Preparing your exams timetable
1.2 Preparing your exams timetable
To maintain the security of our exams all Cambridge International schools are allocated to one of six administrative zones. Each zone has a specific timetable. All UK schools are in administrative zone 3. We publish a separate timetable for the UK. It is essential that you use the correct version of the timetable.
The timetable shows the date, session and duration of each exam, including the range of dates for practical and oral exams. You must also follow our Key Time regulations when timetabling your exams.
Each country has a Key Time for the morning and afternoon timetable session. The Key Times for the UK are:
• June series: 10.00 BST and 14.00 BST • November series before the clocks go back: 10.00 BST and 14.00 BST • November series after the clocks go back: 09.00 GMT and 13.00 GMT.
For timetabled exams other than Cambridge Pre-U, all candidates must be under Full Centre Supervision or in the exam at the Key Time. See sections 4.6.1 and 4.6.2 for more information.
All exams must take place in the sessions stated on the final timetable. If you have a timetable clash you may be able to carry out a timetable deviation.
As soon as the final timetable is available work out how many exam rooms you need and book them. Decide how you are going to make sure your candidates know where and when their exams will take place. You should also create a timetable specific to your centre that you can display somewhere for all your candidates to see.
1.2.1 Provisional and inal timetables
Regulations
We construct our timetables to avoid setting exams that will cause major logistical dificulties and timetable
(a) You must use the inal version of the timetable clashes for centres and candidates. However, this is
when planning your exams and telling
a complex task with many constraints and it is not candidates the dates and times of their exams. always possible to produce timetables that suit all the
(b) In certain exceptional circumstances, in order countries we work with.
to maintain the security and integrity of our In May we publish a provisional version of the timetable
question papers we may need centres to take for the following June series. In October we publish a
an exam component at a different time to provisional version of the timetable for the following
that speciied on the inal timetable. In such November series. Provisional timetables are available
circumstances we will write to you to let you from the ‘Support Materials’ section of CIE Direct.
know the new timetable arrangements. When they are published, you can let us know if you
have any major concerns. Email any comments to [email protected] with ‘June/November
Important dates
series provisional timetable’ and your centre number in
Publication of inal timetable:
the subject line. • June series: end of October 2017 Because the timetables take into account a wide range of interests and constraints, we only make changes in
• November series: end of March 2018 exceptional circumstances. Once we have considered any comments we publish
the inal version of the timetable to the ‘Support Materials’ section of CIE Direct and our public website (www.cambridgeinternational.org/timetables). After the inal timetable has been published, we cannot accept any requests to change exam dates.
28 1 Preparation Cambridge Handbook 2018 (UK)
1.2.2 Timetabling exams
1.2.3 Timetable deviations
The timetable will show which session timetabled Before the exam series starts, study the inal timetable exams must be taken in:
to see if you can identify any timetable clashes. • Timetable clashes occur when, for various reasons,
Morning (AM) candidates cannot take papers in the timetabled • Afternoon (PM).
session.
Regulations
In some circumstances candidates may be taking different papers timetabled in the same session. Work
(a) Candidates must take timetabled exams in the out whether the candidates involved can sit the exams session shown on the inal timetable and in
one immediately after the other. If this is not possible, accordance with our Key Time regulations.
you may be able to carry out a timetable deviation. (b) The Key Time is a time, speciied by Cambridge
Exams must never be taken on an earlier day than the International, deined by the location and
scheduled date.
country of a centre, when all candidates taking
We recommend you use our
timetabled exams must either be in the exam or
‘Create your centre’s exam timetable’
under Full Centre Supervision. This maintains the
template to prepare for the exam series:
security of our question papers. www.cambridgeinternational.org/timetablingexams The Key Times for the UK are:
• June series: 10.00 BST and 14.00 BST
Regulations
• November series before the clocks go back: (a) Timetable deviations are delegated to centres.
10.00 BST and 14.00 BST This means it is up to the Head of Centre to • November series after the clocks go back:
propose arrangements to resolve timetable
09.00 GMT and 13.00 GMT. clashes. You do not need to apply for timetable (c) The JCQ start times of 09.00 for the morning
deviations. However, the Head of Centre session and 13.30 for the afternoon session
must make sure your proposed arrangements work with our Key Times, except in the following
meet the regulations set out in this section of instances:
the handbook. You must keep a record of the proposed arrangements on ile.
• it is an afternoon exam in the November series after the clocks have gone back
(b) Wait until you have submitted your entries and • received your timetable clash report before
it is an exam during British Summer Time proposing arrangements for resolving any that is less than an hour long.
clashes.
In both of these situations you must make (c) It is up to the Head of Centre to propose the sure that candidates are under Full Centre arrangements for resolving a clash of two or Supervision or taking their exam at the Key Time. more papers. Wherever possible candidates
(d) For Cambridge Pre-U exams in the June series, should take papers on the day on which they are you do not need to worry about Key Times.
timetabled. If papers are moved to a later date, Follow the start time of 09.00 for the morning
which must be no more than 24 hours after session and 13.30 for the afternoon session as
the published date, you must guarantee full speciied on the Cambridge Pre-U timetable. You
supervision of candidates during the intervening also have the lexibility to start the exams half
period.
an hour earlier or later than the published start times.
Extra guidance
Watch our video to ind out how to prepare your exams timetable using Key Times. It is available at www.cambridgeinternational.org/ timetablingexams
Cambridge Handbook 2018 (UK) 1 Preparation 29
Regulations (continued)
(d) You must not vary the timetable if a timetabled (j) In all circumstances the candidate(s) must be exam clashes with any of the following:
supervised. This means that a member of centre • staff must be in the same room as the candidate(s)
work experience at all times. The candidate(s) must not have any • a school function or closure (unless by national electronic communication/storage device with
or local instruction) them and they must not have internet access. • national or public holidays
• (k) When candidates are entered for three or more
a ield trip exams timetabled for the same day and the total • family holidays and weddings duration for those papers is signiicantly more
• another awarding body’s exam at the same than six hours, candidates may be allowed to take level and in the same subject, or in a subject
an exam in the earliest possible session on the with signiicant overlapping content
next day, including Saturdays. • being required to sit three or more subject
(l) If a candidate is entered at two different centres papers, totalling less than six hours on the
and is required to sit exams in both centres on same day
the same day, we will give speciic instructions in • participation in national or local events.
each individual case regarding the security of the question paper.
(e) If candidates are taking two or more exams in a session, you may decide the order in which to hold
(m) Candidates who take an exam on a later day than them. Candidates may be given a supervised break
the timetabled exam must be supervised from between exams within a session. You must follow
the Key Time until they start their rescheduled all arrangements for invigilating candidates during
exam. You must appoint a member of staff to and between exams. Supervisors must comply
supervise the candidate at all times while they are with our invigilation requirements. You must make
on the premises. The supervision of a candidate sure the question papers remain secure and Key
on journeys to and from the centre and overnight Times are observed. You will limit any disruption if
may, however, be undertaken by the candidate’s the exam with the largest number of candidates is
parents/guardians/carers or centre staff. You held irst.
should determine a method of supervision which ensures the candidate’s wellbeing and maintains
(f) If candidates are taking two or more papers the security of the exam. In all such cases you timetabled in a session and the total time is more
must:
than three hours including extra time, you can hold the exams in a later or earlier session (within
(i) inform the parties involved that breaking the the same day) than the published time. You must
conditions of overnight supervision may lead follow all arrangements for invigilating candidates
to penalties or sanctions being applied to the during and between exams, and must make sure
candidate’s exams
question papers remain secure as set out below. (ii) be satisied that the arrangements meet our (g) Candidates who take an exam earlier than the
regulations for maintaining the integrity and published start time must stay under supervision
security of the exam
until the Key Time has passed. You must make sure (iii) inform us immediately of any known or that question papers used by those candidates are
suspected breach of the arrangements for kept in secure storage.
supervising a candidate overnight. (h) For exams that last less than one hour, candidates
The Head of Centre must be satisied that any must be supervised and question papers must be
arrangement for supervising a candidate overnight kept in secure storage.
is necessary and accept full responsibility for the security of the exams throughout. If the candidate
(i) Candidates who take an exam later than is offered the opportunity to sit all of the exams the published start time must be kept under
on the scheduled day, you can submit a request supervision from the Key Time until they begin the
for special consideration for the inal paper the exam. If some candidates are allowed to take an
candidate sits.
exam in a different session from other candidates, place all copies of the question paper used in
(n) Exams must never be taken on an earlier day than the earlier session in a sealed envelope and store
the scheduled date.
securely.
30 1 Preparation Cambridge Handbook 2018 (UK)
1.2.4 Additional sessions for practical enquiries about results period, unless we request the
form beforehand.
and listening exams for Cambridge IGCSE,
(c) A member of centre staff should normally supervise
Cambridge O Level and Cambridge
a candidate overnight, if necessary, although in
International AS & A Level
cases where you feel that parental supervision can (a)
be guaranteed, we may accept this. The person space for all of your candidates to take a practical or
If you do not have enough equipment or
appointed must supervise the candidate from the listening exam at the same time, you may arrange
end of one exam to the start of the other exam; one or more additional sessions on the same
this includes collecting them from and delivering day. If you intend to hold additional sessions you
them to the centre. The candidate must have no must submit an additional sessions request using
outside contact with anyone taking the exam. This Preparation – Form 2 as soon as possible and at least
includes telephone calls, text messages, faxes, emails four weeks before the day of the affected exam.
and internet access. The Head of Centre must be Make sure you note the times of the additional
fully satisied that arrangements will maintain the sessions on the form and how your centre will
security of the exam.
supervise groups of candidates. You do not need (d) Any infringement of the conditions governing to list all candidates affected when you submit the
supervision may mean that we are unable to issue form. However, you must make accurate seating
results or that we withdraw the centre’s eligibility. plans and attendance registers for each session,
and keep these until the end of the enquiries about
Administrative forms
results period. For practical tests you must supply copies of the seating plan and attendance registers
Forms available from
with the supervisor’s report.
www.cambridgeinternational.org/forms
(b) The exam may be taken by several groups in • Timetable Deviation and Additional Sessions: different sessions, with staff supervision to make
Preparation – Form 2
sure that security is maintained. There must be no • Candidate Supervision Declaration: Preparation contact between groups taking exams in different
– Form 7
sessions until all groups have completed the exam. All conduct must comply with our regulations for Key Times and Full Centre Supervision.
1.2.6 Cambridge Primary Checkpoint
1.2.5 Supervision arrangements and Cambridge Lower Secondary Checkpoint
(a) Supervision of a timetable deviation should normally (a) You must conduct Cambridge Primary Checkpoint
be carried out by centre staff, from the end of one and Cambridge Lower Secondary Checkpoint tests exam and/or session to the beginning of the second
within the window speciied in our key dates. exam and/or session. You should also undertake this
(b) Work out when your candidates will take the test supervision if the candidate(s) travel(s) to an exam
and how many rooms you need.
from another event or exam. If it is not possible for centre staff to supervise the candidate(s), we
(c) If you do not have enough space for all of your are prepared to accept supervision by another
candidates to take a test at the same time, you may responsible adult acceptable to you and the
arrange one or more additional sessions on the same candidate. The Head of Centre must be satisied that
day. If you intend to hold additional sessions you such an arrangement will maintain the security of
must submit an additional sessions request using the exam and report any infringements. We will hold
Preparation – Form 2 as soon as possible and at least the Head of Centre responsible if we ind that there
four weeks before the day of the affected test. Make has been any breach of regulations. We may take
sure you note the times of the additional sessions on action against you, and that action could include
the form and how your centre will supervise groups removal of Cambridge International registered
of candidates. You do not need to list all candidates centre status.
affected when you submit the form. However, you must make accurate attendance registers for
(b) The supervising adult is required to give you a each session, and keep them until after results are written guarantee of security by illing in Preparation
released.
– Form 7. This should conirm that they will collect candidate(s) from the centre and deliver them back. You must keep this form until the end of the
Cambridge Handbook 2018 (UK) 1 Preparation 31
(d) The tests may be taken by several groups in different
sessions, with staff supervision to make sure that security is maintained. There must be no contact between groups taking exams in different sessions until all groups have completed the test. All conduct must comply with our regulations for Full Centre Supervision.
(e) Create a timetable speciic for your centre and
display it so candidates can see when and where their tests will be.
(f) You must return your scripts to us by the deadline speciied in our key dates. See section 5.4.2 for more information.
(g) We will publish results information on the date
speciied in our key dates. See section 6.8 for more information.
Important dates
Cambridge Primary Checkpoint and Cambridge Lower Secondary Checkpoint test periods:
• May series: 9–27 April 2018 • October series: 8–19 October 2018
32 1 Preparation Cambridge Handbook 2018 (UK)