Criteria for Granting Word Processor use as an Access Arrangement

Use of a word processor in public exams may be granted by the Centre in accordance with the Joint Council for Qualifications (JCQ) regulations to candidates who have problems such as speed of writing production, planning and organisation problems when writing by hand, and/or the legibility of their handwriting. The following criteria are general guidelines for word processor use:

• A learning difficulty which has a substantial and long term adverse effect on their ability to write legibly
• A medical condition
• A physical disability
• A sensory impairment
• Planning and organisational problems when writing by hand 
• Poor handwriting as assessed by the Centre.

This list is not exhaustive.

 Word processors will NOT be granted just because the candidate prefers to type, can work faster on a WP, or that they use one at home.

The use of a word processor must be approved by the Access Arrangement Co-Ordinator as being appropriate to a candidate’s needs in order to be granted in a subject’s examination.

It can be used for coursework/controlled assessments unless prohibited by a specification. It is permissible to type answers to certain questions, eg those requiring extended wiring, and hand-write shorter answers. Use of WP is often not appropriate in subjects such as Foreign Languages, Mathematics and GCSE Science. Use of a word processor is a standalone arrangement which does not in it’s own right  instigate approval for any other type of arrangement

*Normal way of working will not be considered purely on the basis of normal way of working at home. If a candidate would have been at a substantial disadvantage were they to handwrite during mock and public examinations, and would still have required use of a word processor were it not for regular home use, the Access Arrangement Co-Ordinator will then determine whether the use of a word processor is a reasonable adjustment based on the candidate’s established need.

Access Arrangement Co-Ordinator Assessment of Appropriate Adjustment

• Candidates who they may be eligible to use a word processor in GCE and GCSE exams must have requested this in their application AND have provided sufficient evidence of need.
• The Access Arrangement Co-Ordinator will determine whether a word processor is a reasonable adjustment in consultation with the Exam Officer (EO) and Marking Tutors if applicable. If it is agreed, the permission will be added to the centre’s register of approved access arrangements.  Permission to use a word processor in exams will be withdrawn if it is not used in any applicable mock examinations offered.
• Candidates with permission to use a word processor may need or choose to use one only for exams involving extended writing or for portions of exams where this is necessary.
• All candidates may use word processors for controlled assessment or coursework unless this is prohibited by the specification.
• A word processor is permitted for foreign language exams although consideration should be given to whether this will assist or complicate the exam for the candidate.  Candidates will be permitted time to handwrite any accents/symbols for letters/words on to their printed scripts – this must be completed within the normal exam duration.  Candidates will need to allow time in their planning to print their work and add diacritics. Alternatively, candidates may wish to memorise the keyboard shortcuts (alt+appropriate number shortcut) for the appropriate symbols to be added during the examination time.  

USE OF A WORD PROCESSOR IN GCSE AND A LEVEL EXAMS – PROCEDURE

Where awarded, candidates use centre desktops for public exams, not their own devices.

The desktop will be logged into a standalone Exams account set up by the IT specialist and use a suitable document as determined by the school, to be used as a type writer (Usually Exam Writepad). This will be done by exam staff prior to the candidate entering the exam room.

The desktop will have no access to any unnecessary software, and will have all spelling and grammar checks disabled (except where the candidate has been awarded a scribe arrangement, but has chosen to type independently).

Before the exam starts, the candidate will be told when to input their details which will create their document within the specific exam software and be saved using as a minimum their name and title of the exam.

Document settings will be set by the exam department in line with current regulations.  Candidates must not change any of the pre-set settings, , at any time before, during, or after the exam.

Documents must be saved to the local drive and a clean USB stick will be provided by the centre for saving as a back-up.

The Candidate must also complete the front of the Examination Answer Booklet with the required details.

Candidates must save their work regularly, at least after every paragraph written. Work should be saved using ctrl+S.

At the end of the exam, candidates must not shut down their word processor until they have received and signed their completed exam paper as confirmation that the work is their own.

Candidates will have their scripts printed and will have their printed work brought to them by Exam Office staff.

Once printed, candidates must check that every page has been printed and confirm that it is their own work by signing each page.

The Invigilator / Exams Officer will complete the Word processor Cover Sheet – only where required by the Awarding Body – and attach the sheet and the printed work securely to the Answer Booklet (or insert into the Booklet as required by the particular Awarding Body).

The candidate’s completed script will be dispatched as usual in accordance to the Awarding Body Regulations.

A digital copy of the script will be securely copied from the back up USB after the completion of the exam and securely stored in an Exam directory for use in the event of any loss by the Awarding Body.  This secure file will only be accessible to the EO.  The EO will not access the saved copy unless required to do so by the Awarding Body.  All digital copies will be permanently deleted after the end of the review of results period.

This statement is made in line with the JCQ General Regulations for Approved Centres 2025-2026, JCQ ICE booklet 2025-2026, and Access arrangements and reasonable Adjustments 2025-2026, and supported by Feras Abed – Head of Centre.