International Admin Guide 2013.indd

92 Pages·2012·9.14 MB·English

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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
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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)
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Other activities to think about in January 2013 (continued) r
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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.
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Cambridge International AS Level school-
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15 Deadline for submission of candidate name e
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instructions (excluding science
practicals) despatched based on your
estimated entries. After 15 February
these materials will be despatched
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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)