Cambridge Primary Checkpoint and Cambridge Checkpoint ...

Cambridge for exams officers Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Guidance for exams officers administering the tests Valid for examinations in 2015

Contents Introduction Key to icons 1

Preparation Key dates and activities overview: Cambridge Primary Checkpoint Cambridge Checkpoint Key dates and activities: Monthly diaries Support from Cambridge Test dates Access arrangements

2

26

Test day Running the tests Malpractice and maladministration Despatching scripts

5

21 22

Before the tests Pre-exam and question paper despatches

4

5 6 7 14 17 18

Entries Estimating entries Making final entries

3

3 4

27 28 29

Diagnostic feedback Understanding and preparing for diagnostic feedback

32

A–Z of terms

34

This guide is for exams officers who are responsible for administering Cambridge Primary Checkpoint and/or Cambridge Checkpoint tests. It provides detailed information and guidance on all the administrative tasks and activities exams officers need to carry out during a Cambridge Primary Checkpoint or Cambridge Checkpoint test series. This guide covers the following qualifications: • Cambridge Primary Checkpoint • Cambridge Checkpoint as part of Secondary 1. The guide is designed to support both new and experienced exams officers. Cambridge Primary Checkpoint tests are designed for use in the final year of primary education. The results give schools an international benchmark of learner performance to identify and address learning needs in English, mathematics and science. The tests are marked by Cambridge. Cambridge Checkpoint tests are designed for learners who are beginning courses leading to Cambridge IGCSE® or Cambridge O Level examinations in English, English as a Second Language, Mathematics and Science. They are also marked by Cambridge.

Important information You also need to read and understand the >Cambridge Handbook. It sets out the regulations for all Cambridge examinations and assessments. Please use the >Cambridge Handbook in partnership with this guide.

The document is divided into the following sections: • an overview timeline of the major activities for each Cambridge Primary Checkpoint and Cambridge Checkpoint series, followed by details of the key dates and activities for each month • guidance on each of the tasks and activities you have to complete to successfully administer the tests • an A–Z of terms to clearly explain the meaning of the key words and phrases we use throughout the guide. If you work in an Associate Centre you will need to comply with any extra local arrangements required by your Cambridge Associate. We reserve the right to amend or vary the arrangements detailed in this guide at any time. We will notify you of any changes. The changes will have immediate effect unless otherwise stated.

Extra guidance Look out for the ‘Extra guidance’ icon highlighting the extra support we provide for each phase of the exams cycle, for example, online tutorials or ‘how to’ guides. Also look out for the icon that highlights our processes for Cambridge Associates and their Centres.

Important information From the October 2015 test series onwards, you can enter candidates for our new Cambridge Checkpoint syllabus: English as a Second Language (1110). This syllabus has been developed in collaboration with our sister organisation Cambridge English Language Assessment. Please note the same candidates cannot be entered for both Cambridge Checkpoint English and Cambridge Checkpoint English as a Second Language.

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Introduction 3

Key to icons

To make it easier for you to find the information you need quickly we have developed a set of icons especially for exams officers.

New or updated information

Important dates

Highlights new or updated information so you know what has changed from last year.

Highlights the key dates on each page.

CIE Direct

Cambridge Handbook

You will see this icon whenever there is a reference in the text to CIE Direct.

You will see this icon whenever there is a reference in the text to the Cambridge Handbook.

Administrative forms

Important information

Appears next to the administrative forms referenced on the page.

Highlights the key pieces of information on each page.

Extra guidance Highlights extra support available, for example, online tutorials or ‘how to’ guides.

Processes for Cambridge Associates and their Associate Centres Highlights differences to processes for Cambridge Associates and their Associate Centres.

4 Introduction Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Mar

YOU SEND

May test period 13 to 24 April

Apr

Deadline for receipt of scripts for June result release 3 May 2015

Estimated entries By 10 May 2015

YOU SEND

May

Diagnostic feedback

Cambridge Associates need to give their Associate Centres earlier deadlines so they have enough time to process their data and submit it to us.

YOU SEND

WE SEND

Cambridge sends materials to Cambridge Associates who then send them on to their Associate Centres according to local arrangements.

October 2015 test series

Final entries By 21 Feb 2015

YOU SEND

Question papers and administrative materials Mid Mar 2015

WE SEND

Statements of entry Feb to Mar 2015

WE SEND

May 2015 test series

Feb

Test day

17 Jun 2015 Diagnostic feedback if scripts returned by 3 May 2015

WE SEND

Jun

YOU SEND

Aug

Final entries By 16 Aug 2015

Jul

2015

YOU SEND

October test period 12 to 23 October

Estimated entries for May 2016 series By 10 Oct 2015

YOU SEND

Oct

Before the tests

Entries

Deadline for receipt of scripts for December result release 31 Oct 2015

Question papers and administrative materials Late Sep 2015

WE SEND

Statements of entry Sep to Oct 2015

WE SEND

Sep

Nov

Preparation

12 Dec 2015 Diagnostic feedback if scripts returned by 31 Oct 2015

WE SEND

Dec

Cambridge Primary Checkpoint key dates and activities overview

1

2

3

4

5

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Preparation 5

Mar

YOU SEND

May test period 13 to 24 April

Apr

Deadline for receipt of scripts for June result release 3 May 2015

6 Preparation Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 YOU SEND

31 May 2015 Diagnostic feedback if scripts returned by 25 Apr 2015

WE SEND

May

Cambridge Associates need to give their Associate Centres earlier deadlines so they have enough time to process their data and submit it to us.

YOU SEND

WE SEND

Cambridge sends materials to Cambridge Associates who then send them on to their Associate Centres according to local arrangements.

Estimated entries By 10 May 2015

YOU SEND

Deadline for receipt of scripts for May result release 25 Apr 2015

October 2015 test series

Statements of entry Feb to Mar 2015

WE SEND

Question papers and administrative materials Mid Mar 2015

WE SEND

Final entries By 21 Feb 2015

YOU SEND

May 2015 test series

Feb

17 Jun 2015 Diagnostic feedback if scripts returned by 3 May 2015

WE SEND

Jun

YOU SEND

Aug

Final entries By 16 Aug 2015

Jul

2015

Statements of entry Sep 2015

WE SEND

Question papers and administrative materials Late Sep 2015

WE SEND

Sep

Deadline for receipt of scripts for December result release 31 Oct 2015

YOU SEND

Deadline for receipt of scripts for November result release 24 Oct 2015

YOU SEND

October test period 12 to 23 October

Estimated entries for May 2016 series By 10 Oct 2015

YOU SEND

Oct

28 Nov 2015 Diagnostic feedback if scripts returned by 24 Oct 2015

WE SEND

Nov

12 Dec 2015 Diagnostic feedback if scripts returned by 31 Oct 2015

WE SEND

Dec

Cambridge Checkpoint key dates and activities overview

The monthly diaries show the dates we send information to, and need to receive information from Cambridge Associates and Cambridge International Schools. Cambridge Associates need to agree dates for when they will send information to, and receive information from their Associate Centres.

Preparation

Key dates and activities: Monthly diaries

1

Entries

We send (the date we despatch materials or information to you) You send (the date information or materials you send reach Cambridge) Information (other dates, for example late entry fee start dates)

January 2015 May series

October series Before the tests

Date

2

You send 21

Deadline for receipt of applications for modified papers (‘Preparation – Form 3’).

3

February 2015 May series

October series Test day

Date

You send Deadline for receipt of final entries. We will charge late entry fees for entries and amendments received after this date. Deadline for receipt of access arrangements that you need our permission to use (‘Preparation – Form 1’).

Diagnostic feedback

4

21

5


March 2015 Date

May series

October series

We send 7

Statements of entry and candidate entry lists.

You send 11

Final deadline for late entries and entry amendments. We will not accept any entries or entry amendments submitted after this date.

We send 16

Materials for May series: • question papers • attendance registers • bar-coded labels.

31

Estimated Entry Forms by email; these are also available from CIE Direct. To be returned by 10 May 2015. Cambridge Guide to Making Entries.

You send 31

Notification of any delegated access arrangements you plan to use (‘Preparation – Form 4’).

8 Preparation Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Preparation

April 2015

1

Date

May series Start of test period.

24

End of test period. Entries

13

October series

You send 25

Deadline for us to receive Cambridge Checkpoint test scripts if you need diagnostic feedback to be sent by 31 May 2015.

Before the tests

2

May 2015

3

Date

May series

October series

You send

10

4

Deadline for completed Estimated Entry Forms.

We send 31

Test day

Deadline for us to receive Cambridge Primary Checkpoint and Cambridge Checkpoint test scripts if you need diagnostic feedback to be sent by 17 June 2015.

Cambridge Checkpoint diagnostic feedback if we received your scripts by 25 April 2015.

Diagnostic feedback

3

5


June 2015 Date

May series

October series

We send 17

Cambridge Primary Checkpoint and Cambridge Checkpoint diagnostic feedback if we received your scripts by 3 May 2015.

July 2015 Date

May series

October series

You send 1

Deadline for receipt of applications for modified papers (‘Preparation – Form 3’).

We send Late July

End of series reports.

August 2015 Date

May series

October series

You send 16

Deadline for completed entries. We will charge late entry fees for entries and amendments received after this date. Deadline for receipt of access arrangements that you need our permission to use (‘Preparation – Form 1’).

31

Notification of any delegated access arrangements you plan to use (‘Preparation – Form 4’).


Preparation

September 2015

1

Date

May series

October series

We send Statements of entry and candidate entry lists. Entries

Early Sept

You send

2

Final deadline for late entries and entry amendments. We will not accept any late entries or amendments after this date. Before the tests

16

We send Mid Sept

Estimated Entry Forms for 2016 emailed and available from CIE Direct. To be returned by 10 October 2015.

3

Materials for October series: • question papers • attendance registers

Test day

• bar-coded labels.

4

Diagnostic feedback

26

5


October 2015 Date

May series

October series

You send 10

Deadline for completed Estimated Entry Forms for 2016 test series.

12

Start of test period.

We send 22

Cambridge Guide to Making Entries for the May 2016 series.

23

End of test period.

You send 24

Deadline for us to receive Cambridge Checkpoint test scripts if you need diagnostic feedback to be sent by 28 November 2015.

31

Deadline for us to receive Cambridge Primary and Cambridge Checkpoint test scripts if you need diagnostic feedback to be sent by 12 December 2015.

November 2015 Date

May series

October series

We send 28

Cambridge Checkpoint diagnostic feedback if we received your scripts by 24 October 2015.


Preparation

December 2015

1

Date

May series

October series

12

Cambridge Primary Checkpoint and Cambridge Checkpoint diagnostic feedback if we received your scripts by 31 October 2015.

Late Dec

End of series reports.

Entries

We send

Before the tests

2

Test day

3

Diagnostic feedback

4

5


Support from Cambridge Overview We provide a wide range of support for exams officers. This section takes you through the support we offer and tells you how to access it. Email: Contact us: Telephone: Fax:

[email protected] www.cie.org.uk/help +44 1223 553554 +44 1223 553558

Customer Services address: Customer Services Cambridge International Examinations 1 Hills Road, Cambridge, CB1 2EU United Kingdom

When contacting us please tell us your Centre name and number. their Cambridge Associate with any queries in the first instance.

1.1

Our public website

Access the main Cambridge website www.cie.org.uk, for the following information: • our qualifications and awards

Associate Centres should contact

• view our fees list in the ‘My Messages’ section of CIE Direct. CIE Direct is a secure, password-protected website. To request access please contact Customer Services.

• syllabuses and specimen papers • latest news and events • online versions of the >Cambridge Handbook, the >Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide, administrative forms and final timetables • access to CIE Direct (secure website) • information on Cambridge International Examinations.

1.2

CIE Direct

1.3

The ‘Help’ section of our website

The ‘Help’ section of our website contains an online bank of answers to frequently asked questions about Cambridge examinations and services. The next time you have a question about administering Cambridge examinations visit the ‘Help’ section. Type your question into the search box, or use the menu to guide you. There is also a Noticeboard on the ‘Help’ home page to alert you to important announcements. Our ‘Help’ section: • saves you time • gives you key dates at a glance • contains more than 1200 answers • is reviewed and updated daily • is available 24 hours a day. Go to www.cie.org.uk/help

You can access CIE Direct at https://direct.cie.org.uk. It is a secure online tool for Cambridge exams officers, which allows you to: • upload files, such as entry files • keep up to date with CIE Direct bulletins


1.4

Cambridge Exams Officer eNewsletter

1.5

Teacher Support

Preparation

Support from Cambridge (continued)

1

Look out for our eNewsletter for timely updates delivered straight to your email inbox every month. The Cambridge Exams Officer eNewsletter is an essential resource, and includes:

• updates on new services

2

If you work in a Cambridge International School or a Cambridge Associate and do not receive the eNewsletter please contact our Customer Services Cambridge Associates should pass team. relevant information from the eNewsletter on to their Associate Centres.

The member of staff in your Centre with access to Teacher Support is called the ‘teacher support coordinator’. They create logins for their teachers by accessing the administration pages of the website. If the teacher support coordinator forgets their password they should click on the ‘forgotten password’ link on the home page of the website.

3

Test day

The eNewsletter goes to all our Cambridge International Schools and Cambridge Associates (not including ministries). If you work in an Associate Centre your Cambridge Associate will send you the relevant information from the eNewsletter.

You can access Teacher Support at http://teachers.cie.org.uk. It is a valuable resource for teachers of syllabuses and is available to Cambridge Centres. To apply for access visit www.cie.org.uk/help. Complete the enquiry form and select ‘Teacher Support site’ as the enquiry subject. Please state that you wish to apply for access to Teacher Support in the body of the message.

4

1.6

Cambridge Primary and Cambridge Secondary 1 websites

We will give you access to the relevant secure websites depending on whether you offer Cambridge Primary Checkpoint, Cambridge Checkpoint or both. These websites contain a range of materials to help teachers plan and deliver the programmes.

Diagnostic feedback

• a look forward to the next month.

Before the tests

• guidance on and changes to key processes

Entries

• reminders about key dates and activities for that month

5

These include curriculum frameworks, schemes of work, recommended published resources and administration information. For more information, go to either https://cambridgeprimary.cie.org.uk or https://cambridgesecondary1.cie.org.uk


Support from Cambridge (continued) 1.7

Marketing Resources

Cambridge International Schools and Cambridge Associates can download a wide range of free marketing support materials, such as factsheets and posters, from a secure area of our website called Marketing Resources. You should have received login details for Marketing Resources; if not contact our Customer Services team. Find Marketing Resources at www.cie.org.uk/marketingresources


Preparation

Test dates Overview Candidates must take Cambridge Primary and Cambridge Checkpoint tests between the published dates shown below.

1

Entries

Now you know the test date windows, work out when your candidates are going to sit the tests and how many test rooms you need, and book them. Decide how you are going to make sure your candidates know where and when their tests will take place. You should also create a timetable specific to your Centre that you can display somewhere for all your candidates to see.

Timetabling tests


For Cambridge Checkpoint the date we receive your scripts determines the date you receive your diagnostic feedback. We publish two deadlines each series for us to receive your scripts. If you want to send your scripts to meet the earlier deadline, and receive your feedback earlier, you need to timetable your tests for the first week of the test window. Please see Section 5 of this guide for the script return dates.

There are specific arrangements for Centres taking Cambridge Checkpoint tests in India. These arrangements are communicated using the Cambridge Exams Officer eNewsletter.

2

Before the tests

1.8

3

For Cambridge Primary Checkpoint there is one deadline for you to return your scripts, and one date for you to receive diagnostic feedback.

Test day

Important dates Test dates • May series – 13–24 April

4

Diagnostic feedback

• October series – 12–23 October

5


Access arrangements Overview Access arrangements are pre-exam arrangements made on behalf of a candidate with particular needs. For example, the use of a scribe, modified papers or extra time. There are three different groups of access arrangements, each with their own application form and set of deadlines. • Group 1: Access arrangements. You must get our permission to use these. • Group 2: Centre-delegated access arrangements. You need to notify us if you use these. • Group 3: Modified papers. You need to apply for these before the examinations. It is important that you read the access arrangements section of the >Cambridge Handbook so you understand each type of access arrangement and the application/notification process for each one.

1.9

The principles we apply when awarding access arrangements

We apply the following principles when awarding access arrangements: • We assess all candidates according to the same marking criteria, so that grades and certificates have the same validity as any other candidates’. • Access arrangements must not give the candidate an advantage over other candidates. • Access arrangements must not compromise what is being assessed, so they are restricted in certain syllabuses (for example, a reader is not allowed for an assessment where reading is the focus).

Administrative forms Forms available from the ‘Exams officers’ section of the Cambridge website www.cie.org.uk/examsofficers • Non-Delegated Access Arrangements: Preparation – Form 1 • Modified Papers: Preparation – Form 3 • Centre-Delegated Access Arrangements: Preparation – Form 4

1.10

How to apply for access arrangements

Use the relevant forms from those listed in the ‘Administrative forms’ box and follow the guidance notes on the form. Associate Centres

should submit their completed forms to their Cambridge Associate. Remember, the Head of Centre or the Cambridge Associate, in the case of Associate Centres, needs to sign the form before it is submitted. We may not be able to accept applications if you send them to us after the deadline, especially if you require modified papers. Modified papers If you send us your modified papers application by the published deadline, we will process the application and the papers will be ordered and despatched in time for the examinations concerned. If we receive the application after the published deadline (page 20) we may not be able to supply the modified papers you need. If this is the case we will email you to let you know. If unsure of the level of entry, you should request all levels relevant to a syllabus, for example, core and extended, to make sure you meet the deadline. Non-delegated access arrangements You must send supporting medical or psychological evidence with your application. The application and the supporting evidence must be in English. You can provide a translation if necessary, along with the original document. Friends and relatives of the candidate should not supply any of the supporting evidence. Where this is unavoidable a senior member of Centre staff must countersign and authorise the evidence. When non-delegated access arrangements application forms arrive, an experienced member of the Compliance team reviews the application, if necessary in consultation with subject experts, according to the criteria set out in section 1.2.4 of the >Cambridge Handbook.


Delegated access arrangements It is up to you to decide whether or not to give your candidate(s) any of the delegated access arrangements listed in section 1.2.2 of the >Cambridge Handbook. You should take the following into account when deciding on whether to use any delegated access arrangements:

Emergency access arrangements If you have to apply for access arrangements for temporary disabilities, for example, one of your candidates breaks their arm before the exam, you must get our approval before you use any access arrangements. You can do this by emailing or telephoning us straight away. We will then discuss the most appropriate access arrangements, give you verbal approval and ask you to submit the relevant form. State the arrangements that were agreed on the form and send it to us together with the candidate’s medical certificate as soon as possible.

• the candidate’s normal ways of working and any arrangements they use in the classroom • the candidate’s performance in internal assessments, such as mock exams • any previous difficulties the candidate has experienced in relation to taking assessments and any lasting effects from those difficulties. You must keep on file all evidence relating to the candidate’s needs so you can justify the use of any delegated access arrangements. We consider it malpractice if you do not keep this evidence on file or if you do not submit it at our request. If you use any of our delegated access arrangements you must follow the regulations for using each one set out in this section of the handbook, and notify us using ‘Preparation – Form 4’ by the published deadlines. We keep all notification forms for delegated access arrangements on file in case we need to refer to them as a result of an inspection or malpractice case. You need one of the following types of evidence on file for candidates with learning difficulties who use delegated arrangements:

If it is not possible to contact us before the exam takes place, the Head of Centre should decide on the day whether to use access arrangements for the temporary disability. If this does happen then complete and send the relevant form along with the candidate’s medical certificate as soon as possible. When we give permission for a candidate to use a scribe/writer or if a transcript is provided, please attach a completed copy of the relevant form to the candidate’s script/transcript.

Extra guidance Download our How to Apply for Access Arrangements guide from the ‘Cambridge Exams Officers’ Guide’ at www.cie.org.uk/examsofficers

Entries

Candidates with medical, physical, mental or other ill health must have medical evidence in the form of a report, letter or sick note. The evidence should cover the candidates’ education from 11–14 years old.

2

Before the tests

If we approve the application it is up to the Head of Centre to decide whether the candidate needs to use the approved arrangements in all the requested assessments as they may not require the same degree of assistance in every subject.

1

3

Test day

We will also accept a report written by a qualified teacher who has no additional special needs qualification, but has had at least five years’ working experience in the area of special educational needs, as long as it is authenticated by the Head of Centre.

4

Diagnostic feedback

We review all applications on an individual basis. The application must come from the Centre making the entry. We cannot accept applications from the candidate. We will email you to let you know whether your application has been approved within two days of receiving it.

Preparation

Access arrangements (continued)

5

• a psychological assessment carried out by a qualified psychologist confirming a learning disability • an assessment confirming a learning disability carried out by a specialist teacher who holds a relevant qualification. Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Preparation 19

Access arrangements (continued)

Important dates Non-delegated access arrangements: get permission from us to use these: • May series deadline – 21 February 2015 • October series deadline – 16 August 2015 Centre-delegated access arrangements: notify us if you use these: • May series deadline – 31 March 2015 • October series deadline – 31 August 2015 Modified papers: order these papers by the dates below: • May series deadline – 21 January 2015 • October series deadline – 1 July 2015 Cambridge Associates should agree earlier deadline dates with their Associate Centres. This will give them time to process their applications and send them on to us.


Preparation

Estimating entries Overview Estimated entries are your best calculation of the number of candidates you will enter for each Cambridge Primary Checkpoint or Cambridge Checkpoint series.

1

Work out your estimated entries based on the number of candidates studying the subject or the number of candidates you are expecting to recruit. Send your completed forms to [email protected]. Please enter ‘estimated entries’ and your Centre number in the subject field of the email. If you need to make major changes to the number of candidates after submitting your form, please email us to let us know.

Cambridge Associates/ Associate Centres We will email the Estimated Entry Form to all Cambridge Associates. They should email a copy of the form to each of their Associate Centres and ask them to complete and return the form to them by a specified date. Once the Cambridge Associate has received their Associate Centres’ forms they should check them and then submit them to us by the published deadlines.

2

Before the tests

2.1 How do I work out my estimated entries?

Entries

If you send us estimated entries you still need to submit final entries. The fees we charge are based on your final entries. Submitting estimated entries does not commit you to paying any entry fees.

3

We will email you the Estimated Entry Forms in March 2015 for the October 2015 series and September 2015 for the May 2016 series. You can also find the forms on CIE Direct.

Test day

2.2 Completing the Estimated Entry Form

4

Deadlines for estimated entries: • October 2015 series – 10 May 2015 •

May 2016 series – 10 October 2015

Diagnostic feedback

Important dates

5

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Entries 21

Making final entries Overview • Submit a syllabus entry for every candidate who is planning to take a test in the relevant series. • We use your entries to work out the number of question papers and other examination materials, such as attendance registers and bar-coded labels, you need. Check your entries carefully before you submit them. •

Read section 2.3 below, which contains instructions for submitting entries including syllabus and option codes. This information will no longer be included in the Cambridge Guide to Making Entries.

2.3 How to make final entries

• Candidate number

Preparing your entries

Centres must allocate a unique number to each candidate, in the range 0001 to 9999. Candidates should not be entered under more than one number and the candidate number cannot be changed after the entry has been submitted.

You can make your final entries online through the ‘Administer Exams’ section of CIE Direct. If you are an Associate Centre you can also use CIE Direct, unless your Associate has asked you to use a different system. Video tutorials about making entries through CIE Direct are available in the ‘Help’ section of our website. There is also free online training about the entries process as part of the ‘Getting to know the Cambridge Exams Cycle’ course. If you would like to take this course please contact our Customer Services team.

Adding your candidate details When you first log on to the ‘Administer Exams’ section of CIE Direct, you need to load your candidate information to one of the available exam series. The ‘May 2015’ and ‘October 2015’ series are used for all Cambridge Primary Checkpoint and Cambridge Checkpoint exams. The ‘June’ and ‘November’ series are used for all Cambridge IGCSE, Cambridge O Level, Cambridge International AS & A Level and Cambridge Pre-U exams. You will be able to enter your candidate data either one candidate at a time or by importing a .csv file containing your candidate details. A template .csv file for uploading candidate details is available from CIE Direct.

• Name The name of the candidate, in the format you would like it to appear on your statements of entry and results documentation. The maximum number of characters for a candidate name is 60, which includes any spaces – you will need to abbreviate any names longer than this. • Date of birth Candidates’ dates of birth should be entered in the standard UK date format which is dd/mm/yyyy. • Gender Select the gender of the candidate. • English First Language Select whether English is the candidate’s first language. This is for information only. Please note you still need to indicate whether the candidate is taking Cambridge Checkpoint English or Cambridge Checkpoint English as a Second Language.

Important dates The deadlines for entries are: • May series – 21 February 2015

If you are entering your candidate details one candidate at a time you will need the following information:

• October series – 16 August 2015 We will accept amendments and late entries until: • May series – 11 March 2015 • October series – 16 September 2015

22 Entries Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

2.4 Syllabus and option entry codes Each syllabus entry is made up of two pieces of information: A syllabus code: this four-digit numeric code indicates which subject the candidate is taking.

An option code: this indicates which combination of exam components the candidate will be sitting. Option codes for Cambridge Primary Checkpoint and Cambridge Checkpoint are not used and this field should be left blank.

Preparation

Making final entries (continued)

1

Cambridge Primary Checkpoint Syllabus name

Syllabus code

Option code

Components

Component information

Duration

English

0844

Leave blank

1, 2

1: Paper 1 2: Paper 2

1h 1h

Mathematics

0845

Leave blank

1, 2


45m 45m

Science

0846

Leave blank

1, 2


45m 45m

Entries

The syllabus information for Cambridge Primary Checkpoint and Cambridge Checkpoint is listed below:

Cambridge Checkpoint

Before the tests

2

Option code

Components

Component information

Duration

English as a Second Language (available from the October 2015 test series

1110

Leave blank

1, 2, 3

1: Reading and Usage 2: Writing 3: Listening

50m 50m 45m

English

1111

Leave blank

1, 2


1h 10m 1h 10m

Mathematics

1112

Leave blank

1, 2

1: Paper 1 (Non-calculator) 2: Paper 2 (Calculator)

1h 1h

Science

1113

Leave blank

1, 2


45m 45m

All components for Cambridge Primary Checkpoint and Cambridge Checkpoint are compulsory. The syllabuses are not available to private candidates. The same candidate cannot be entered for both Cambridge Checkpoint English and Cambridge Checkpoint English as a Second Language.

4

Diagnostic feedback

Syllabus code

Test day

3

Syllabus name

5

2.5 Confirming entries When you make your entries using CIE Direct online entries you can generate statements of entry and candidate entry lists at any point, to confirm the entry information for each of your candidates.

You can also run a number of other reports to check the entry information you have entered is correct. Click on the ‘Check Entries’ tab to access the reports. We also provide statements of entry in hard copy for each candidate. They show the candidate’s details and their syllabus entry. Give them to your candidates so they can check their entry details.


Making final entries (continued) We send you hard copies of the following documents:

We charge entry fees for each syllabus entry for each candidate.

• candidate entry list

We charge late entry fees for any late entries, including where a candidate sits an exam without an entry, submitted after the final entries deadline.

• Centre summary of entries showing the total number of entries you made for each syllabus.

2.6 Amendments and late entries If you want to make any amendments (including extra entries) to your submitted entries, do so as quickly as possible. You can use CIE Direct online entries to make the necessary amendments to candidate details and then submit the amendments. Please do not change your existing candidate numbers when you add new candidates. We charge late entry fees for amendments and entries we receive after the closing date for entries. You can view the late entry fees in our fees list available in the ‘My Messages’ section of CIE Direct.

2.7 Withdrawing an entry If you withdraw a candidate after the final entries deadline we will not refund your entry fees. However, we will refund them if you have to withdraw the candidate for medical reasons. Please send us your request for a refund on medical grounds in writing along with the accompanying medical evidence.

2.8 Unauthorised entries Every exam series we have a number of unauthorised entries. An unauthorised entry is a candidate who takes an exam they have not been entered for. Please see Part 5 of the >Cambridge Handbook for instructions on how to manage unauthorised entries.

2.9 Entry fees You can find details of the fees for all our examinations and methods of payment in our fees list. We publish the fees list for the following year on 1 October each year in the ‘My Messages’ section of CIE Direct.

We will invoice you for any entries or late entries and amendments you make. For more detail on our entry and late fee arrangements see Part 2 of the >Cambridge Handbook.

2.10 How to submit teaching group information You need to enter a teaching group code for each syllabus entry when prompted to on CIE Direct. The code should show which classes your candidates are being taught in. We use this information in the diagnostic feedback we provide at the end of the series. You create the teaching group code. For each candidate, you should enter a teaching group code which shows which other candidates they are taught with. For example, if your candidates for English are taught in two separate classes, you should enter ‘E1’ as the teaching group code for all candidates in the first class and ‘E2’ for all candidates in the second class. The teaching group codes available in each subject are listed below: English as a Second Language

E1

E2

E3

E4

E5

E6

English

E1

E2

E3

E4

E5

E6

Mathematics

M1

M2

M3

M4

M5

M6

Science

S1

S2

S3

S4

S5

S6

If you want another class name to appear on your diagnostic feedback alongside the group code, you need to complete and return ‘Entries – Form 2’. A teaching group title can be anything which will help you to identify the class more easily – for example, you may wish to use the name of the teacher who takes the class, or your own internal class name. The deadlines for submitting teaching group information are on the form. As you can see in the table above, your teaching group codes for both English and English as a Second Language must start with the letter E. To avoid confusion, the teacher group codes on your diagnostic feedback for English as a Second Language will appear as L1, L2, L3 etc.

24 Entries Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Preparation

Making final entries (continued)

Administrative forms Forms available from the ‘Exams officers’ section of the Cambridge website www.cie.org.uk/examsofficers

1

Entries

• Cambridge Primary Checkpoint and Cambridge Checkpoint Teaching Groups: Entries – Form 2

Cambridge Associates/ Associate Centres It is good practice for Cambridge Associates to submit the entries for all their Associate Centres at least two weeks before the closing date. This gives time to check the entries and sort out any issues with Associate Centres before our deadline, avoiding any late entry fees. Remember Cambridge Associates will set earlier deadlines for their Associate Centres to submit final entries.

Before the tests

2

3

• Please assign one four-digit candidate number to every candidate.

Test day

• You must not assign the same candidate number to more than one candidate in the same exam series.

4

• Please submit your entries at least two weeks before the entry closing date. This will give you time to check your entries and submit any resulting entry amendments to us before the closing date.

Diagnostic feedback


5


Pre-exam and question paper despatches Overview So that you have all the materials you need to administer the tests we will send you two pre-exam despatches. 1. Cambridge entry confirmation despatch: information confirming the details of your entries. 2. Cambridge pre-exam despatch: attendance registers, bar-coded script packet labels, despatch labels, envelopes and confidential question papers. The materials we send you are based on your final entries. Please do not worry if you do not receive materials for any late or amended entries in the main despatches as they will arrive at a later date.

3.1 Dates and contents Cambridge entry confirmation Dates: May series March 2015 October series September 2015 Contents Candidate statements of entry

You will get a statement of entry for each candidate showing the candidate’s details, their syllabuses and entry options. Give the statements to your candidates for them to check they are correct.

Candidate entry list

You will get one candidate entry list showing all your entries by candidate.

Centre summary of entries

You will get one Centre summary of entries showing all your entries by syllabus.

Cambridge pre-exam Dates: May series 16 March 2015 October series 26 September 2015 Contents Script return envelopes and labels

Use these envelopes to return scripts.

Bar-coded script packet labels

Bar-coded labels identify the contents of each script packet and enable each packet to be tracked at every stage of the marking process.

Attendance registers

Use the attendance registers to record the presence of each candidate at the start of the test. If any of your candidates are not on the attendance registers, add them after the last candidate’s printed details.

Question papers

Confidential question papers for each test component. Follow the question paper security regulations outlined in the >Cambridge Handbook when handling question papers.

26 Before the tests Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Preparation

Running the tests

You and your invigilators need to read and understand Sections 4 and 5 of the >Cambridge Handbook. They provide essential information about what to do before, during and after all your tests. You must follow this information in order to comply with our regulations.

4.1 Regulations for the conduct of Cambridge examinations

Exam day

Sections 4 and 5 of the >Cambridge Handbook cover the following areas:

• During the examination

Before the exams

• At the beginning of the examination

• Leaving the examination

1

Entries

Overview

2

• At the end of the examination

• Pre-exam despatches • Storing confidential materials

Important dates

• Preparing the exam room: – examination venue

Test dates

– examination room

• May series – 13–24 April

– display material

• October series – 12–23 October

Before the tests

• Dealing with the unexpected

3

– Notice to Candidates/Candidate warning poster and displaying information

There are specific arrangements for Centres taking Cambridge Checkpoint tests in India. These arrangements are communicated using the Cambridge Exams Officer eNewsletter.

– seating arrangements

Extra guidance

• Invigilator requirements

Test day

– clock

Administrative forms If you open a question paper packet in error you must complete our form. For more information about this process please see Part 5 of the >Cambridge Handbook. Forms available from the ‘Exams officers’ section of the Cambridge website www.cie.org.uk/examsofficers

Diagnostic feedback

4

We have a range of extra guidance materials to support exams officers before and during exams, including online video tutorials, invigilator training materials and ‘how to’ guides. Visit the ‘Before the exams’ and ‘Exam day’ sections of the ‘Cambridge Exams Officers’ Guide’ at www.cie.org.uk/examsofficers

5

• Question Paper Packet Opened in Error: Exam Day – Form 11

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Test day 27

Malpractice and maladministration Overview • Malpractice is an action that breaks Cambridge regulations and potentially threatens the integrity of Cambridge examinations. It can happen before, during and after the examinations and outside timetabled examinations. • You are responsible for reporting any cases of potential malpractice to your Head of Centre. • You can find the malpractice regulations in Section 5 of the >Cambridge Handbook. The Head of Centre must make sure that the Centre complies with the regulations and report all cases to Cambridge.

4.2 What to do if you suspect malpractice The Head of Centre needs to report any established, suspected or alleged cases of malpractice by candidates or their staff using ‘Exam Day – Form 9’. Read the ‘Guidance notes’ section carefully before completing the form.

Extra guidance Download our How to Identify and Prevent Malpractice guide from the ‘Cambridge Exams Officers’ Guide’ at www.cie.org.uk/examsofficers

Principals in Associate Centres must report any suspected cases of malpractice to their Cambridge Associate using our malpractice form (‘Exam Day – Form 9’). The Cambridge Associate should then review the form to make sure it has been completed correctly and then send it to us.

Administrative forms Forms available from the ‘Exams officers’ section of the Cambridge website www.cie.org.uk/examsofficers • Malpractice: Exam Day – Form 9

28 Test day Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Preparation

Despatching scripts Overview • Send your scripts to us no later than the day after each test has finished.

1

• Keep your scripts in a secure place before sending them. Remember that candidates’ answer scripts are confidential and should not be read or photocopied by anyone before you send them to Cambridge.

Entries

• Follow the instructions detailed below when you pack and send your scripts.

Administrative forms

Attendance registers Invigilators need to complete and sign the attendance register and enclose it in the script packet. If there is more than one packet for a component, divide the attendance register to match the scripts in each packet. Add the details of any candidates not printed on the attendance register after the last candidate’s printed details. If you need a blank copy of an attendance register use ‘Exam Day – Form 1’. Bar-coded labels Bar-coded labels identify the contents of each script packet. Pack the scripts and the matching attendance register in one script envelope and attach the relevant bar-coded label to the envelope. Do not use any bar-coded labels from previous exam series. Please follow these guidelines when using barcoded labels:

Forms available from the ‘Exams officers’ section of the Cambridge website www.cie.org.uk/examsofficers • Supplementary Attendance Register: Exam Day – Form 1 • Script Despatch Label: Exam Day – Label 1

Before the tests

If a candidate only sits one out of the two papers for any subject then do not send the single script to Cambridge. Only send scripts for candidates who sit both papers in English, Mathematics or Science. The candidate should be marked as absent on the attendance register for both papers.

2

3

Important information • If a candidate has used a scribe, wordprocessor, practical assistant or transcript, attach the relevant cover sheet to the front of the script. •

If candidates have answered in Braille, you must provide a transcript for the examiner. Please see section 1.2.8 of the >Cambridge Handbook for more information.

• You must submit any other documentation, such as a malpractice form, separately from the scripts. • Send the documentation, along with the relevant form, directly to us for the attention of the Compliance team. • If your Centre is in the UK please use white bar-coded labels to return your Cambridge Primary Checkpoint and Cambridge Checkpoint scripts.

Test day

Despatch materials We provide materials for packing, labelling and despatching scripts: attendance registers, script packet envelopes, bar-coded labels, and labels for courier despatches.

4

Diagnostic feedback

4.3 Packing scripts

5

• Do not write anything on the bar-coded label or cover it with tape, other labels or anything that would conceal or damage the barcode. • If you do not have a bar-coded label write the following information on the envelope: Centre number, syllabus number, component number, number of scripts and candidate number range.


Despatching scripts (continued) Follow the guidelines below when packing scripts.

Important dates • Pack scripts for different components in different envelopes and put the completed attendance register in each envelope.

We must receive your Cambridge Primary Checkpoint scripts by the following dates: • May series – 3 May 2015 • October series – 31 October 2015 We must receive your Cambridge Checkpoint scripts by the following dates: May series: By 25 April if you require diagnostic feedback despatched on 31 May 2015.

• Check the component number and name on the bar-coded label are the same as the number and name on the question paper for the scripts in the envelope. • If all the candidates for a component are absent, still complete and enclose the attendance register in the script envelope, attach the barcoded label and despatch to Cambridge. • Securely fasten your packets of scripts. If one envelope is not large enough, use two or more envelopes, but remember to show the candidate range on each envelope. Put the bar-coded label on the first envelope and number each of the envelopes (for example, 1 of 4, 2 of 4).

By 3 May if you require diagnostic feedback despatched on 17 June 2015. October series: By 24 October if you require diagnostic feedback despatched on 28 November 2015. By 31 October if you require diagnostic feedback despatched by 12 December 2015.

2. Attendance register (on the top but inside the packet)

4. Bar-coded label (attached to the outside of the grey script packet)

1. Scripts

3. Individual grey script packet

7. Despatch label (attached to the outside of the outer packaging)

5. Individual script packet

6. Outer packaging

30 Test day Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

• You can pack your script packets for a variety of components into one parcel for despatch. Please make sure that the parcel is secure and does not weigh more than 15 kg.

Preparation

Despatching scripts (continued)

1

Outer packaging guidelines

Entries

It is important that you pack your scripts carefully so that they arrive undamaged. Use strong, suitable outer packaging. Do not overpack your parcel and make sure it is secure. Use the despatch label provided. Exam day – Label 1

2

This parcel contains only written examination answers and is urgently required at Cambridge, England. Arrangements have been made for immediate clearance by HM Customs and for onwards transmission to Cambridge.

Cambridge International Examinations Cambridge Assessment DC10 Hill Farm Road Whittlesford Cambridge CB22 4FZ England

Ensure corners are secure, use extra packing tape if necessary.

IMMEDIATE

Before the tests

FROM .......................................................................CENTRE

Make sure your outer packaging is secure.

Please make sure that your outer packaging does not weigh more than 15 kg.

If you send a number of packets for a variety of components together, please make sure that the packets are separate within an outer wrapper and that all parts have the correct labels. Components must never be attached together.

4.4 Sending scripts Send us your scripts using a method that provides a tracking facility and use the address labels provided. Keep a record of the contents of each consignment you send. If you need extra labels use ‘Exam Day – Label 1’. Address parcels to: Cambridge International Examinations Cambridge Assessment DC10 Hill Farm Road Whittlesford Cambridge CB22 4FZ United Kingdom

4

Diagnostic feedback

Do not send script packets without any outer packaging.

Test day

3

5

Extra guidance View our online tutorial ‘Packing and Despatching Scripts’ in the ‘Exam day’ section of the ‘Cambridge Exams Officers’ Guide’ at www.cie.org.uk/examsofficers


Understanding and preparing for diagnostic feedback Overview • Read this section to prepare for the release of Cambridge Primary Checkpoint and Cambridge Checkpoint diagnostic feedback. It sets out everything you need to know so you can make sure your candidates get their results and that you can answer all their queries. •

Associate Centres will receive their diagnostic feedback according to their local arrangements.

• You can issue the ‘student reports’ to candidates as soon as you receive them. • We issue diagnostic feedback in PDF format via the ‘My Messages’ section of CIE Direct and in hard copy.

Important dates We send your Cambridge Primary Checkpoint diagnostic feedback on: • May series: 17 June if we receive your scripts by 3 May 2015 • October series: 12 December if we receive your scripts by 31 October 2015 We send your Cambridge Checkpoint diagnostic feedback on: • May series: 31 May if we receive your scripts by 25 April 2015 17 June if we receive your scripts by 3 May 2015 • October series: 28 November if we receive your scripts by 24 October 2015 12 December if we receive your scripts by 31 October 2015 We send you the end of series reports on the following dates: • May series – late July 2015 • October series – late December 2015

5.1 PDF (soft copy) and hard-copy diagnostic feedback

reports. An end of series report is provided at a later date.

5.2 What are the procedures for checking diagnostic feedback? We send diagnostic feedback to Centres via the ‘My Messages’ section of CIE Direct and by courier unless instructed otherwise. We do not email or fax results to you or anybody else. To download your PDF (soft copy) diagnostic feedback, go to the ‘My Messages’ section of CIE Direct. When you get your feedback, check that you have all the documents listed in 5.1. In particular, check you have a statement of achievement and a student report for each candidate. If you are missing any documents contact us immediately. You are responsible for giving your candidates their statements of achievement and student reports.

5.3 What to do if the Centre or candidate name is incorrect on your diagnostic feedback Check the candidate details, including the spelling of names, when you receive your diagnostic feedback. Let us know if anything is incorrect as soon as possible and return the statement of achievement to us. We charge for replacement statements of achievement and courier costs. We will replace statements that are within six months of the date they were originally issued.

We provide the following diagnostic feedback: individual statements of achievement, individual student reports, a Centre report and teaching group

32 Diagnostic feedback Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

5.4 Can other information on a statement of achievement be changed?

Preparation

Understanding and preparing for diagnostic feedback (continued)

1

5.5 Damaged or lost statement of achievement

3

Test day

At our discretion, we can replace candidates’ statements of achievement. This service is available within 18 months of the date of issue of the original.

2

Before the tests

We issue a separate statement of achievement each series. We cannot combine grades achieved in different series onto one statement of achievement, or delete any grades from a statement of achievement.

Entries

We cannot change a candidate’s name to reflect any changes that take place after they take their exam, for example changing their name because they get married.

Diagnostic feedback

4

5

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Diagnostic feedback 33

A–Z of terms Access arrangements

A pre-exam arrangement made on behalf of a candidate with particular needs. For example, the use of a scribe, modified papers or extra time.

Associate Centre

Centres which provide Cambridge assessments and qualifications under the supervision of a Cambridge Associate.

Attendance register

Forms used in the exam room to record the presence or absence of each candidate.

Cambridge Associate

An organisation which has control of, and administrative responsibility for Centres through an agreement with Cambridge.

Cambridge Checkpoint (Secondary 1)

Tests available in English, English as a Second Language (from October 2015), mathematics and science, specially designed for learners who are beginning courses leading to Cambridge IGCSE or Cambridge O Level examinations in these subjects. The tests are designed to identify which parts of the subject they are good at and which parts they need to make extra effort in.

Cambridge International Examinations

Cambridge International Examinations is part of the Cambridge Assessment Group. Cambridge Assessment is the brand name of the University of Cambridge Local Examinations Syndicate (UCLES).

Cambridge Primary Checkpoint

Tests available in English, mathematics and science that provide assessment based on the learning objectives within the Cambridge Primary curriculum frameworks. They are designed for learners of approximately 11 years of age and cover all major areas of learning in the first years of an international secondary education. Cambridge Primary Checkpoint tests skills at the end of stages 4–6 of the curriculum for English and stages 3–6 of the curriculum for Science.

Candidate

A person who has been entered for an assessment.

Centre

A school, institution or organisation approved by and registered with Cambridge for the entry of candidates to Cambridge qualifications and to carry out related assessments.

Centre name

The name of your institution/organisation.

Centre number

The five-digit code given by us to your institution/organisation.

CIE Direct

CIE Direct is the secure online tool for exams officers used to manage examinations entries and carry out other administrative tasks.

Component

Sometimes referred to as a paper. A component is part of or a section of the subject examination. A Cambridge Checkpoint syllabus usually has two or three components.

34 A–Z of terms Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

A–Z of terms (continued) Component number

The number allocated to each paper of a syllabus.

Diagnostic feedback

Comprehensive feedback on a learner’s strengths and weaknesses in the key curriculum areas – English, mathematics and science. The feedback helps learners understand more about their strengths and weaknesses in these subjects.

Entries

The candidates a Centre has entered for a Cambridge syllabus in a particular examination series.

Estimated entries

An approximation of the number of candidates a Centre may enter for examinations/assessments.

Exams officer

The person appointed by the Head of Centre to act on behalf of the Centre, with specific responsibility for administering Cambridge examinations.

Head of Centre

The Head of Centre is the person appointed by the ‘Responsible Person’ as the head or principal.

Invigilator

A suitably qualified person appointed by the Head of Centre who is responsible for the conduct of particular examination sessions. Invigilators work closely with and often report to the exams officer.

Malpractice and maladministration

Malpractice: An action by a candidate that breaks Cambridge regulations and potentially threatens the integrity of Cambridge examinations. Maladministration: An action by a Centre or its staff that breaks Cambridge regulations and potentially threatens the integrity of Cambridge examinations.

Marks

The total score or individual points given by an examiner.

Script

A candidate’s response to a whole question paper or component.

Series

A group of examinations in the same range, for example, Cambridge Primary Checkpoint, with the same closing date for entries. A series is identified by a series year and name.

Statement of entry

A document produced for each candidate giving details of the candidate and the syllabus they have entered.

Syllabus

A complete description of the content, assessment arrangements and performance requirements for a qualification. A course leading to an award or certificate is based on a subject syllabus.

Syllabus number

The four-digit number allocated to each subject.

UCLES

University of Cambridge Local Examinations Syndicate, a department of the University of Cambridge.

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 A–Z of terms 35

Notes

36 Notes Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Notes

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Notes 37

Notes

38 Notes Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015

Notes

Cambridge Primary Checkpoint and Cambridge Checkpoint Administrative Guide 2015 Notes 39

FS 530509

Our Quality Management System meets the requirements of ISO 9001 – the internationally recognised standard for the quality management of organisations.

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