As an assessor on a postgraduate training course for those wanting to become exam access arrangements (EAA) assessors, I would say I am pretty well-placed to support SENCOs and exams officers to ensure their EAA paperwork is fully up-to-scratch. Spending a couple of hours in school as an ‘extra pair of eyes’, checking applications are fit for purpose and that supporting evidence will stand up to scrutiny by the dreaded JCQ inspection, is time well spent, in my humble opinion!
Quite often mistakes are simple administrative errors which have gone unnoticed, but occasionally they relate to using the wrong form. And sometimes, they lie in the scores or the tests used, which don’t meet the published criteria for the arrangement requested.
So, if you want to double-check your own folder, make yourself a coffee, prepare to think like an inspector and use these top tips to help ensure it’s all ship-shape and ready to go…
Students in exam
1. Data Protection Notices – Inspectors will understandably ensure that these are all signed and that – importantly – the dates show that they were signed before the corresponding application was made on Access Arrangements Online (AAO). It’s no good a student giving you their permission to input their data on the referral system after you’ve actually completed it!
2. Scores for 25% extra time – Sometimes I spot that a student who uses a word processor (occasionally which has been arranged after their initial assessment in year 9 or 10) has been awarded their 25% extra time on the back of a below or low average score achieved in a handwriting speed test e.g. the DASH. This does not, therefore, meet the criteria in the JCQ regulations and reassessment is required. Likewise, I have seen individuals who have been allocated a reader by the setting being given their accompanying 25% extra time based on a score from a reading speed/fluency test. These are definitely assessor errors which your exams inspector will pick up on.
3. Assessor’s qualification and evidence that they are maintaining regular and relevant training – Sometimes I see Form 8s signed by assessors that there is no certificate for at the front of the evidence folder…it seems an obvious one, but it still happens. And, as of this year, there is a requirement to include details of the relevant EAA CPD undertaken by your assessor too, just to make sure they are keeping on top of the updates.
4. Missing or insufficient medical evidence – it sort of goes without saying that you need to be meticulous in ensuring that for any candidate who has a Form 9, the accompanying paperwork is in the folder, be it a current EHCP (or equivalent) or a letter from an appropriate professional confirming the special educational need or disability. Sometimes I come across a post-it note serving as a prompt to the EAA coordinator or SENCO which says “Get letter about ADHD” or “Need to ask parent for autism diagnosis report”…but when you’re inspected, your little fluorescent reminder will not be enough! Go through each individual case and don’t move on to the next until you’re completely happy that you’ve got the evidence required in situ!
5. Training for Readers and Scribe etc. – In your folder, it should be crystal clear who has received training to support the students in exams who require a reader and/or scribe, and when this training took place. Ensure you have a list of names, with dates, and also copies of the training slides and evidence of how you subsequently checked their competence. Lots of settings appoint Learning Support Assistants at varying points in the school year, so just make sure they are provided with the appropriate training as soon as they join your team, to avoid them being appointed to the role without having had the appropriate training.
6. Word Processor Policy – Yes, put simply, this needs to be separate from – or at least a very distinct part of your EAA Policy – detailing who will be permitted to use a word processor, what constitutes ‘normal way of working’ etc. JCQ inspectors often ask to see this document, so it is vital it is easily accessible and also that you know what is in it!
7. No AAO application has been made – despite it being quite clear in the JCQ regulations as to which arrangements actually need an AAO referral (the most common ones being a reader/computer reader, 25% extra time, a scribe (or scribe-equivalent), some applications are overlooked and no referral processed. Fortunately, given its seriousness, I’ve only come across this a couple of times, but on one of these, it was down to confusion about the concept of centre-delegated arrangements and a lack of awareness about which ones still need to be ‘applied for’ online. So, not only does it help to attend regular EAA-related CPD – in addition to reading the JCQ AARA booklet from cover-to-cover – it also pays to work collaboratively with another person in your setting, just to check you haven’t missed anything crucial.
Anyway, hopefully this blog will give you a few helpful things to look out for if you are the person appointed with the mammoth task of organising the paperwork for EAAs, but if you would like more information about the support I can offer, please get in touch using the contact form below. Sometimes even a half-hour personalised Q&A session over Zoom can be just what you need to reassure you that you’re doing the right thing!