For: Exams office staff Secure dispatch of exam scripts service Second edition Secure dispatch of exam scripts A guide to using this service
We want our website and publications to be widely accessible, so please contact us if we re not meeting your needs. Qualifications and Curriculum Development Agency 83 Piccadilly London W1J 8QA Telephone 0300 303 3010 Enquiry line 0300 303 3011 Textphone 0300 303 3012 Fax 0300 303 3014 info@qcda.gov.uk www.qcda.gov.uk QCDA/09/4387 ISBN 978-1-84962-127-4 First published in 2006 Second edition published in September 2009 Qualifications and Curriculum Authority 2009 The Qualifications and Curriculum Authority (QCA) is currently operating certain of its non-regulatory functions under the name of the Qualifications and Curriculum Development Agency (QCDA). The legal entity remains QCA, established under the Education Act 1997. QCA is an exempted charity under the Charities Act 1993. Reproduction, storage or translation, in any form or by any means, of this publication is prohibited without prior written permission of the publisher, unless within the terms of the Copyright Licensing Agency. Excerpts may be reproduced for the purpose of research, private study, criticism or review, or by educational institutions solely for educational purposes, without permission, provided full acknowledgement is given.
Contents 1 How the service works... 4 2 Labelling exam scripts... 5 3 Packaging exam scripts... 6 4 Booking collections... 7 5 Managing collections... 8 6 Ensuring the service runs smoothly... 10 7 Helpdesks... 11
How the service works The secure dispatch of exam scripts service is used to dispatch unmarked exam scripts, externally marked coursework and language tapes for general qualifications, externally assessed Diploma principle learning and functional skills from your centre to examiners. Qualifications included: Advanced Extension Award (AEA) Diploma Principal Learning (externally assessed) Entry Level Certificate (ELC) Functional Skills (externally assessed) Free-standing mathematics qualifications (FSMQ) GCE GCSE (including GCSE in vocational and modular subjects) Vocational Certificate of Education (VCE). Awarding bodies included: AQA Edexcel OCR WJEC CCEA. The service excludes any internally marked coursework being sent to a moderator, for which a centre mark is available. The secure dispatch of exam scripts service offers a high level of security built around pre-arranged collection times from your centre. This is backed by additional dispatch points at Parcelforce Worldwide depots and Express Post Offices (a post office that accepts Parcelforce Worldwide packages). Exam scripts should be dispatched on the day of the exam, whenever possible. When late afternoon exams or your collection times mean that this is not possible, exam scripts must either be taken to an Express Post Office, a Parcelforce Worldwide depot or stored securely overnight and dispatched on the next working day. You must never use the standard Royal Mail postal system for dispatching exam scripts as there is no way of ensuring their safe delivery or tracking them. Essential checklist 3 Dispatch exam scripts on the day of the exam whenever possible and always by the following working day at the latest. 7 Never put exam script packages in the regular post. 4 Secure dispatch of exam scripts
Labelling exam scripts Labels Only use the pre-addressed yellow labels supplied to you by your awarding bodies. The labels are unique to each exam and contain important information to enable safe delivery and tracking of each exam script package. Edexcel has an integrated attendance register and examiner address label, while AQA, CCEA, OCR and WJEC have separate examiner address labels and attendance registers. Receipt and storage of labels The awarding bodies will send pre-addressed yellow labels for each exam. These labels should be stored safely and in exam date order. Labelling checklist 3 Store your pre-addressed yellow labels safely. 3 Use only one label per package. 3 Attach the whole label. 3 Make sure the label is crease-free and the bar codes are not distorted. 3 Check for replacement labels sent by email or fax. 7 Never write on pre-addressed yellow labels or alter them in any way. If you have only a small number of candidates entered for an exam, you will be sent one pre-addressed yellow label. If you have a lot of candidates entered, you will be sent two or more labels so you can split the exam scripts into separate packages. Use only one pre-addressed yellow label per package, even if they are both being sent to the same address. Each label has a unique barcode and using more than one label on a package will confuse the track-and-trace system. If you opt to receive labels by email you may not receive your allocation until the day of the exam. Please see the awarding body website if you need further clarification. Replacement labels If your pre-addressed yellow labels have not arrived when expected or get lost or damaged, contact the relevant awarding body helpdesk and ask for replacement labels. If an awarding body has to send pre-addressed yellow labels just before the exam, they may send them by post, fax or email them to you as a PDF file so you can print them yourself. This could happen, for example, if the examiner has changed or moved, or if your centre has made late entries. The awarding bodies try to avoid making last minute changes to labels but sometimes this is unavoidable, so you should always check for replacement labels before dispatching exam scripts. Some awarding bodies will provide blank yellow label stationery on which you can print your labels; if not, it is a good idea to print the labels on yellow paper if possible. If you have received replacement pre-addressed yellow labels for an exam, use the latest issued by checking the label printed date. Destroy the old labels. Secure dispatch of exam scripts 5
Packaging exam scripts Get exam scripts ready for collection as soon as possible after the exam. To dispatch exam scripts, always use the large plastic envelopes provided by the awarding bodies, or the hard-backed envelopes when these have been provided for certain exams. Contact the relevant awarding body if you need more envelopes. Check that you have included every exam script or language tape from the exam and that envelopes are securely sealed and not damaged in any way before dispatch. Include the top copy of the attendance register, placed at the top of the pile of exam scripts. If applicable, include any other documents as requested by the awarding bodies. Stick the whole label firmly to the largest face of the package. Make sure it is crease-free and bar codes are not distorted. Use clear tape or glue to fix labels that have been faxed or emailed and printed on plain paper. Do not use string to secure packages as it obscures the bar codes on the pre-addressed yellow labels and can cause delay or loss of exam scripts. Clear tape or glue can be used to secure packages. Packaging checklist 3 Ensure you have sufficient stock of large plastic envelopes provided by the awarding body. 3 Check that envelopes are securely sealed. 7 Do not put exam scripts from different exams into one envelope, even if they are going to the same address. 7 Do not overfill envelopes. Do not overfill packages. Never attach two packages together, as they can easily become separated and get lost. If you have too many exam scripts to fit in one large plastic envelope, you will be sent extra labels so that you can split the exam scripts into separate packages. If you require additional pre-addressed yellow labels, you can request these from the awarding body. Small packages Cassette tapes and packages containing fewer than 10 exam scripts are significantly more likely to go missing or be damaged in transit. Some awarding bodies use bubble wrap, jiffy bags or cardboard when dispatching blank cassette tapes and exam papers to centres. Where possible, please reuse this packaging to protect cassette tapes and bulk out small packages before sealing them in one of the large plastic envelopes. 6 Secure dispatch of exam scripts
Booking collections Scheduled collections If you have timetabled exams on three or more days during any week in the exam series, your centre will have daily scheduled collections. Parcelforce Worldwide will contact you before the start of each exam series to arrange a mutually convenient two- to threehour time window to collect your exam scripts. This will be tailored to your centre s closing time and Parcelforce Worldwide schedules. The Parcelforce Worldwide driver will visit your centre every day during the agreed time window, even on the days when you do not have an exam. If the last exam in your centre finishes before the end of the series and you no longer require daily collections, please inform your driver. If your centre has early exams or externally marked coursework that needs to be dispatched before the main exam series, you will also need to contact Parcelforce Worldwide to arrange an ad hoc collection, even if your centre normally has scheduled collections. Booking collections checklist 3 Arrange exam script collections with Parcelforce Worldwide before every exam series. 3 Agree a collection time window and pick-up point. 3 Book additional ad hoc collections for early exams or externally marked coursework. 3 For ad hoc collections, record each booking reference number on the Exam dispatch log. Functional skills collections The Qualifications and Curriculum Development Agency (QCDA) has no visibility of which day you will choose to hold functional skills exams that are not timetabled on a specific day. Therefore they will not count towards your scheduled collections. If you do not already have scheduled collections, you will need to book an ad hoc collection to dispatch functional skills exam scripts. Ad hoc collections If you have two or fewer timetabled exam days every week during the exam series, you will need to contact the Parcelforce Worldwide Exams Helpdesk on 0844 561 7998 or go to www.parcelforce.com/education/qcda to arrange your ad hoc collections. Collections can be arranged up to 14 days before your first exam and need to be booked at least 24 hours in advance. You will be given a booking reference number for each ad hoc collection. You should note these numbers on the Exam dispatch log for your reference. Standardisation Occasionally, your awarding body may require you to dispatch a sample of exam scripts for a standardisation meeting using a courier other than Parcelforce Worldwide. The awarding body will assume responsibility for the exam scripts, and you should follow the awarding body s instructions. Secure dispatch of exam scripts 7
Managing collections Preparing for a collection Ensure packages are ready to collect at the agreed pick-up point at the beginning of your collection time window whenever possible. Make sure that a nominated person is available to give the packages to the driver. Always make sure that packages are stored securely until your driver arrives. This could be in a safe, or in a secure locked cupboard in an office that is occupied at all times. Exam dispatch log The Exam dispatch log is your proof of dispatch for all exam script packages, and completed copies should be stored safely. Use a new Exam dispatch log for each day you have collections. Fill in the details at the top, including your booking reference number if you have ad hoc collections. Record the consignment number, exam date and paper number for the label you are using, and tick the appropriate column if you are sending Managing collections checklist 3 Ensure packages are ready to collect and that the Exam dispatch log is filled in at the beginning of your collection time window whenever possible. 3 Store packages safely until the driver arrives. 3 Make sure someone is available to give the packages to the driver and to ensure that the driver signs the Exam dispatch log. 3 Contact Parcelforce Worldwide if the driver misses a collection. 3 Dispatch packages on the day of the exam whenever possible, and always by the following working day at the latest. only a blank attendance register. Make sure your driver signs the Exam dispatch log to show proof of dispatch. To make the system as efficient as possible, complete the Exam dispatch log before your driver is due to arrive whenever possible. Missed collections If your driver fails to make a collection, ensure the exam scripts are stored securely overnight by returning them to the exams office or a suitable secure storage area. Contact the Parcelforce Worldwide Exams Helpdesk to let them know the collection was missed and to rearrange collection for the following day. Note the missed collection on the Feedback form. Centres with multiple sites Parcelforce Worldwide can only collect from sites with a registered National Centre Number (NCN) (through which your entries will have been made). Alternative sites that have entries during the exam series will need to arrange for packages of unmarked exam scripts to be taken to the registered address for collection. Transferred candidates Your centre may be hosting a candidate who was originally entered for the exam by another centre. When this happens, the awarding body will send pre-addressed yellow labels and a letter confirming the arrangements you should make to dispatch your exam scripts. Alternatives to having packages collected Taking your packages to a Parcelforce Worldwide depot or an Express Post Office that accepts Parcelforce Worldwide packages is another method of dispatching your exam script packages. You can find out which post 8 Secure dispatch of exam scripts
offices provide this service by clicking on the depot locator tab on the website www.parcelforce.com/education/qcda or by calling 0844 561 7998. You can also find your nearest Parcelforce Worldwide depot on the same website or alternatively telephone the above number. If you take your packages to a Parcelforce Worldwide depot or Express Post Office, do not forget to bring your completed Exam dispatch log with you and to check what time they close. Ask staff to stamp the Exam dispatch log to show proof of dispatch or obtain a receipt. Managing collections before a half term Summer half term usually follows a busy week of exams and includes a bank holiday. Exam script packages must not be held in centres during half term. We therefore provide a number of methods for centres to dispatch exam scripts before the summer half term. It is very important that you plan what procedure you will be following. Unmarked exam scripts must be dispatched to examiners without delay on the same day whenever possible and in all cases by the following working day at the latest, in accordance with Joint Council for Qualifications (JCQ) regulations, which can be found at www.jcq.org.uk. Half term collections checklist 3 Step 1 Have all, or as many as possible, of your packages ready for collection from your centre at the usual time on the Friday before half term. If it is not possible to dispatch all of your unmarked exam scripts on the Friday, follow step 2, 3, or 4. 3 Step 2 Take any remaining packages to an Express Post Office that accepts Parcelforce Worldwide packages on the Friday before half term or on the next working day and no later than the Tuesday. Check the time the Express Post Office closes, and do not forget to bring your Exam dispatch log to be stamped. 3 Step 3 Take your packages to your nearest Parcelforce Worldwide depot before 7.00pm on Friday or on the next working day and no later than the Tuesday. 3 Step 4 Book a Parcelforce Worldwide collection for the first working day of half term (this will usually be the Tuesday following the bank holiday Monday), and arrange for a responsible person to be in your centre to give the exam script packages to the driver. You will need to contact Parcelforce Worldwide to arrange this even if you have scheduled collections, as your driver will not usually visit your centre during half term. Secure dispatch of exam scripts 9
Ensuring the service runs smoothly Briefing other members of staff If you are an exams office staff member who also teaches, or you work in a large centre and have other responsibilities that keep you away from your office, ask others to assist in the process of handing over packages and getting the Exam dispatch log signed. This will avoid delays if you are not available when collections are made. Explain the collection process and the expected time of collections to your reception or administration team, and emphasise the need for the packages to be kept secure. To download a copy of Dispatching exam scripts checklist, visit www.qcda.gov.uk/examsoffice and click on dispatch of exam scripts. Feedback QCDA, awarding bodies and Parcelforce Worldwide strive to ensure the safe delivery of all unmarked exam scripts. To help us monitor and improve the secure dispatch of exam scripts service, please fill in a hardcopy Feedback form during each exam series and submit your feedback online via the QCDA website at the end of the series. This feedback enables us to make continuing improvements to the service you receive. Briefing other members of staff checklist 3 Nominate one or more colleagues to be responsible for dispatching exam scripts when you are unavailable. 3 Ensure colleagues understand how the process works, and which helpdesk to call if they have any questions in your absence. 3 Make sure others know where labels and envelopes are stored. 3 Ensure your centre s reception staff know who to contact when the driver arrives, and what to do if an expected collection is not made. 10 Secure dispatch of exam scripts
Helpdesks Query To book an ad hoc collection For questions about collections To report a missed collection To find your nearest depot To track a package To find your nearest depot To book an ad hoc collection To find your nearest Express Post Office branch that accepts Parcelforce Worldwide packages For any questions about pre-addressed yellow labels, including: lost or damaged labels labels that haven t arrived wrong labels that were used by mistake If you need more large plastic envelopes To ask general questions or provide comments to QCDA For latest updates For more information about the service To download copies of the Exam dispatch log and Feedback form To submit feedback online at the end of each exam series Contact Parcelforce Worldwide Exams Helpdesk Parcelforce Worldwide Post Office Helpline AQA Edexcel OCR Customer Contact Centre WJEC Helpdesk CCEA (ICAA exams) QCDA Enquiry line QCDA Telephone/email/web Telephone 0844 561 7998 www.parcelforce.com/education/qcda Telephone 08457 22 33 44 www.postoffice.co.uk Telephone 0870 410 1036 examinerlabels@aqa.org.uk Fax 0161 455 5485 GCSE Telephone 0844 576 0027 GCE Telephone 0844 576 0025 The Diploma Telephone 0844 576 0028 Telephone 01223 553998 general.qualifications@ocr.org.uk Telephone 029 2026 5089 yellowlabels@wjec.co.uk Telephone 028 9026 1228 Telephone 01962 737 518 Telephone 0300 303 3011 info@qcda.gov.uk www.qcda.gov.uk/examsoffice Secure dispatch of exam scripts 11
About this publication Who is it for? This booklet is for exams office staff and reception staff responsible for dispatching exam scripts. What is it for? It provides information and guidance on using the secure dispatch of exam scripts service. What does it cover? Working with the service Labelling and packaging exam scripts Booking and managing collections Ensuring the service runs smoothly Contacting helpdesks Related materials Packaging and labelling exam scripts checklist Reference QCDA/09/4389 Dispatching exam scripts checklist Reference QCDA/09/4388 For more copies Email orderline@qcda.gov.uk or download from www.qcda.org.uk/orderline Reference QCDA/09/4387 Information and contacts See Helpdesks section on page 11 or visit www.qcda.gov.uk/examsoffice and click on Dispatch of exam scripts. Qualifications and Curriculum Development Agency 83 Piccadilly, London W1J 8QA Telephone 0300 303 3010 Textphone 0300 303 3012 Fax 0300 303 3014 info@qcda.gov.uk www.qcda.gov.uk Working in partnership with