Glossary
access arrangements and special consideration
Formerly known as 'special arrangements'. Pre-examination arrangements, such as the use of scribe or a laptop, primarily based on history of need and provision, for which an application to an awarding body may be necessary. Details of access arrangements and special consideration can be found in the JCQ document published each September. See Regulations and guidance relating to candidates who are eligible for adjustments in examinations.
accreditation
The process by which the regulatory authorities confirm that a qualification and associated specification conform to the relevant accreditation criteria.
additional learning support manager
Additional learning support manager in a college or further education institution. A designated teacher responsible for the day-to-day operation of the centre's special educational needs (SEN) policy. A candidate is counted to be in receipt of ALS where direct support is provided over and above that which is normally provided in a standard learning programme, helping to achieve the learning goal. (See access arrangements and special consideration.)
AEA
Advanced Extension Award. Aimed at able candidates in year 13 and available in a limited range of academic subjects. Offers opportunities for candidates to demonstrate a greater depth of understanding than that required at GCE A level, using skills of critical analysis, evaluation and synthesis. Designed to enable differentiation between the most able candidates. Introduced in 2002.
aggregation
The process whereby performances achieved on individual units are combined to give a grade for an award, qualification or certification. Also known as 'certification' and 'cashing-in'.
aggregation code
The code that needs to be submitted by a centre to an awarding body to indicate that the marks for the separate elements of an assessment scheme should be combined to form a grade for an award, a qualification or certificate. Also known as 'cash-in code' and 'certification entry'.
(See cash-in code and certification entry.)
ALS
(See additional learning support.)
amendment file
A file of amendments to an original entry file sent to the awarding body, to correct errors in candidate details or to change entry information. Sent by EDI or other means.
approval (centre)
A process by which a centre wishing to offer particular qualifications is confirmed as being able to maintain the required quality and consistency of assessment and comply with other expectations of the awarding body.
AQA
The Assessment and Qualifications Alliance. An awarding body.
assessment
The process by which evidence of candidate's attainment is evaluated against assessment criteria, including mark schemes, to provide the evidence for an award.
ATS
Access to scripts. A process whereby scripts can be seen by candidates and/or teaching staff, either as photocopies or originals, after they have been marked. Available via post-results service.
attendance register
List of candidates sent to awarding bodies for written or objective test papers to record whether candidates took the examination or were absent. Awarding bodies provide attendance registers that show the entries received from the centre but these may need amending as a result of late changes. MIS produced attendance registers should reflect the up-to-date entries.
authentication
Confirmation that work has been produced solely by the candidate on whose behalf it is being submitted. Authentication is a mandatory requirement for coursework/portfolio submissions. An authentication form is provided by awarding bodies for declaring this and should accompany coursework sent to moderators.
awarding
The process by which an awarding body uses evidence from assessment to determine the award that each candidate's performance merits.
awarding body
An organisation accredited by a regulatory authority to develop qualifications, set examinations and award certificates, subject to criteria laid down by the regulator.
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base data
Definitive examination data from awarding bodies thatcentres need to process entries and results. Designed to be electronically imported into a centre's administration software. Includes the specification codes, entry codes, timetables and fees. Base data is series specific and needs to be refreshed for each new examination series.
BMAT
BioMedical Admissions Test. A university admissions test used as an additional means of assessing an applicant's potential for studying medical and veterinary courses. It tests scientific aptitude and is administered by UCLES on behalf of Oxford, Cambridge, University College London, Bristol and the Royal Veterinary College. BMAT is taken in early November.
broadsheet of results
A summary of all the candidates' results at a centre for an examination series, sent by post to arrive on a predetermined date. Can also be produced by MIS.
BTEC
Business and Technology Education Council. A brand used mainly for vocational qualifications.
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candidate record form/sheet
The form that records the coursework for a candidate and that accompanies the coursework when it is sent to a moderator. The authentication form is also sent at the same time.
candidate statement of entry
A printed statement for each individual candidate showing centre information, candidate number and/or UCI, name, gender, date of birth, subject entries and the session of the written papers for an examination series. Should be checked by the candidate.
candidate statement of provisional results
A printed statement of results for each individual candidate sent to centres on a pre-published date.
carried forward marks
Marks awarded for a component or unit in one examination series and carried forward to another series to be used for an award.
Most centre-assessed component/unit or externally assessed coursework/oral marks may be carried forward to a subsequent examination series following the subject award and within a 12-month period.
cash-in code
A code for cashing-in, i.e. turning a set of individual results into an award, grade or certificate. Also known as 'aggregation code' or 'certification entry'.
cashing-in
The term used to describe the process by which candidates claim the results of units or modules, which aggregate to a recognised qualification (e.g. AS level) but could also be used as units, which are part of a larger qualification (A level).
centre
School, college, establishment or institution approved and registered by an awarding body for the entry of candidates to its assessments and for the conduct of those assessments.
centre number
The five-digit number allocated to all approved centres by the National Centre Number register (NCN register). Forms the first five characters of a unique candidate identifier (UCI).
certificate
The official document issued by an awarding body to confirm the achievement of results in an examination series. A certificate is unique and remains the property of the body and is often protected by security features to guard against fraud.
certification
The process whereby performances achieved on individual units or modules are combined to give a GCE, GCSE or entry level certificate grade. Also known as 'aggregation' and 'cashing-in'.
certification code
The code that signals to an awarding body that a candidate wishes to claim an award or certificate at the end of a modular or unitised assessment scheme.
certification entry
An entry code that instructs an awarding body to aggregate units (modules) and award a grade and a certificate for a qualification. Also known as 'cash-in code' or 'aggregation code'.
City & Guilds
The City % Guilds of London Institute, an awarding body offering vocational qualifications for workplace skills.
CLAIT
Computer Literacy And Information Technology. An introductory-level course for those with little or no computer experience. Covers all the basics, such as using a computer, word processing, spreadsheets and MIS.
code of practice
Document issued by the regulatory authorities that determines the policy and procedures of an awarding body. The awarding bodies are regulated by its criteria.
component
An assessable part of a specification that is not certificated as a separate entity, for example a unit may comprise two separately assessed components such as a written paper and a practical.
coursework/portfolio
Tasks undertaken by candidates according to the requirements of a prescribed component of a qualification specification. Normally marked by the candidate's own teacher according to the awarding bodies' criteria. This work is then standardised within the centre and then moderated by the awarding bodies.
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DCSF
The Department for Children, Schools and Families. The government department responsible for education and lifelong learning in England. Previously known as the Department for Education and Skills (DfES).
EAB
The Examinations Appeals Board is an independent body set up in 1999. The EAB is the final stage of the enquiries and appeals process, the earlier stages being carried out by the awarding bodies responsible for the assessment in question. An appeal to the EAB must be made in writing by the head of centre.
EAR
See enquiries about results.
Edexcel
An awarding body.
EDI
Electronic Data Interchange. The system used to transmit information to and from awarding bodies.
EDI carrier
A company that provides the EDI service.
ELC
Entry level certificate. An award designed for those candidates who are not yet ready for GCSE and other NQF level qualifications. There are three stages of achievement, broadly in line with national curriculum levels 1-3.
encashment
A term used by some awarding bodies to mean the use of a unit result in aggregation. An encashed or aggregated unit score cannot be used towards another award at the same level but may contribute towards a higher-level award. For example an AS award's encashed units contribute to an A level award.
enhanced award
A term used by some awarding bodies to mean an adjustment made to the terminal grade where a timetabled component was missed through acceptable absence in a terminal series and where the minimum requirements have been met.
An application for an enhanced award must be accompanied by appropriate medical evidence that the candidate was unfit to take the paper.
(See special consideration.)
enquiry about results (EAR)
First stage of the enquiries and appeals process that allows for clerical checks, re-marks and re-moderations. Available via the post-results services governed by JCQ regulations.
entry code
Usually a four-character code used to make entries for examinations. May have additional characters to identify a particular option or type of assessment. May be numeric or alphanumeric.
entry deadlines
Dates by which entries must be made for examination series. Later entries will be accepted, but only at an extra charge.
entry files
Electronic files containing exam entries to be sent by EDI.
entry information
General information about entry for an examination series.
entry validation
Process by which an awarding body checks the entry data submitted by centres for an examination series. A way of identifying and resolving errors by reporting any invalid entries back to centres.
EO
See exams officer.
EOA
Examination Officers' Association. The professional association for all personnel operating examinations in centres. The EOA works with awarding bodies and government agencies to communicate exams officers' needs and views.
estimated entries
Early estimates of entries required by awarding bodies to help them plan ahead, for example in examiner recruitment and numbers of examination papers needed.
estimated grades
Grades that a centre suggests are the expected level of achievement for candidates in their subjects. Used as an aid by awarding bodies when dealing with problems when reviewing grades. Also known as 'forecast grades' or 'predicted grades'.
exam cycle
The flow of interconnected examination processes that begins with collating and gathering information from candidates and academic staff, matching this with data from awarding bodies, making and amending entries, candidates taking the relevant assessment components associated with their course, the awarding process, the issue of results, enquiries about results and appeals.
exam season
The period in which examinations are taken, usually January or June for GCE AS/A2 and June or November for GCSE.
exam series
Identified group of examinations within an exams season.
exam session
The period - morning or afternoon - in which an examination takes place. Each session is usually of not more than three hours' duration.
exams office
May refer to an actual office run by a team of exams staff or an individual.
external assessment
Tasks set or defined by the awarding body, taken under specified conditions (which must include details of supervision and duration) and assessed by the awarding body.
external verifier
Person appointed by an awarding body to ensure that centre-assessed portfolios meet the required standards.
extra time candidates
Candidates who have been awarded extra time for examinations based on evidence of their specific learning difficulties.
Centres may award up to 25 per cent extra time without reference to the awarding bodies but must have the evidence to hand when visited by a JCQ inspector. Applications for more than 25 per cent extra time must be made in advance to the awarding bodies.
(See access arrangements.)
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final timetable
Timetable for examinations issued by an awarding body after all amendments have been agreed.
forecast grade
(See estimated grades.)
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GCE
The General Certificate of Education. This qualification is aimed at post-16 candidates but there are no age restrictions on entry. It is subdivided into two sections, each normally comprising three units and each commonly delivered in one year: the Advanced Subsidiary (AS) and the A2. The AS is a qualification in its own right. The full A level is an aggregation of the AS and A2 sections.
GCSE
The General Certificate of Secondary Education. Examinations designed for key stage 4 candidates.
GCSE in applied subjects
Vocationally orientated subjects. They are GCSE double awards (i.e. twice the size of a single academic GCSE) and were introduced to replace part 1 GNVQ qualifications.
good practice
Good practice is something that is better than the 'norm'. The examples in this guide are taken from centres that have worked successfully to enhance the experience of their exams office staff and learners.
grade
A point on a scale of performance used to record achievement within a qualification (for example, grade A* indicates the highest GCSE achievement on a scale running from A* to G).
guided learning hours
The average amount of contact time that a centre would typically need to commit to ensure the achievement of a qualification. These are agreed by the awarding bodies in consultation with the regulator and are used, for example by the Learning and Skills Council (LSC), in part to allocate funding.
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HAT
History Aptitude Test. Oxford University admissions test for selection of candidates for all degree courses involving history. Taken in early November.
head of centre
The head of centre is the most senior member of an education/training organisation, usually the headteacher or principal of a school/college.
The head of centre is responsible for ensuring the integrity of the administration and conduct of awarding body examinations, though in practice this responsibility is delegated to the exams officer.
head of subject
The usual point of contact between exams officers and a particular subject department/faculty. A member of that department/faculty may be in charge of a particular qualification type, such as GCE or GCSE.
head of year
Head of year (pastoral managers, year coordinator, head of house). These managers (their title will vary from school to school depending on the way in which the school is structured) are responsible for the social welfare of the pupils within their year group or house. They will manage their team of form tutors who deal with pupil attendance and welfare.
HoD/HoF
Head of Department/Faculty. The usual point of contact for communications between exams officers and subject departments/faculties, though there may be a nominated member of the department/faculty who is in charge of a particular qualification type (for example GCE or GCSE).
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induction
The process by which new staff are provided with training, made welcome in the centre, introduced to colleagues and helped to start their new job in a committed and productive frame of mind.
Instructions for conducting examinations
A booklet containing instructions drawn up by the JCQ in order to rationalise procedures for the conduct of examinations in examination centres. Reissued in September every year, the most up-to-date version should be in use.
internal appeal procedural
The process followed by a centre if a candidate wishes to challenge the procedure by which their coursework mark has been arrived at.
internal assessment
A form of assessment that does not meet the definition of external assessment for a general or vocationally related qualification or the definition of independent assessment for an occupational qualification.
internal standardisation
Assessment carried out by the teaching staff in the centre.
invigilator
Person charged with ensuring that an examination is conducted in accordance with the JCQ Instructions for conducting examinations.
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JCQ
The Joint Council for Qualifications. Includes AQA, City & Guilds, CCEA, Edexcel, OCR and WJEC.
key skills
A suite of six national qualifications: application of number, communication, information and communication technology, working with others, improving own learning and performance and problem solving at levels 1, 2, 3 and 4 of the National Qualifications Framework (NQF).
key stages
The national curriculum is organised on the basis of five key stages. The upper key stages apply to pupils in the following age ranges: stage 3: 11-14; stage 4: 14-16 and stage 5: 16-19.
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level
Qualifications accredited by QCA are assigned recognised levels from 1-8 based on the levels of the National Qualifications Framework (NQF), for example, an A level is accredited at level 3 on the NQF. All qualifications assigned the same level are broadly comparable with each other (see www.qca.org.uk/493.html for more information).
line manager
A member of the senior leadership team who acts as liaison between it and the exams officer in the smooth running of the exams office.
linear examination
An examination in which all examination components are taken in one examination series.
LNAT
Law National Admissions Test. A uniform test to be taken by all candidates applying to do law at eight English universities. Designed to provide an assessment of a candidate's potential for law degree courses. Taken in early November. Participating universities: Birmingham, Bristol, Cambridge, Durham, East Anglia, Nottingham, Oxford and University College London.
LSC
Learning and Skills Council. Responsible for funding and planning education and training for over-16-year-olds in England.
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malpractice
The infringement by candidates, administrators or teachers of the regulations governing the conduct of external examinations. Must be reported to an awarding body and may lead to a candidate being disqualified from one or more examinations or to a centre being deregistered.
MIS
Management Information Systems. MIS is a formalised computer information system that can integrate data from various sources to provide the information necessary for decision-making at management level.
moderation
The process by which internal assessment is monitored by an awarding body to ensure that it is reliable, fair and consistent with required standards. Usually done by sampling a centre's coursework/portfolios across the range of candidates and teaching staff. May lead to an adjustment to a centre's coursework/portfolio marks.
module
A self-contained unit of teaching in a modular specification that is assessed and reported to candidates.
module bank
A database of module results achieved by candidates over a number of previous examination series.
modular examination
A GCE, GCSE or key skills scheme of assessment in which the components may be taken over more than one examination series (as opposed to a linear examination).
module code
Code that identifies part of a specification entry.
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NAA
The National Assessment Agency. Responsible for developing and delivering high-quality national curriculum tests and supervising the delivery and modernisation of general examinations.
NAA centre support officers
Regionally based personnel that provide 1:1 support and advice to exams officers and centres.
notices to centres
Issued by JCQ to inform centres of key information regarding dates and procedures common to all the awarding bodies. Issued in September. These may also be issued by awarding bodies.
NQF
National Qualifications Framework. The framework for qualifications available in England, Wales and Northern Ireland. Designed to organise and ensure the quality of general, vocational and occupational qualifications.
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OCR
Oxford, Cambridge and RSA Examinations. An awarding body.
Ofsted
The Office for Standards in Education. Headed by the Office of Her Majesty's Chief Inspector of Schools in England.
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predicted grades
(See estimated grades.)
pirate entries
These occur when candidates, who for some reason have not been entered, sit the examination and their papers appear in the examiners' envelopes for marking. Also known as unexpected entries.
portfolio
A portfolio is a collection of internally assessed work that a candidate completes. A unit portfolio refers to the work required to satisfy the assessment requirements for an individual unit. A full portfolio includes all the internally assessed work required to complete the qualification.
(See coursework and internal standardisation.)
post-results services
Services provided by awarding bodies following JCQ requirements for enquiring about results (clerical checks, re-marks and re-moderations), access to scripts, etc.
prompter
A responsible adult who may sit beside the candidate in order to keep his or her attention on the task in hand. Refer to JCQ guidelines on access arrangements
provisional timetable
Timetable issued by an awarding body to inform centres and candidates of likely examination dates. Made available at least 12 months in advance of the series and designed to enable centres to plan and comment on any problems that may arise from it.
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QAN
Qualification accreditation number. The qualification approval number issued by the relevant regulatory authority (QCA, ACCAC, CCEA).
QCA
The Qualifications and Curriculum Authority. A non-departmental public body, funded by DCSF. Maintains and develops the national curriculum and associated assessments, tests and examinations, and accredits and maintains qualifications in colleges and at work.
qualification
A certificate of achievement or competence specifying the awarding body, qualification type and title.
qualification type
A group of qualifications with distinctive structural characteristics, for example GCE, GCSE.
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reader
A responsible adult who reads the questions to the candidate. Refer to JCQ guidelines on access arrangements
registration (centre)
A process by which a centre wishing to offer particular qualifications is recorded as having committed itself to maintain the required quality of consistency of assessment and comply with other expectations of the awarding body.
Regulations and guidance relating to candidates who are eligible for adjustments in examinations
Published by JCQ each September and distributed to centres in autumn. Describes inter-board policies regarding access arrangements and special considerations. The document can be downloaded from here.
For use with GCE, GCSE, entry level certificates and key skills.
regulatory authority
An organisation that works with others to maintain and develop criteria for awarding bodies and their qualifications and defines an accreditation process for awarding bodies to follow.
(See QCA, ACCAC and CCEA.)
result files
Electronic files that contain examination results, sent by awarding bodies to centres to enable results to be imported into your MIS.
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scheme of assessment
The set of examination components - including terminal examinations and coursework - through which candidates' achievement in relation to a particular qualification are determined.
scribe
A person who writes down what the candidate dictates when the candidate is unable to write. Permission is required from an awarding body in advance, though it can be given at short notice for unexpected occurrences. Refer to JCQ guidelines on access arrangements
SEN candidates
Special educational needs candidates. Candidates who have a record of specific learning difficulties and whose learning is assisted by a SEN department. Such candidates may need access arrangements and/or special consideration.
SENCO
Special educational needs coordinator. Additional learning support manager in a college or further education institution. A designated teacher responsible for the day-to-day operation of the school's SEN policy. SENCOs manage the learning provision of pupils and candidates with SEN, or those who need the assistance of a special educational needs department. (See access arrangements and special consideration.)
shelf life
The length of time for which a unit or qualification is accredited. Unless informed to the contrary, current specifications have indefinite shelf lives but a specification may be phased out in the future and notice will be given of the final series when examinations for that subject will be set.
SLT
Senior leadership team. The head of the centre and their team. An exams officer may be a member of this team but, if not, will usually be managed by it.
SMT
Senior management team. The head of the centre and their team. An exams officer may be a member of this team but, if not, may be managed by it.
special consideration
Consideration given to candidates who have experienced difficulties close to or during examinations. Applications for special consideration must be made to the relevant awarding body within seven days of the last paper in a subject being taken.
specification
The complete description - including optional and mandatory aspects - of the content, assessment arrangements and performance requirements for a qualification. A subject specification forms the basis of a course leading to an award or certificate. Formerly known as a 'syllabus'.
specification code
A code that identifies a specification.
subject officer
A member of staff of an awarding body who is responsible for the administration of one or more specifications. The first point of contact when enquiring about a specific subject qualification. Also known as an 'assessment leader'.
synoptic assessment
A form of assessment that tests candidates' understanding of the connections between the different elements of a subject.
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terminal examination
An examination component taken by a candidate on completion of a course that is set and marked externally.
tier (GCSE)
A level of entry at GCSE that offers a restricted range of grades. Adjacent tiers for a given specification have overlapping grades. Where a specification has tiers there are normally two, one that assesses grades A* to D (higher tier) and one that assesses grades C to G (foundation).
timetable clash
Term used to describe timetabling two or more examinations in different subjects in the same session. Can often be resolved without reference to the awarding body but an application may be required.
(See JCQ Instructions for conducting examinations.)
transcript
A transcript is a copy of a candidate's script made after the examination has taken place and without the participation of the candidate. Used where a candidate's handwriting is illegible or so difficult to read that it would be beneficial for an examiner to refer to a transcript of the candidate's work for clarification.
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UCI
Unique candidate identifier. Unique number allocated to a candidate by a centre that must be supplied when entering for units or certification. A 13-character identifier which can be generated by the MIS and usually consists of the centre number, a year reference number, the candidate number and an alphabetical check digit, for example 251380019999G.
UCIs are essential for processing candidates' entries if they have transferred from another centre where they have already taken examinations.
UMS
Uniform mark scale. A scale that converts raw modular examination marks into a common (uniform) scale to use in the modular or unitised assessment system. An inter-board agreed scale.
unit
The smallest part of a qualification for which results can be issued. A unit may comprise separately assessed components.
unit code
Usually a four-character code identifying a unit entry. Also known as 'entry code' or 'module code'.
unitised examination
A specification that is in separately assessed self-contained units that may be taken over several examination series - the same as a modular examination.
UPN
Unique pupil number. A unique 13-character identifier allocated to each candidate in England on first entry to school. Introduced to maintained schools in 1999/2000 to facilitate the tracking of candidates' progress through the school system.
A UPN consists of a check letter, the LA code, the DCSF number of the school, the academic year when the UPN is allocated and a serial number allocated by the school, for example Q855 6012 9999. Generated by MIS.
Note that this is not the same as a UCI number.
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value-added
A measure of the progress that schools and colleges help individual candidates make between different stages of education, for example between key stage 3 and key stage 4.
weighting
The contribution that an examination component or other defined part of a scheme of assessment makes to the overall assessment.
WJEC
Welsh Joint Education Committee/Cyd-Bwyllgor Addysg Cymru. An awarding body, regulated by ACCAC in Wales, QCA in England and CCEA in Northern Ireland.