Completion of Referral Forms
In order to comply with JCQ regulations, any arrangements being requested for exams must reflect the support given to the candidate whilst they are at college – this is referred to as “normal way of working”. It is therefore vitally important that lecturers complete a copy of the form EAA2 - “Request for Exam Access Arrangements” (attached) and provide as much background information as they can to help facilitate appropriate assessment and inform decision making. This may require liaison with colleagues to obtain a full picture of the student’s “normal way of working”. Please note, without this evidence it will not be possible to process any request for EAA for that student. For example, unless evidence can be provided that the student needs help with reading in class, then a reader cannot be awarded for their exams!
If the student is under 18, the student must sign to give their permission for Specialist Support Lecturers (SSLs) to inform their parent/guardian about the appointment. Once the EAA2 has been fully completed, lecturers should scan and send to: Bill Wildish (Washington); Deb Barker (Bede); Lesley Ramsey (City); Elaine Pilcher (Hartlepool). Please make sure you send all of the sheets. If any important information is omitted from the forms they will be returned to the lecturer to be completed and resubmitted.
An appointment for assessment will be made as soon as possible – please bear in mind that this may take some time during busy referral periods. The student will be notified by letter of the day and time of their appointment (this will normally be addressed to their parent/carer if they are under 18). The referring lecturer will also be informed of the appointment by email and asked to remind the student to attend their assessment. Once the assessment has been completed, lecturers will be informed of the agreed arrangement(s) for the student by use of an EAA3 form. Details will also be added to the comments section of their Pro-Monitor profile. The student will be informed by email. A copy of the assessment report will be sent directly to Exams and details of the EAA and their expiry date will be uploaded onto Pro-Monitor. If a student does not attend their appointment (and hasn’t contacted the assessor) they will be offered another appointment; failure to attend this second appointment will result in them not being offered another one of that academic year.
Entry Level Students
For students taking Entry Level exams who require EAA, an assessment is not required. In these cases, their lecturers can put in place whatever EAA they feel are appropriate but evidence of need must still be provided and the arrangements recorded on JCQ Form 11 (attached). The evidence can be provided by lecturers completing form EAA2 and/or using any other evidence of need such as information from a student’s Education and Health Care Plan, SEN plan etc. – this must be stored and made available if requested by the exam board, external verifiers etc.
Medical/Mental Health Difficulty Requests for Exam Arrangements
If the student has a particular medical condition/disability/mental health difficulty e.g. visual impairment, anxiety etc. they will need to provide relevant evidence. Please note, if the request is for a reader, scribe or extra time then GP evidence will not be acceptable; it must be from a consultant or suitably qualified person of a similar status. The college will accept GP evidence for arrangements such as separate/small group invigilation and rest breaks – it will also accept written evidence from the student’s previous school confirming these arrangements. This evidence must then be sent to Bill Wildish (Washington); Deb Barker (Bede); Lesley Ramsey (City); Elaine Pilcher (Hartlepool) along with the EAA2 form mentioned above. It is very important that this evidence clearly supports the arrangements being requested (e.g. if a scribe is being requested, the medical evidence from the consultant should clearly state that this is an appropriate arrangement). If the medical evidence does not fully support the request for arrangements then an appointment for assessment will have to be made for the student to see if the arrangement is appropriate.
Deadlines for Referrals
The absolute deadline for all student referrals for GCE/GCSE exams is 31st January 2019. No referrals after this date will be accepted unless there are suitable mitigating circumstances or it is for a temporary condition e.g. student has injured their hand and needs to use a lap-top for their exams etc.