Exam ordering process

The exams run on an eight-weekly cycle. The sites exam window will be for the full day, all week for the different sites within your area, for example:

• Lincoln - exams will be taken at any point for learners from Tuesday to Friday
• Skegness and Louth - exams will be taken at any point for learners on the days the provision is open. For example, Skegness Wednesday and Friday.

Access arrangements

All access arrangements for learners should be completed by the tutors. They should be passed to the provision manager by the end of a learner's initial assessment period of up to four weeks. The provision manager must submit this to the EHC coordinator within two weeks. No registrations of learners onto qualifications will take place prior to this information being submitted.

The ordering of paper exams

No exams will be ordered without the following in place:

• prior registration
• access arrangements
•  learner agreement

Three weeks before the exam window, tutors should let povision managers know which exams they would like ordering. 

The exam ordering form will be completed by the provision manager, to include date and time of exam. This will be emailed to the data and exam officer who will make the exam order within 14 days before the exam window.

Paper exams will arrive at Grantham. The log sheet will be completed. Where required, exams will be posted special delivery from Grantham to the site. This will ensure they arrive at their allotted date and time of exam. Online exams will be made available by the data officer, who will also release the ’pin’ to the exams on the day of the exam.

All City and Guild entry papers can be printed on the day or previous day to the exam scheduled date and time. Any papers printed will need to be kept securely with the tutor of that site until the exam is taking place.

Once the exam papers have been completed the provision manager will:

• complete the necessary paperwork
• post recorded delivery as directed by awarding body for Level 1 and Level 2

 For entry papers the provision manager will post recorded delivery to Grantham for attention of the data and exams officer.

The ordering of online exams

Online exams can be ordered:

• up to a week in advance, or
• 30 minutes prior to the paper being sat

Online exams will remain live for up to a week after the due date and time of which they were to be sat. Online exams will be made available by the data officer, who will also release the ’pin’ to the exams on the day of the exam.

Completed exams online and paper

Once the exam has been submitted, no further action is required. Notification of results will appear approximately one to two weeks after the exam has been completed.

Exceptional circumstances

In exceptional circumstances, additional exam windows can be carried out. An exceptional circumstance form will need to be submitted by the provision manager and agreed by theTeam leader for teaching, learning and assessment.