Special consideration 65 Despatching scripts 66 6 Results and certifi cates Understanding and preparing for results 69 Enquiries about results and appeals process 74 Certifi cates 79 Certifying statements, priority results information and verifi cation of results 83 A–Z of terms 85 Cambridge administrative forms 90 2 Contents Cambridge Administrative Guide 2016 (International) This guide is for exams offi cers who are responsible for administering Cambridge exams. It provides detailed information and guidance on all the administrative tasks and activities exams offi cers need to carry out during the exams cycle of each exam 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 offi cers. It gives an overview out the regulations for all Cambridge exams and of the exams cycle and detailed descriptions of the assessments. The handbook forms the legal procedures that you need to follow. contract between Cambridge and the Centre/ The guide is divided into the following sections: 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 each exam series, followed by details of the key Primary Checkpoint and Cambridge Secondary 1 dates and activities for each month Checkpoint please see the Cambridge Primary Checkpoint and Cambridge Secondary 1 • a section for each phase of the Cambridge Checkpoint Administrative Guide available from Exams Cycle which will take you through all the www.cie.org.uk/examsoffi cersguide tasks and activities you need to complete for that phase Cambridge ICT Starters • an A–Z of terms to clearly explain the meaning For guidance on administering Cambridge ICT of the key words and phrases we use Starters please see the Cambridge ICT Starters throughout the guide. Administrative Guide available to download from the ‘Support Materials’ section of CIE Direct. If you work in an Associate Centre you need to comply with any extra local arrangements required The Cambridge Administrative Guide covers the by your Cambridge Associate. qualifi cations below. We reserve the right to amend or vary the Cambridge Secondary 2 arrangements detailed in this guide at any time. • Cambridge International General Certifi cate of We will notify you of any changes. The changes will Secondary Education (Cambridge IGCSE) have immediate effect unless otherwise stated. • Cambridge International Certifi cate of Education (Cambridge ICE) Extra guidance • Cambridge O Level Cambridge Advanced Look out for the ‘Extra guidance’ icon highlighting the extra support we provide for • Cambridge International AS Level each phase of the exams cycle, for example, • Cambridge International A Level online tutorials or ‘how to’ guides. • Cambridge Advanced International Certifi cate of You can also fi nd help and tutorials for exams Education Diploma (Cambridge AICE Diploma) offi cers at www.cie.org.uk/examsoffi cers • Cambridge Pre-U Global Perspectives & Research (GPR) Cambridge Administrative Guide 2016 (International) Introduction 3 Key to icons To make it easier for you to fi nd the information you need quickly we have developed a set of icons especially for exams offi cers. 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 our administrative forms. You can access these forms at www.cie.org.uk/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. 4 Introduction Cambridge Administrative Guide 2016 (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 several exam series a year so many of our exams offi cers are managing different processes for different series at the same time. Our processes are grouped into six 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 certifi cates. The cycle has six phases: 1. Preparation 2. Entries 3. Teacher assessment 4. Before the exams 5. Exam day 6. Results and certifi cates All our support for exams offi cers 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 2016 (International) Introduction 5 Key dates and activities overview – June series JulAugSepOct Until the WE SENDWE SENDrelease of Certifi catesProvisional results, the Mid Oct 2016results available exams offi cer, onlineor another 11 Aug 2016member of staff, should be available WE SENDto answer any Provisional queries from results despatchCambridge Late Aug 2016about June WE SENDseries exams.Information pack for June 2017 seriesEnd of Oct 2016 YOU SEND YOU SEND Estimated Enquiries about resultsentries for June By 30 Sep 20162017By 10 Oct 2016 Cambridge sends materials to WE SEND Cambridge Associates who then send them on to their Associate Centres according to local arrangements. YOU SEND Cambridge Associates need to give their Associate Centres earlier deadlines so they have enough time to process their data before submitting it to us. 2016 ayJun Exams YOU SEND ScriptsImmediately after the exam YOU SEND Special consideration applicationsWithin 7 days of the last exam of the syllabus affected M FebMarApr WE SEND Entries confi rmation packsFeb/Mar/Apr 2016 WE SENDWE SENDQuestion Early question paperspapers MidApr 2016Feb/Mar 2016 WE SENDWE SENDPre-exam Bar-coded despatchlabelsMid Mar 2016Late Apr 2016 YOU SEND entries1 Feb 2016 YOU SEND Forecast gradesBy 30 Apr 2016 YOU SEND Internally assessed marks and samples By dates published in the samples database (www.cie.org.uk/samples) YOU SEND Notifi cation of delegated access arrangementsBy 31 Mar 2016 nal y 2 Jan FiB5 YOU SEND Modifi ed question paper applications and fi nal entries for candidates requiring modifi ed papersBy 21 Jan 2016 YOU SEND Access arrangement applicationsBy 21 Jan 2016 2015 WE SEND Information pack for June 2016 series End of Oct 2015 YOU SEND Estimated entriesBy 10 Oct 201 6 Key dates Cambridge Administrative Guide 2016 (International) Key dates and activities overview – November series 17 s. 2017 JanFebMar WE SEND Provisional results available online for Cambridge International AS & A Level 10Jan 2017 WE SENDWE SENDCertifi catesProvisional results Mid Mar 20available online for other qualifi cations MidJan 2017 WE SEND Provisional results despatch for Cambridge International AS & A Level MidJan 2017 WE SEND Provisional results despatch LateJan 2017 YOU SEND Enquiries about resultsBy 26 Feb 2017 Cambridge sends materials to WE SEND Cambridge Associates who then send them on to their Associate Centres according to local arrangements. YOU SEND Cambridge Associates need to give their Associate Centres earlier deadlines so they have enough time to process their data before submitting it to u Dec Until the release of results, the exams offi cer, or another member of staff, should be available to answer any queries from Cambridge about November series exams. Nov ams YOU SEND y after the exam YOU SEND Special consideration applicationsWithin 7 days of the last exam of the syllabus affected x el E at 2016 SepOct WE SEND ntries confi rmation acksul/Aug/Sept 2016 WE SEND Questionpapers MidSep 2016 WE SEND Pre-exam despatchMid Sep 2016WE SEND Bar-coded labelsEarly Oct 2016 YOU SENDYOU SEND Forecast gradesRetake entriesBy 31 Oct 2016By 21 Sep 2016 ScriptsImmedi YOU SEND Internally assessed marks and samplesBy dates published in the samples database (www.cie.org.uk/samples) EpJ Aug YOU SEND Final fi rst-time entriesBy 16 Aug 2016 YOU SEND Notifi cation of delegated access arrangementsBy 31 Aug 2016 g 6 n Mar–Jul WE SEND Information pack for November 201End of Mar 2016 WE SEND Early question papersJul 2016 YOU SEND Estimated entriesBy 10 May 2016 YOU SEND Access arrangement applicationsBy 1 Jul 2016 YOU SEND Modifi ed question paper applications and fi nal entries for candidates requirimodifi ed papersBy 1 Jul 2016 Cambridge Administrative Guide 2016 (International) Key dates 7 Key dates and activities: Monthly diaries January–December The monthly diaries show the dates we send you information and the dates we need to receive information from you. Cambridge sends materials to Cambridge Associates who then send them on to their Associate Centres according to local arrangements. 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 by which information or materials you send must reach Cambridge) Information (other dates, for example late entry fee start dates) January 2016 Date June series November series We send 1 Cambridge Exams Offi cer eNewsletter explaining all the tasks you need to complete this month. Question papers below available to download from the ‘My Messages’ section of CIE Direct and Teacher Support: • Cambridge IGCSE Art & Design (0400/01, 02) • Cambridge O Level Art & Design (6090/01, 02, 03) • Cambridge International AS & A Level Art & Design (9704/01). These question papers will only be available on CIE Direct if you have submitted estimated entries for these components. November 2015 series provisional results for Cambridge International AS & A Level 13 and Cambridge Pre-U Global Perspectives & Research (9766) available to download from CIE Direct. 8 Key dates Cambridge Administrative Guide 2016 (International) January 2016 (continued) Date June series November series We send June 2016 pre-release material for: By • Cambridge IGCSE Computer Science mid (0478/02) Jan • Cambridge O Level Computer Science (2210/02) • Cambridge International AS & A Level Computer Science (9608/02, 04). We send this material based on your estimated entries. When it arrives, share it with the relevant teachers in your Centre so candidates and teachers can prepare for the exams. November 2015 series provisional results despatch for Cambridge International AS Mid & A Level and Cambridge Pre-U Global Jan Perspectives & Research (9766). November 2015 series provisional results for other qualifi cations available to 19 download from CIE Direct. You send 21 Application deadline for modifi ed question papers (Preparation – Form 3) and fi nal entries deadline for candidates requiring modifi ed papers. Please make sure you have made fi nal entries for these candidates before you submit your applications. Application deadline for access arrangements (Preparation – Form 1). We send November 2015 series provisional results despatch for other qualifi cations. Late Jan Cambridge Administrative Guide 2016 (International) Key dates 9 Other activities to think about in January 2016 November 2015 series • You can issue results to candidates as soon as they are available on CIE Direct. • If you have not received your provisional results despatch by mid February 2016 contact our Customer Services team. • Make sure all your candidates’ names are correct on results documentation ready for the certifi cates we send you in March. There is an administrative fee for any requests to amend candidates’ names received after 14 February 2016. June 2016 series • The fi nal entries deadline is 21 February 2016. Please submit your entries to us at least two weeks before this date so you have time to check your entries and make any amendments before the deadline. • From 2016 onwards, we will only accept applications for modifi ed question papers if a fi nal entry has been made for the candidate involved. • The fi nal entries and application deadline for candidates requiring modifi ed question papers is 21 January 2016. We will not be able to accept applications after this date. So as not to disadvantage your candidates, you must ensure you submit your entries before this date, preferably at least two weeks before so that you have time to check your entries and make any amendments before the deadline. We would prefer that you submit your applications for modifi ed question papers before the deadline, even if you are not sure your candidate(s) will require them. • The application deadline for access arrangements is 21 January 2016. We will not accept any applications after this date. February 2016 Date June series November series We send 1 Cambridge Exams Offi cer eNewsletter explaining all the tasks you need to complete this month. You send 14 Deadline for letting us know if any candidate names are incorrect on November 2015 results documentation without charge. 10 Key dates Cambridge Administrative Guide 2016 (International)