CAMBRIDGE NATIONALS ADMIN GUIDE 2015/16 cambridgenationals.org.uk Overview of the Admin Guide This document is structured in chronological order of activity for each examination series. Each box in the flow chart below corresponds to a section in this Guide. Section 3 Centre Approval Section 4 Entries Section 5 Access Arrangements Section 6 Section 7 Moderated Assessment Examination Arrangements Arrangements Section 8 Results Section 9 Post-Results Services Section 10 Certificates and Certifying Statements © OCR 2015 Version Control This page lists all changes to this Admin Guide since publication on the OCR website (www.ocr.org.uk/admin-guides). See Section 1.2 for details of how we communicate any changes to centres. Version Page Date Section Details of change number number changed Update to rules of combination for 1.2 Entry codes 13 13/11/2015 J810 Clarification regarding the automatic extension of access 1.1 5.2 26 18/09/2015 arrangements for vocational qualifications. 1.0 1st version published September 2015 OCR Admin Guide: Cambridge Nationals 2015/16 (v.1.2) Contents 1 Introduction 1 1.1 What are Cambridge Nationals? 1 1.2 Qualification structure 1 1.3 Changes to this Admin Guide 1 1.4 Obtaining further support and information 2 1.5 Contacting OCR 3 2 The Assessment Year 6 3 Centre Approval 9 3.1 Applying for centre approval 9 4 Entries 10 4.1 Estimated entries 10 4.2 What are final entries? 11 4.3 Entry and resit entry rules 12 4.4 Deadlines for submitting final entries 13 4.5 Entry fees 14 4.6 What entry information is required? 15 4.7 Private candidates 17 4.8 Methods of submitting final entries 17 4.9 Making entries via A2C 17 4.10 Making entries using Interchange 20 4.11 Checking final entry information 21 4.12 Identifying entry problems 23 4.13 Transfer candidates 23 4.14 Assessment in Welsh (ICT only) 24 5 Access Arrangements 26 5.1 What are access arrangements? 26 5.2 Applying for access arrangements 26 5.3 Key dates 26 6 Moderated Assessment Arrangements 28 6.1 Consortium arrangements 28 6.2 Choosing a moderation method for Cambridge Nationals 29 6.3 Obtaining internal assessment materials 29 6.4 Marking the assessments 29 6.5 Carrying out internal standardisation 30 6.6 Submitting marks and authentication 31 6.7 Special consideration 34 6.8 Sample requests 35 6.9 Submitting a sample of candidate work 35 6.10 External moderation 37 6.11 Outcomes of moderation 38 6.12 Use of candidate work 38 7 Examination Arrangements 39 7.1 Examination regulations 39 7.2 Contingency planning 39 7.3 Timetabling of examinations 39 7.4 Despatch of materials from OCR 41 7.5 Posters 43 7.6 Reporting suspected malpractice 43 OCR Admin Guide: Cambridge Nationals 2015/16 (v1.2) 7.7 Despatch of scripts from centres 43 7.8 Use of candidate scripts 44 7.9 Special consideration 44 8 Results 46 8.1 What are provisional results? 46 8.2 When will results be issued? 46 8.3 What will be issued? 47 8.4 Certification grade scales 48 8.6 Unitised qualification results 49 9 Post-Results Services 52 9.1 Enquiries about results (EAR) 52 9.2 Missing and incomplete results (MIR) 54 9.3 Access to scripts 55 9.4 Late certification requests 56 10 Certificates and Certifying Statements 58 10.1 Certificates 58 10.2 Certifying statements of results 59 11 Reference 61 11.1 Glossary 61 11.2 Useful websites 62 11.3 Documents referred to in the text 63 OCR Admin Guide: Cambridge Nationals 2015/16 (v1.2) 1 Introduction This Admin Guide is designed to assist exams officers and teachers with the administration of Cambridge Nationals. This document should be read in conjunction with the JCQ guidance. 1.1 What are Cambridge Nationals? Cambridge Nationals were created in partnership and in consultation with students, teachers, education specialists and employers to ensure that they reflect the real world and prepare students for future study and the workplace. Aimed at 14- to 16-year-olds, the Cambridge Nationals are vocationally related qualifications that take an engaging, practical and inspiring approach to learning and assessment. They are industry-relevant and geared to key sector requirements, and they suit a broad range of learning styles and abilities. Cambridge Nationals qualifications follow many of the administrative processes of GCSEs and A Levels, so centres which already offer these will be familiar with these processes. 1.2 Qualification structure Each subject within Cambridge Nationals contains a number of qualifications, each building on the previous achievement. Please note that not all sizes of qualification are available in all subjects (see the Entry Codes section for details of available qualifications). Total guided learning Qualifications of same level/ Qualification hours (glh) similar size Award 60 1 GCSE Short Course Certificate 120 1 GCSE Diploma 240 1 GCSE Double Award Cambridge Nationals qualifications are unitised, so you will need to make both unit and certification entries (see Section 4). Like GCSEs and A Levels, these qualifications are series-based. There is a November, January and June series. 1.3 Changes to this Admin Guide The first version of this Admin Guide is v1.0, published online September 2015. All qualifications within this Guide have an accreditation period assigned to them, which means that they have a start date and an end date. We publish a monthly guide to our vocational qualifications which are approaching last entry or last certification date within the next six months. It is important that centres check this document regularly for updates. The guide can be downloaded from the OCR website (www.ocr.org.uk/ocr-for/exams-officers/key- dates-and-timetables). OCR Admin Guide: Cambridge Nationals 2015/16 (v1.2) 1 If there are any subsequent changes to this Admin Guide, we will update the online version, available to download from the OCR website (www.ocr.org.uk/admin-guides). Any changes will be clearly identified on the version control page in the Admin Guide (online version only) and the version number will be updated accordingly in the footer. We will also notify centres of any updates to this Admin Guide in our monthly Subject Information Update email. These can also be found on the OCR website (www.ocr.org.uk/ocr-for/exams-officers/subject- information-updates). Changes to this Admin Guide from last year include: • Adding a ‘contact us’ table with all the email addresses included within the Guide • Combining the preliminary, estimated and final entries sections into one ‘entries’ section (Section 4) • Splitting the information about special consideration and adding it to the internal assessment and examination arrangement sections, as relevant. Please note: within each sub-section the first reference to a webpage provides a live link and the full URL address. Subsequent references within the same sub-section provide a live link to the website. Email addresses throughout this guide are always provided in full. 1.4 Obtaining further support and information OCR website The best way to obtain up-to-date information is via the OCR website (www.ocr.org.uk). The website includes essential support materials such as copies of specifications, specimen assessment materials and teacher support materials together with details about entries (including basedata), results and fees. New administrative and qualification information is added regularly. Interchange Interchange (https://interchange.ocr.org.uk) is a free, secure website that has been developed to help exams officers and teachers carry out day-to-day administrative functions online quickly and efficiently. The site supports every stage of the exam cycle – allowing you to make entries, submit internal assessment marks, view results, download controlled assessment, past papers and mark schemes, and apply for post-results services. It also provides links to allow you to request access arrangements, modified papers and special consideration. As Interchange is updated daily, it is always the place to view the most accurate information. In order to use Interchange for the first time, you just need to register your centre by returning the Interchange Agreement. This, together with a quick start guide, can be downloaded from the OCR website (www.ocr.org.uk/interchange). OCR Customer Support Managers Our Customer Support Managers are a dedicated team of staff covering England, Wales, and Northern Ireland. We are committed to supporting our centres and do this in a number of ways: • Network meetings for exams officers – We attend as many of your local network meetings as possible bringing you all the latest news and information that will impact you in the Exams Office. If you would like us to attend your meeting then please get in touch by contacting [email protected]. 2 OCR Admin Guide: Cambridge Nationals 2015/16 (v1.2) • Network meetings for teachers – We are running free regional network meetings for teachers of our specifications. Each event will give teachers the opportunity to hear the latest news, discuss teaching specifications and resources, talk to our subject experts and connect with other teachers of their subject. Our support networks will run each term and are designed to keep teachers up-to-date. They are also a great opportunity to share passion for a subject and pick up tips from colleagues. You can view a full listing of the events we are running on the OCR website (www.ocr.org.uk/ocr- for/teachers/teacher-networks). If you are interested in hosting a network at your centre please let us know by contacting us at [email protected]. • Training for exams officers – We deliver bespoke training for exams officers to help them understand the administration aspects of our qualifications and use of OCR systems. We will consider all requests for training and work with you to make the session relevant to your needs. If you would like to find out more please contact [email protected]. • Via our blog and Twitter feeds – To provide you with additional support and information we’ve created a regular blog post, available at OCR Blogs (http://ocrblogs.org.uk/author/olearyh). You can also find useful hints and tips on Twitter (https://twitter.com). Follow us @OCRexams or hear from our Customer Support Managers @OCR_CSM. OCR professional development We also offer professional development for teachers. You can find out what professional development is available for each qualification by accessing the CPD Hub (www.cpdhub.ocr.org.uk). Our professional development includes online training, a series of premier events and face-to-face training. If you would like more information, please contact us at [email protected]. Community Our social network site enables teachers to share best practice, offer guidance and upload and access a range of support materials such as lesson plans, presentations, videos and links to other helpful sites. Visit http://social.ocr.org.uk to find out more. 1.5 Contacting OCR For general enquiries, please contact the OCR Customer Contact Centre: Telephone: 01223 553998 (08:00–17:30 Monday to Friday) Fax: 01223 552627 Email: [email protected] (Please include centre name and number in the email.) Post: OCR, 1 Hills Road, Cambridge, CB1 2EU As part of our quality assurance programme, calls may be recorded or monitored for training purposes. When providing your contact details, please ensure that the email address you provide is either the main email address of the centre or the email address of the person responsible for the administration of exams. Personal email addresses should not be used. OCR Admin Guide: Cambridge Nationals 2015/16 (v1.2) 3 Section Query Contact Email address and notes Info about network Customer 1.4 meetings and Support [email protected] training Managers Personal detail [email protected] 4.4 changes after the Entries Team Amendments should be emailed from your entry deadline centre’s registered email address [email protected] Entry withdrawals on Cases must be supported by a medical certificate 4.5 medical grounds/ Entries Team or, in the case of a bereaved or deceased after bereavement candidate, a letter on centre-headed paper [email protected] OCR Credit 4.5 Fees invoice query Quote your centre number and invoice number in Control all correspondence Multiple unique [email protected] 4.6 candidate identifier Entries Team Email details of the UCIs in use and the (UCI) candidate’s name 4.11 ULN validation query Entries Team [email protected] [email protected] Transferred A JCQ Transferred Candidates Form (JCQ/TC), 4.14 EAR Team candidates request must be completed and signed by the entering and host centres Assessment Assessment in [email protected] 4.15 Materials Welsh request ICT R001–R0011 only Team [email protected] Consortium Deployment Email an Application for Centre Consortium 6.1 arrangements Team Arrangements for centre-assessed work (Form JCQ/CCA) [email protected] Post Coursework mark Email Amendment to Centre Marks form from a 6.6 Assessment amendments centre email address, ensuring a copy is also sent Services to the moderator [email protected] Centres Email updated details as an attachment on centre- 6.8 Update centre details Team headed paper to the JCQ National Centre Number Register [email protected] – November 2016 and June 2017 series JCQ/OCR Provisional timetable [email protected] – January 2017 series 7.3 Centres feedback Centres have approximately two months to Team comment once the provisional timetables are published [email protected] Special For unplanned situations or circumstances not Managing timetable 7.3 Requirements specifically outlined in the JCQ ICE booklet. clashes Team Quote ‘Timetable deviation’ and your centre number in the subject line 4 OCR Admin Guide: Cambridge Nationals 2015/16 (v1.2)