The dissemination of results and administration of post-results enquiries are the final part of the ‘exam cycle’ and a key element of the exams officer role. Therefore, exams officers must be clear over the JCQ regulations relating to results and post-results and what is expected of them on restricted release day, results day and when handling candidates’ requests for access to post-results services.
As part of their preparation for results day(s), all exams officers should be aware of, and adhere to, the regulations as set out in JCQ’s Notice to centres: Release of results publication.
Exams officers should be aware of the key dates/times in relation to the availability of electronic results files and supporting documentation for the various qualifications. For the summer 2024 exam series, these are:
- 00:01 on Wednesday 14 August - GCE AS and A-level, FSMQ, Extended Project, Level 3 Vocational and Technical qualifications
- 00:01 on Wednesday 21 August - GCSE, ELC, Foundation and Higher Projects, Level 1 and Level 2 Vocational and Technical qualifications
Below are some of the areas which exams officers must ensure have been addressed/considered to ensure that results are successfully delivered to their candidates.
Restricted release day
Examination results are released to centres the day prior to the release to candidates under strictly restricted conditions to allow for preparations to be put in place ahead of release to candidates on the following day. (Note, some VTQ results may be made available to centres earlier than the day prior to the release of results to candidates)
As results must be kept entirely confidential and restricted until the official date and time they can be released to candidates, a temporary restriction (embargo) may be required within a centre’s Management Information System (MIS) to prevent access to results information by unauthorised centre staff. Exams officers should also ensure that only centre staff authorised by the head of centre can access results information on awarding body secure extranet sites on restricted release date(s) by checking their user access rights.
On restricted release, an exams officer will be:
- accessing results files and reports
- checking results and identifying (and attempting to resolve with the awarding body) any issues
- preparing/printing candidate statements of results (ready for the release of results to candidates on results day) and preparing centre results reports (ready for release after candidates have received their results on results day)
Understanding and interpreting examination results
Awarding bodies will provide information to support the understanding of results. Generic information will be provided on the awarding body’s public website. Information specific to a centre’s results will normally be provided on the awarding body’s secure extranet site.
To support this activity, exams officers should familiarise themselves with the Awarding body results and post-results information links template which is available from the Key Documents area of The Exams Office Hub.
JCQ will provide collated information from member awarding bodies on GCSE and AS/A Level examination results.
Exams officers should refer to relevant awarding body exams administration guidance to determine the results reports that will be available.
Candidate statements of results
Exams officers will need to confirm how provisional statements of results will be prepared for issue to candidates.
For exams officers with access to a MIS facility, once results data has been downloaded (or transported) your system should provide a composite ‘candidate statement of results’ report (or a similarly named report) which can be printed (or exported as a PDF to prepare for issue by email).
Alternatively, or for those exams officers in centres where there is no MIS facility, candidate statements of results (results slips) should be available online for printing (and/or exporting/downloading) via the awarding body’s secure extranet site.
Analysis of results
Exams officers who undertake an additional data-related role will, very likely, be involved in the analysis of candidates’ results and will therefore need to confirm the type of analysis required, for whom and by when.
Where applicable to their role, exams officers in centres with a MIS facility will need to identify any analysis tools available within their MIS to support them in analysing candidates’ results.
Exams officers involved in data analysis will need to confirm if they have a role in any DfE checking exercise (if this is applicable to their centre).
Results day(s)
Exams officers should ask senior leaders to remind candidates that results are issued on a provisional basis and that they may be subject to amendment by an awarding body, for example through the published post-results services, prior to the issuing of certificates.
Room set up
Exams officers should ensure that a suitably sized/accessible room is used to issue results to candidates.
Results collection
It is good practice to require candidates to sign a centre-devised form to confirm receipt of their results.
Arrangements must be confirmed prior to results day for the collection of results by someone other than the candidate. Similarly, a process for candidates wanting to receive their results via email should be agreed beforehand to ensure that the result is delivered directly to the candidate.
Sharing and publishing results
Exams officer should be aware of the centre’s policy on sharing results with those with parental responsibility and publishing results, for example in the media. The NAEO article on Sharing examination information / results with third parties (including parents) provides additional information.
Exams officers should also be aware of the following dates/times relating to release of results/results-related information (which are detailed in JCQ’s Notice to centres: Release of results publication):
- 08:00 - Results can be released to candidates. Results must not be released until after 08:00 on the appropriate date for the publication of results. Candidates must not receive results by email, post or otherwise prior to 08:00. Any breach of these requirements will be considered as malpractice by an awarding body
Results data must not be shared more widely until after the candidates have received their results, so the times below may vary depending on when candidates receive their results.
- 09:30 – Results data can be shared with Local Authorities
- 09:30 - Press releases or statements to the media may be issued
Pastoral and academic support
JCQ regulations require senior members of centre staff to be available to candidates immediately after the publication of results to provide academic advice and guidance and to make decisions relating to the submission of reviews of marking (General Regulations for Approved Centres, section 5.13). This should also extend to pastoral support.
Post-results
Following the receipt of their results, some candidates may want to review a result with the relevant awarding body/bodies.
Candidates must have been made aware of the arrangements for post-results services prior to the issue of results. Relevant centre staff must also be fully aware of the post-results process.
Exams officers should ensure the following when dealing with candidates’ requests for access to a post-results service(s):
- Ensure that relevant staff are aware of the deadlines, fees and charges for post-results services (see The Exams Office Hub for a template).
The available services are:
- Reviews of Results (RoRs): Clerical re-check; review of marking; review of moderation; appeals
- Access to scripts (ATS): Access to marked examination scripts.
Key deadlines include:
|
Post-Results Service
GCE AS, A level and Level 3 VTQ
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Deadline
(Final date for requesting)
|
|
Post-Results Service
GCSE and Level 1 & 2 VTQ
|
Deadline
(Final date for requesting)
|
|
RoR Service 1
Clerical re-check
|
26 September 2024
|
|
RoR Service 1
Clerical re-check
|
26 September 2024
|
|
RoR Service 2
Review of marking
|
26 September 2024
|
|
RoR Service 2
Review of marking
|
26 September 2024
|
|
RoR Priority Service 2
Review of marking
(GCE A-level and Level 3 VTQ qualifications only)
|
22 August 2024
|
|
|
|
|
RoR Service 3
Review of moderation (1)
|
26 September 2024
|
|
RoR Service 3
Review of moderation ([1])
|
26 September 2024
|
|
Appeals
(Stage 1)
Preliminary Appeal
|
Within 30 calendar days
(of the awarding body issuing the RoR outcome)
|
|
Appeals
(Stage 1)
Preliminary Appeal
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Within 30 calendar days
(of the awarding body issuing the RoR outcome)
|
|
(Stage 2)
Appeal Hearing
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Within 14 calendar days
(of receipt of the preliminary appeal outcome letter)
|
|
(Stage 2)
Appeal Hearing
|
Within 14 calendar days
(of receipt of the preliminary appeal outcome letter)
|
|
ATS
Copy of script to support teaching and learning
|
26 September 2024
|
|
ATS
Copy of script to support teaching and learning
|
26 September 2024
|
|
ATS
Post-review of marking copy of script (2)
|
26 September 2024
|
|
ATS
Post-review of marking copy of script
|
26 September 2024
|
| |
|
|
|
|
- This service is not available to individual candidate
- Where a copy of a post-review of marking script is required, this should normally be applied for at the same time as the review of marking request to meet the relevant non-priority RoR service deadline
- Provide a form that explains to candidates the full range of post-results services and which must be completed when requesting a post-results service to ensure that they are aware of the agreement they are entering into by requesting to review their result(s) or requesting the return of copies of their scripts (see The Exams Office Hub for a template)
- Only accept requests via a (hardcopy or electronic) form which has been completed and signed by the candidate. It is good practice to ask a member of subject staff to also sign this form so there is evidence to support the candidate’s request/application
- Log and track requests submitted to, and outcomes from, awarding bodies
Useful resources
The Exams Office
Preparing for the issue of results
- A GUIDE TO MANAGING RESULTS AND POST-RESULTS
(Re-published each summer) Provides a brief overview of the main aspects of the processes that need to be managed in the main summer results and post-results period (For results days outside of the main summer results period, please refer to the guide below)
- A GUIDE TO PREPARING FOR A RESULTS DAY
Provides guidance on preparing for a results day that takes place during the academic year i.e. outside of main summer results period in August
- AWARDING BODY RESULTS AND POST-RESULTS INFORMATION LINKS TEMPLATE
(Re-published each summer) Provides a central point of reference to links to selected awarding body results and post-results information that will be useful for Summer 2024
- CANDIDATE PERMISSION FORM TEMPLATE
Provides a process to gather permission for results and/or certificate collection where candidates cannot attend the centre to collect these in the normal way
- CERTIFICATE COLLECTION INFORMATION FOR CANDIDATES TEMPLATE
Designed for use where the centre might issue certificates on a set date (or several set dates) and expect candidates to collect them
- MODERATION RETURNS LOG TEMPLATE
Provides a way of logging candidates’ work returned to the centre at the end of the moderation period and confirming retention for the required period
- RESULTS DAY CHECKLIST TEMPLATE
(Re-published each summer) Provides a way of drawing up a list of key tasks that need/may need to be undertaken to effectively plan and prepare for results day(s) in summer and beyond
Managing post-results services
- A GUIDE TO ADMINISTERING POST-RESULTS SERVICES
Post-results services are offered by awarding bodies after the issue of exam results; this guide is intended to support exams officers in understanding the services and how to effectively plan and prepare to administer them
- POST-RESULTS SERVICES: DEADLINES, FEES AND CHARGES TEMPLATE
Provides the opportunity to collate awarding body information on deadlines, fees and charges for post-results services into one document as a point of reference for candidates and centre staff
- POST-RESULTS SERVICES: REQUEST, CONSENT AND PAYMENT FORM TEMPLATE
Provides a form that could be used to explain to candidates the full range of post-results services available and the agreement they are entering into by requesting to review their result(s) or requesting the return of copies of their scripts
- POST-RESULTS SERVICES: TRACKING LOG TEMPLATE
Provides an example spreadsheet that could be used to log and track requests submitted to awarding bodies
- POST-RESULTS SERVICES CHECKLIST TEMPLATE
(Re-published each summer) Provides a way of drawing up a list of key tasks that need/may need to be undertaken to effectively plan and prepare for the administration of post-results services in summer
JCQ
- Notice to centres: Release of results
- Post-Results Services publication