Storing conidential materials (c) If you make entries for a particular component

4.4 Storing conidential materials (c) If you make entries for a particular component

and subsequently withdraw all entries for that This section explains our regulations for storing

component, you may still receive the question conidential materials. You must store question papers

papers for that component. If this happens, store securely and in full compliance with our regulations.

the question paper packets unopened in your secure storage until after the release of results for the

4.4.1 Checking conidential materials

relevant series.

(a) On completion of the checks in section 4.3, move (d) You must store exam stationery, materials and all conidential materials to your secure store. Check

secure materials downloaded from CIE Direct and question paper packets against the exam timetable

the digital ile despatch area securely until the time and arrange them in order to reduce the possibility

they are needed. If you have printed them off they of opening a packet at the wrong time.

must be stored securely with your other question (b) Do not open packets of question papers and other

papers and conidential materials. conidential exam materials until the time set for the

(e) If you have to keep answer scripts in storage before relevant exam, except in the circumstances below. If

despatching them they must be sealed and stored you are unsure, contact us.

under the same secure conditions as question paper • Conidential instructions – Certain conidential

packets and other conidential exam materials. materials, such as instructions for practical exams,

(f) If a member of staff is involved in administering must be opened before the exam. The instructions

an exam that is being taken by a person in whom on the front of the packet will tell you whether you

they have an interest (see section 2.1.5 for a full should open it before the exam. If you are unsure

deinition), the Head of Centre must make sure that whether to open the packet contact Customer

they do not have unaccompanied access to exam Services or your Cambridge Associate. Make

materials, either before the exam (for example, arrangements to safeguard conidential instructions

questions papers and question paper packets), or after opening. Do not remove them from the

after the exam (for example, answer scripts). If the building. When they are not in use, return them to

member of staff is the exams oficer, another person your secure storage facilities and store them under

must be present for all the administration relating the same secure conditions as the rest of your

to that person’s exams. A member of centre staff exam materials. Do not photocopy the conidential

other than the exams oficer must authorise any instructions. The Head of Centre is responsible for

documentation connected with the person in whom making sure these materials remain conidential and

they have an interest taking the exam (for example, that no information about them reaches candidates.

access arrangements forms). The member of staff Under no circumstances should you discuss or

must also complete Entries – Form 1. See section share the conidential instructions with any other

2.1.5 for more details.

centre. Contact us if you have any questions about conidential instructions. • Literature question paper packets – You can open certain literature question paper packets for plain text or open book exams one hour before the start of the exam in order to check the page references to speciic editions of texts. The head of department or appropriate teacher must open and check them in the presence of the Head of Centre or their deputy. • Pre-recorded materials – Where conidential material is pre-recorded on CDs or other media, you must make arrangements, before the exam, to test the material according to our instructions in sections

5.7.2 and 5.7.6. • Erratum notices – You must open erratum notices

as soon as they arrive, unless otherwise stated on the envelope. Once you have read them you must place them in secure storage until the timetabled date and time of an exam.

88 4 Before the exams Cambridge Handbook 2018 (UK)

4.4.2 Storing conidential materials

Keep the keys and any access codes to both the secure container and the room in a secure place

You must follow the regulations below for storing where unauthorised people cannot access them. conidential materials. Each key holder should be able to access the exam

(a) Store question paper packets unopened, in a place materials independently, in case the other key of high security, ideally a non-portable strong safe. If

holders are not available for unexpected reasons.

a safe is not available, use a non-portable, lockable, The safe or cabinet, and any other security reinforced solid metal cabinet or similar. If you use measures, must be securely locked whenever

a cabinet like this, it must be bolted to the loor or conidential materials are present, other than when wall and itted with suficient locking bars to prevent

being accessed by authorised staff.

the doors being forced open. One external locking bar across the middle of a tall cabinet may not be

(c) Keep the secure safe or cabinet in a securely locked suficient.

room in a ixed building where walls, ceilings and loors are of solid construction. The door to the

(b) A minimum of two and a maximum of three secure room must be solid or reinforced and itted authorised people must be key holders, for example with strong tamper-proof hinges. Any glass panels in the Head of Centre, the exams oficer and another the door must be strongly reinforced or have bars. member of staff. Key holders do not need to be

senior members of staff but they should have a clear The room the secure safe or cabinet is in should have understanding of our question paper regulations.

no internal or external windows. Where this is not It is up to the Head of Centre or exams oficer to

possible, it windows with bars or it the room with nominate an appropriate member of staff to be a

an alarm (which must be switched on at all times). key holder. Only key holders should have access to

Ideally this room should be located on an upper the secure room and to the secure container holding

loor.

the question papers and conidential materials. (d) Tell us immediately if the security of the question papers or conidential materials is put at risk by ire, theft, loss, damage, unauthorised disclosure or any other circumstances.

Storing question papers

Room should be in a fixed building where the walls, ceiling and floor are of solid construction.

Internal windows must have bars. Alternatively,

Solid door with

an alarm system should

strong hinges and

be fitted and activated.

a secure lock.

A safe or non-portable, lockable, reinforced-metal cabinet. Fitted with a locking bar and bolted to the floor.

Cambridge Handbook 2018 (UK) 4 Before the exams 89

4.4.3 Storing conidential materials