30 Oct 2024
The 2024/2025 JCQ regulations relating to Access Arrangements and Reasonable Adjustments have been updated to further emphasise the role and responsibilities of the SENCo.
JCQ regulations – the role and responsibilities of the SENCo
The regulations (see Access Arrangements and Reasonable Adjustments, Introduction) state that the SENCo:
- is the person appointed by the head of centre to coordinate the access arrangements process within the centre
- must be given sufficient time to both manage the access arrangements process within the centre and familiarise themselves with the JCQ document Access Arrangements and Reasonable Adjustments
- (and the centre’s appointed assessor) undertake regular CPD such as attending an annual update course on these regulations
- (or an equivalent member of staff within a FE college, fully supported by teaching staff and members of the senior leadership team) must lead on the access arrangements/reasonable adjustments process within their centre
- must be supported by teaching staff and members of the senior leadership in identifying, determining and implementing appropriate and practicable access arrangements and reasonable adjustments
Third party organisations
The regulations also confirm that it is the responsibility of the centre, via the SENCo, to make decisions on appropriate access arrangements for their candidates, and whilst professionals from other organisations may give advice, they cannot make the decision for the centre as they will not have a working knowledge of an individual candidate’s needs and how their difficulties impact in the classroom and/or in timed assessments.
Support from internal staff
JCQ could not be clearer in confirming that it is the responsibility of the SENCo to make appropriate and informed decisions based on the JCQ regulations. However, if the SENCo requires support in the management, administration and facilitation/conducting of access arrangements, the head of centre must provide the SENCo with access to teaching staff, support staff (such as Learning Support Assistants and Teaching Assistants) and exams office personnel to ensure that approved access arrangements/reasonable adjustments are put in place for internal school tests, mock examinations and examinations.
The SENCo must work with teaching staff to identify the most appropriate published format of modified papers which will enable the candidate(s) to access their examinations.
Support from external staff
Although the SENCo may acquire support from, or work with, specialist advisory teachers, educational psychologists and medical professionals, they must work most closely with the centre’s appointed assessor to ensure a consistent, joined-up process and to discuss individual candidate cases with the assessor before making final decisions.
The role of the exams officer
So, where does that leave the exams officer in the access arrangements process within their centre?
The NAEO recommends that, if requested and their workload allows, an exams officer should always consider supporting the access arrangements process and their SENCo as part of the examination system within their centre.
This means that the exams officer role in the management, administration and facilitation/conducting of access arrangements within their centre should be kept to a minimum and purely to support the SENCo.
This guidance from JCQ is clear in that it is the responsibility of the SENCo (or equivalent role) to manage all aspects of the access arrangements process which includes:
- a full understanding of all access arrangements and how they should be applied
- an awareness of JCQ regulations
- leading on the assessment of students
- managing the needs of students
- acquiring evidence and processing applications for access arrangements and ordering modified papers
- retaining the appropriate paperwork/evidence on file and available for inspection
- training those facilitating access arrangements for candidates under examination conditions
There are five specific areas where an exams officer may be involved:
- Processing applications for access arrangements and adjustments
If there are a significant number of approval applications to be made using Access Arrangements Online (AAO), the exams officer may assist in making these applications by inputting the information into the online system as it is read out by the SENCo.
Ideally, the SENCo and/or the assessor working within the centre will process the applications online, and should, at the very least, be present when the application(s) is being processed to ensure that all questions are answered accurately and to confirm that the legal statements have been read and accepted.
It is also the responsibility of the SENCo to ensure that all necessary documentation is in place before an application is made. Exams officers should note that an access arrangements application should not be processed unless all documentation is in place, including:
- a signed candidate personal data consent form
- a completed Data protection confirmation by the examinations officer or SENCo form
- appropriate evidence of need (where required)
- evidence of the assessor’s qualification (where required)
It is the responsibility of the SENCo to retain a copy of the candidate’s approved application and any other relevant documentation – either in electronic or hard copy paper format.
- Training invigilators and facilitators
The SENCo and exams officer should work in partnership to ensure that those facilitating access arrangements for candidates under examination conditions are fully trained in line with JCQ regulations.
If an access arrangement is being facilitated on a one-to-one basis, then the facilitator is the invigilator first and foremost, and will therefore also need to be trained as an invigilator and be familiar with the regulations as set out in the Instructions for conducting examinations document.
Conversely, if an invigilator is supervising an exam room and observing the facilitation of an access arrangement, they will need to be aware of the JCQ regulations relating to the support which the facilitator can/cannot provide to a candidate.
The exams officer is best placed to train invigilators, whilst the SENCo – with the support of the exams officer - should lead on the training for those who will be facilitating an access arrangement during an examination series.
- Temporary/emergency access arrangements/special consideration requests
It is very likely that the exams officer will manage the process in the event of a candidate requiring a temporary access arrangement on the day of the examination.
Although JCQ regulations provide an example of the SENCo assuming responsibility for processing a temporary access arrangement for a candidate who has sustained a wrist injury a few days prior to their exam which requires an application for a scribe (see Access Arrangements and Reasonable Adjustments document, Chapter 8, example 1), in many centres, the exams officer would take the lead and complete all necessary tasks in the event of a similar situation.
Two further examples are given in Chapter 8 where the exams officer assumes the role for submitting special consideration applications in the event of candidates whose performance in the examination is materially affected by temporary illness or accident/injury at the time of the assessment.
- Organising timetabling, rooming and seating arrangements
In preparation for an exams series, a key role undertaken by an exams officer is to organise centre and candidate timetables, arrange rooming for examinations on each exam day, and seating arrangements (plans) for each exam room. Therefore, it is acceptable – and possibly maximising time efficiency - for an exams officer to also complete the timetabling, rooming and seating for candidates awarded access arrangements. In respect of the rooming of examinations, if one person is overseeing all rooming requirements, this may help to maximise the use of all rooms across the centre.
- Notifying candidates of their access arrangements
Notifying candidates of what they should expect in relation to their approved access arrangement(s) is a task which can be undertaken by the SENCo…with the support of the exams officer.
The exams officer may brief candidates with approved access arrangements on the regulations which apply in the examination room, and any other centre specific arrangements relating to the conducting of examinations.
In addition to these generic exam day/room regulations as detailed in the Instructions for conducting examinations document, candidates will also need to be made aware of how the approved arrangement(s)/adjustment(s) will be applied in their upcoming examinations/assessments and any exception(s) where these will not be allowed (or where a different arrangement will be put in place).
If the candidate has approved access arrangements in place for any non-examination assessments, including practical assessments, the expectation would be for the SENCo to work with the relevant teacher(s) to ensure that the relevant candidates are made aware of the application of access arrangements for such assessments.
Conclusion
Just as the management, administration and conducting of examinations is the responsibility of the exams officer, so all matters relating to access arrangements are the responsibility of the SENCo.
Although it may be reasonable – and at times, appropriate – for the exams officer to be involved in certain aspects of the delivery, processing, and implementation of access arrangements, it should be remembered that any involvement should not detract from their day-to-day tasks which must be delivered as part of their core role as exams officer. It should also be noted that exams officers should not be asked to answer queries relating to access arrangements or acquire answers/clarity over JCQ regulations.
If the SENCo has a query about access arrangements/reasonable adjustments, before contacting the JCQ and/or an awarding body, they must ensure that they have read/checked the Access Arrangement and Reasonable Adjustments document, or the relevant section of the JCQ document Instructions for conducting examinations. The answers to many queries will be found within these documents