Private Exam Centre London | London Professional Training College

Exam Policies

Exams Contingency Plan

Purpose of the plan

This plan examines potential risks and issues that could cause disruption to the management and administration of the exam process. By outlining actions/procedures to be invoked in case of disruption it is intended to mitigate the impact these disruptions have on our exam process.

This plan also confirms that London PT College is compliant with the JCQ regulation (section 5.3. z, General Regulations for Approved Centres 2025-20264) that the centre has in place a written examination contingency plan which covers all aspects of examination administration. This will allow members of the senior leadership team to act immediately in the event of an emergency or staff absence.

Exam officer extended absence at key points in the exam process (cycle)
	Criteria for implementation of the plan	Centre Action	Responsible Person
Planning Entries Exam prep Exam time Results and post-results	Key tasks required in the management and administration of the exam cycle not undertaken including: annual data collection exercise not undertaken to collate information on qualifications and awarding body specifications being deliveredannual exams plan not produced identifying essential key tasks, key dates and deadlinessufficient invigilators not recruited and trainedawarding bodies not being informed of early/estimated entries which prompts release of early information required by candidates / marking tutorscandidates not being entered with awarding bodies for external exams/assessmentawarding body entry deadlines missed or late or other penalty fees being incurred Invigilators not trained or updated on changes to instructions for conducting examsexam timetabling, rooming allocation; and invigilation schedules not preparedcandidates not briefed on exam timetables and awarding body information for candidatesexam/assessment materials and candidates’ work not stored under required secure conditionsinternal assessment marks and samples of candidates’ work not submitted to awarding bodies/external moderators exams/assessments not taken under the conditions prescribed by awarding bodiesrequired reports/requests not submitted to awarding bodies during exam/assessment periods e.g. very late arrival, suspected malpractice, special considerationcandidates’ scripts not dispatched as required to awarding bodies access to examination results affecting the distribution of results to candidatesfacilitation of post results services not carried out	SLT Exams has experience of EO role and will cover with assistance of NEA Assistant for short term absence Temporary EO to be considered in the event of long term absence External EO Consultant to assist with training requirements and monitoring HoC has access to Secure Store Lead Invigilator trained to assist SLT for Exams Handbook in every exam room Seating Plans stored in secure facility and on shared drive	ET/CS CS/FA FA ET/CS

Access Arrangements Co-Ordinator extended absence at key points in the exam process (cycle)
	Criteria for implementation of the plan	Centre Action	Responsible Person
Planning Exam prep Exam time	Key tasks required in the management and administration of the exam cycle not undertaken including: candidates not tested/assessed to identify potential access arrangement requirementscentre fails to recognise its duties towards disabled candidates as defined under the terms of the equality act 2010.evidence of need and evidence to support normal way of working not collated approval for access arrangements not applied for to the awarding bodycentre delegated arrangements not put in placemodified paper requirements not identified in a timely manner to enable ordering to meet external deadlinestaff providing support to access arrangement candidates not allocated and trained access arrangement candidate support not arranged for exam rooms	AA CoOrdinator to liaise with entries administrator and external Assessor to ensure dates for required screens diarized Log to be kept updated by SLT Exams for entries where AA has been requested Back-Up External Assessor to be considered in the event of long term absence Audit of log to be carried out by external EO Consultant	CS/ET CS/ET CS/FA FA

Access Arrangements Co-Ordinator extended absence at key points in the exam process (cycle)
	Criteria for implementation of the plan	Centre Action	Responsible Person
Planning Exam prep Exam time	Key tasks required in the management and administration of the exam cycle not undertaken including: candidates not tested/assessed to identify potential access arrangement requirementscentre fails to recognise its duties towards disabled candidates as defined under the terms of the equality act 2010.evidence of need and evidence to support normal way of working not collated approval for access arrangements not applied for to the awarding bodycentre delegated arrangements not put in placemodified paper requirements not identified in a timely manner to enable ordering to meet external deadlinestaff providing support to access arrangement candidates not allocated and trained access arrangement candidate support not arranged for exam rooms	AA CoOrdinator to liaise with entries administrator and external Assessor to ensure dates for required screens diarized Log to be kept updated by SLT Exams for entries where AA has been requested Back-Up External Assessor to be considered in the event of long term absence Audit of log to be carried out by external EO Consultant	CS/ET CS/ET CS/FA FA

Invigilators – lack of appropriately trained invigilators or invigilator absence
	Criteria for implementation of the plan	Centre Action	Responsible Person
	Key tasks required in the management and administration of the exam cycle not undertaken including: Failure to recruit and train sufficient invigilators to conduct examsInvigilator shortage on peak exam daysInvigilator absence on the day of an exam	Annual training of all new and experienced staff Use of Supply Agency Invigilators to supplement if required. Conduct daily briefing and handbooks available Available standby invigilators available and contactable	ET
Exam rooms – lack of appropriate rooms or main venues unavailable at short notice
	Criteria for implementation of the plan	Centre Action	Responsible Person
	Exams officer unable to identify sufficient/appropriate rooms during exams timetable planningInsufficient rooms available on peak exam daysMain exam venues unavailable due to an unexpected incident at exam time	Additional Units available at site agreed with management company Church Hall in Harlesden provisionally booked and available at short notice if site becomes unavailable Contact to be made with AB to delay start time of affected exams whilst desk etc set up – moved to alternative site. Candidates to be supervised if applicable. Awarding Bodies to be contacted for special consideration for disrupted exams or exams unable to be carried out for initial session dependent on reason for disruption	CS/FA ET/CS

Failure of IT systems
	Criteria for implementation of the plan	Centre Action	Responsible Person
	Key tasks required in the management and administration of the exam cycle not undertaken including: MIS system failure at final entry deadlineMIS system failure during exams preparationMIS system failure at results release time	Paper records kept of entry information Use of back up IT system and data (offsite backup where necessary) Entries made via Awarding Body secure sites – contact AB for advice	ET/Entries Administrator
Emergency evacuation of the exam room (or centre lock down)
	Criteria for implementation of the plan	Centre Action
	Whole centre evacuation (or lockdown during exam time due to serious incident resulting in exam candidates being unable to start, proceed with or complete their exams	Annual Invigilator Training to include Evac and Stay Put training Follow Evac/Stay Put Policy Contact AB and apply for Special Consideration as necessary	ET

Candidates unable to take examinations because of a crisis – centre remains open
Criteria for implementation of the plan	Centre Action
Candidates are unable to attend the examination centre to take examinations as normal	Alternative Accommodation plan enacted within site Supervise Candidates as required Apply for Special Consideration as required	ET/CS/FA
Candidates unable to take examinations because of a crisis – centre unable to open
Criteria for implementation of the plan	Centre Action
Candidates are unable to attend the examination site to take examinations as normal	Alternative Accommodation plan enacted for alternative venue (Harlesden) Supervise Candidates as required Apply for Special Consideration as required If major local or national disruption contact Awarding Bodies for advice	ET/CS/FA

Disruption in the distribution of examination papers
Criteria for implementation of the plan	Centre Action
Disruption to the distribution of examination papers to the centre in advance of examinations	Contact Awarding Bodies for alternative arrangements Where possible make use of secure downloads of papers as necessary	ET
Assessment evidence is not available to be marked
Criteria for implementation of the plan	Centre Action
Loss of work submitted prior to marking Loss of work submitted post marking Corruption of work / Damage to work prior to submission to Awarding Body – post marking	Check for secure back of material held on centre backup. Complete Loss of work special consideration application if applicable If prior to final submission deadline, seek copy from candidate Submit marks and complete lost coursework form if unable to retrieve copy from centre back up Submit mark & Contact Awarding Body for advice, complete lost coursework application and detail issue	Marking Tutor/ET
Cyber Attack
Criteria for implementation of the plan	Centre Action
Complete loss of access to centre network	Follow Cyber Security Policy Use of offline backups where applicable and available Notify Awarding Bodies immediately	ET/CS/FA

Disruption to transportation of completed scripts
Criteria for implementation of the plan	Centre Action
Delay in normal collection arrangements for completed examination scripts	Log with courier Keep completed scripts locked in secure facility until they are able to be collected	ET

Centre unable to distribute results as normal
Criteria for implementation of the plan	Centre Action
Centre is unable to access or manage the distribution of results to candidates, or to facilitate post-results services	Follow cyber security policy if applicable Use of Awarding Body secure sites to download results and access post results services from non-networked device in secure location Use of Paper based candidate applications for post results if necessary	ET/CS/FA

ESCALATION PROCESS

Mandir Gill

Head of Management Board

Feras Abed

Head of Centre

Chnoor Saeeb

SLT for Exams

Erin Tuohy

Examinations Officer

Ranjitha Rajadurai

NEA Assistant