How to make an Examination Entry
EXAMINATION ENTRY INFORMATION
Oxford Open Learning will give whatever help we can with examination information, finding an exam centre and authenticating coursework, but entering examinations is entirely the responsibility of the student, and the contract for sitting examinations is between the student and the exam centre. We are not an exam centre and therefore although we can give information and guidance, we cannot make your entry for you, or change an incorrect entry. Please understand that we are not in anyway associated with either AQA, Edexcel or with your exam centre, although we do have good contacts with many of them.
Oxford Open Learning will take no responsibility for late, wrong or missing entries, nor do we have any influence over the charges made by exam centres. The notes below are intended to give an overview of the process. They are for guidance only and all candidates should make their own enquiries with examinations boards and individual exam centres. Please read the AQA or Edexcel Guides for Private Candidates, which can be obtained from their respective publications departments ( telephone numbers are provided at the end of this web page ) or can be downloaded from the relevant web sites ( see `Links' ). It is important that you read these documents carefully before making your entry.You will also find all the exam/coursework forms that you might require in these publications.
The information below relates to examinations administered by AQA or Edexcel (IGCSE). Arrangements for examinations administered by other boards may be different but OOL/OHS do not use any other boards.
Examination Officers accept Private Candidates at their own discretion and it is our experience that an examination officer will usually look more favourably on well organised candidates. We therefore strongly recommend that students read the introduction to their OOL/OHS coursepack very carefully before contacting an exam centre. This will provide essential information about the syllabus, specification code, entry level and units to be entered. Our feedback from exam officers is that they like to help, but that they are extremely busy and one bad experience with any candidate may mean that no others will ever be accepted in the future. Please do not spoil the chances of other students in your area by upsetting an exam officer who has attempted to help you. The guidelines below will be useful.
Very Important Guidelines for keeping your Exams Officer happy:
- Make sure that you know your syllabus/specification number and unit codes, do not go along with no information or the wrong information.
- Once you have found a centre, do not keep pestering your exam officer with questions which can be answered by reading your coursepack, this web page, the exam board web pages or the letters we send to guide you through the exam process. If in doubt contact your OOL Student Adviser or your tutor first.
- Make sure that you provide your contact phone number and current address. Exams officers who spend hours trying to contact a candidate get very cross. Always give them Oxford Open Learning's phone number ( 01865 798022 and the information sheets we provide) as well as your own, so that they have a reliable contact during office hours.
- Do not be late for exams or fail to turn up without telling anyone. If you are withdrawing from an exam or are unable to get there on the day, please always tell your exam centre asap. Exam officers get extremely stressed if they have to delay an exam for their own students while they try to make contact with a missing private candidate.
- Always pay your fees even if you do not sit the exam. The exam officer will often have had to do as much work for candidates who have withdrawn as for those who actually sit.
- Please treat your exam officer with courtesy and respect. They are not obliged to help you and if they do they are trusting that you will not take up a disproportionate amount of their time.
- If you provide a stamped addressed envelope the exam officer will always be able to post your results to you even if you are unable to collect them in person.
8. Always say "Thank you".
Oxford Open Learning attempt to guide all their students through the labyrinth of the exam system using a series of simple steps, beginning in December and aimed at those people sitting the following June. We send out letters and various forms during January, February and March, but if you ignore or lose them we cannot help you. Students sitting for exams at any other time than May or June should be aware that they will have to be responsible for obtaining deadline dates and meeting exam board requirements without our step by step instructions, although we will of course do all we can to help with arrangements.
PRIVATE AND EXTERNAL CANDIDATES
When Oxford Open Learning students sit their exams they are referred to as Private Candidates. Being a Private Candidate is also known as being an External Candidate. However, if you are enrolled on a school or college course, you will sit exams with them as an Internal Candidate.
Very important: a candidate may not enter as both a private candidate and an internal candidate at the same centre in the same examination series.
CLOSING DATES FOR SUMMER EXAMINATIONS
The closing date for GCSE examination entries is 21 February.
The closing date for AS and A2 level examination entries is 21 March.
Note: these are the dates by which AQA/Edexcel must have received notification of your entry, not the dates by which you should have applied to the examination centre. Please ensure you contact your chosen centre well before the end of January.
Late entries can be made but there will be a substantial charge.
FINDING AN EXAMINATION CENTRE
Private candidates may enter for examinations through any AQA or for IGCSE any Edexcel registered school, college or private tuition centre willing to accept external candidates. Both AQA and Edexcel publish lists of their centres by region but their acceptance of external candidates is not guaranteed. They are usually sent out with the Information for Private Candidate Guidelines and for AQA, can be accessed from the link on this page. You may also feel free to contact them on 01483 506506 for AQA, or 0870 2409800, email; private.candidate@edexcel.com for Edexcel and ask for details.
Oxford Open Learning will send a letter to students in December explaining the ways to find an exam centre. There are many choices and the best are explained below;
You can use the exam board list of centres by region, but remember these are only centres that may be prepared to take you.
Look in the Yellow Pages under `Further Education' or `Tutors and Tutoring', and then ring schools and colleges that are convenient for you, even if they are not on the exam board list.
Independent, Private Schools and especially Private Tutorial Colleges are often more helpful than overstretched state schools.
Your own old school or your child's school will often take you even if they do not normally accept external candidates, therefore they are always worth trying. Make your connection with the school clear before asking.
Faith schools, especially if you are a member of that particular faith are also often helpful.
OOL/OHS also keep a data base of every exam centre that has taken our students in the past, and although we cannot guarantee that there will be a centre in your neighbourhood, we can usually help you to locate the closest. Please see the post code map in the links section and then contact your Student Adviser if you are still having difficulty.
Students in the Armed Forces may well follow a different procedure and they should contact their Student Adviser for further guidance.
Note: Please read the guidelines for keeping your exam officer happy before contacting centres. Be prepared to make quite a lot of calls to different centres, as not every centre will offer every examination and there different reasons for centres being unable to help. You should check that your chosen centre offers the examination(s) that you wish to sit. If they cannot accept you, it may well be because they do not have students of their own sitting your particular exam.
BOOKING EXAMINATIONS
Exams with no coursework or oral components are the easiest to arrange. You will only need to pay the fee,submit an exam entry form, satisfy the exam centre of your identity and provide your address and contact details. There are no other entry forms required.
IGCSE, please note that any registered Edexcel exam centre is in principal able to offer the IGCSE and there is no coursework for IGCSE exams or oral requirement for languages. However, this is a recent development and there are many centres/exam officers who may not be aware of this. If your exam officer is in doubt, please ask them to speak to OOL/OHS as we can clarify.
AQA A level French or Spanish exams do not have coursework, but because of the oral component they can be the some of the most difficult to organise and the number of centres willing to help is severely restricted.
2) EXAMINATIONS WITH A COURSEWORK COMPONENT
For OOL/OHS candidates these are only AQA exams not Edexcel IGCSEs
OOL students sitting examinations with an optional coursework component are always expected to choose the written examination paper and not the coursework option. For examination purposes, it is always easier for private candidates to avoid coursework if possible. However, if coursework is compulsory, this will be made clear in your coursepack.
There are various ways of examining and marking coursework, depending on your learning provider and this can cause confusion at exam centres. Please inform your exam officer that any coursework submitted by Oxford Open Learning students is marked by AQA moderators. It is not marked by Oxford Open Learning tutors or anyone at your exam centre. Your exam officer will therefore only need to post your coursework on to the same AQA moderator as used for their own students. Oxford Open Learning will deal with all other aspects of your coursework, ie authenticating, providing the correct paperwork and collecting it in time to meet deadlines. We follow the procedure detailed below, please read it carefully it can be quite confusing as there are specific forms you must use.
STAGE 1: INITIAL ENTRY
Students should complete the exam entry forms provided by their exam centre before the deadline set by each individual centre. This usually involves going to the centre in person to establish your identity, sometime in January.
When coursework is involved, students must submit a `Private Candidate Coursework Information Form`(Form 1) at the same time as they make their exam entry. This can be downloaded from the web, but if you are sitting your examination in June, Oxford Open Learning will send you a copy of this form in early January. It must be given to your exam centre when you fill in your examination entry forms and the centre should send it to AQA. If you do not receive this form, please inform your Student Adviser before the end of January. A separate `Private Candidate Coursework Information Form' is needed for each subject. PLease note, sometimes exam officers are not clear about what to do with form, if this is the case, please make sure that you send the completed form direct to Coursework Processing, AQA, Devas Street, Manchester, M15 6EX. DO NOT keep it until you send in your final coursework, this will cause problems.
Completing the Private Candidate Coursework Information Form (Form 1)
Sections 1 and 2: complete and check your subject entry code or Component code carefully.(We will send this information to you in January)
Section 3: tick option "(3)"and write "studying with OOL/OHS"
Section 4:
Name: Insert the name of your OOL/OHS tutor (authenticator)
Address: Insert your tutor's home address and phone number
Authenticator's Occupation: Oxford Open Learning Tutor
Relationship to Candidate: Tutor
Arrangements made: "We have followed standard OOL/OHS authentication procedures"
Section 5: complete
Section 6: signature and date
Note: AQA reserves the right to confirm with your tutor that the arrangements described above have been strictly adhered to.
Providing you have had sufficient contact with your tutor over several months, have submitted at least four Tutor Marked Assignments, followed the guidelines in your course materials and completed your coursework in time for our deadline, your coursework will be authenticated ( i.e. confirmed as having been produced by you and not anyone else ) by your tutor and then marked by the exam board in due course. If you have not followed these guidelines, then your tutor has the right to return coursework to you, without authenticating it. Please note that Oxford Open Learning tutors reserve the right to refuse to authenticate any coursework at their own discretion. Any student who is considered to be using unacknowledged material from the internet will be automatically refused authentication.
Coursework is marked by an AQA appointed moderator, not your tutor. This means that coursework has to be submitted much earlier than your written exam and that, unlike internal students, your mark will not be available until final results in August.
STAGE 2: SUBMITTING COURSEWORK; FORMS AND PROCEDURE
In late January or early February, Oxford Open Learning will be sending you a letter asking for details of your examination centre and candidate number, this will be called the` Permission Form' or (Form 3). This form is extremely important, it allows us to make enquiries on your behalf with your exam centre or with the board and should you encounter any problems at a later date we will be able to help. Without this form, we cannot help you.
As well as the Permission Form, we will also send you the `Private Candidate Record Form' (Form 2). This form should be read extremely carefully and has to be signed by both the you and your tutor. DO NOT forget to attach a Private Candidate Record form to your final coursework, without this form correctly filled in and signed, you cannot submit your coursework for marking. The boards are not flexible over incorrect forms or missed deadlines. You are likely to invalidate your entry if you do not follow the rules and meet these deadlines.
The final version of your COURSEWORK and SIGNED FORM 2 should be sent to your tutor BEFORE THE 30th MARCH to allow time for authentication. We strongly advise Special, Registered or Recorded delivery, please consult your tutor.
Always keep a copy of your final work.
Oxford Open Learning can refuse to accept responsibility for coursework received AFTER THE 30th MARCH deadline.
If you have met all the requirements, then for for non-science subjects, your tutor will authenticate the coursework, complete the relevant sections of the form, and send everything to Oxford Open Learning. We will then post your coursework to your examination centre, who will pass it on to a board appointed moderator for marking.
For Sciences your authenticated work will be returned to you and you must then take it to your 45 minute written ISA test which has to take place at your entering centre before the 5th May.
Note: please ensure that you always keep a copy of your coursework, as Oxford Open Learning cannot be held responsible for any loss of materials, and unfortunately, every year someone, somewhere has a postal scare. Do not let it be you.
Rules Relating to Coursework
The work you submit for assessment must be your own unaided work.
Any materials ( e.g. books, leaflets or information from the Internet ) used in the completion of your coursework should be acknowledged in the work itself and on the Private Candidate Record form. To present material copied from any source without acknowledgement will be regarded as deliberate deception, and may result in your disqualification.
In order to authenticate your coursework, your tutor must have had sufficient and regular contact with you over the whole period of your studies. He must also have received other material comparable to your coursework, which usually means doing at least four TMAs, so he can say that to the best of his knowledge it is your own work. This is very important. Exam boards are becoming increasingly concerned about coursework and will be doing more and more checking up. Submitting 4 TMAs together in February/March is not acceptable. You should also have discussed your chosen topic(s) with your tutor prior to starting the coursework. After this, try to leave enough time to submit at least one draft before your final version and then be prepared to answer questions from your tutor about your work.
Note: if your tutor has any concerns regarding the authenticity of your coursework, he or she is obliged to disclose them to Oxford Open Learning and the board. There are now many tools available to check that work has not been downloaded from the web.
Coursework should be presented on A4 paper and bound in the top left hand corner with a treasury tag. DO NOT use any extra plastic or other type of folder. Your coursework may be typed or handwritten but please check with your tutor in case there are any specific rules for your subject, particularly English and Science GCSEs.
FEES
Current entry fees are shown within the Information for Private Candidates booklet.
As a guideline only, you will pay approximately ?28 to the board for most GCSE exam papers and ?74 to ?85 for each A level.
In addition to the above, your centre will also ask for an administration fee, which is entirely at their own discretion and can be quite substantial, especially in major cities.
All students should ensure they have a copy of the board published Specification or syllabus for their course( s ). The specification sets out the subject content and assessment criteria for each course. It also provides useful clues about what the examiners will be looking for in your exam.
Specifications can be ordered through the Publications Department, or downloaded free of charge from AQA or Edexcel web sites.
The links below will take you direct to AQA's subject specifications often referred to as the syllabus
Past papers are only available from the exam boards. Completing past papers will give you valuable exam practice and we highly recommend you do at least one and preferably several of them. Accompanying mark schemes are also available, enabling you to mark your own work as well as a wealth of other support material.
If you are completing past papers, you might also like to read the Examiner's Reports on previous exams, again on the relevant board website. These often identify common errors which can easily be avoided if you are aware of them.
All major bookshops have numerous revision guides, many of these are extremely good.
RESULTS
Unlike students taking internally assessed exams, Private Candidates will not know their coursework marks before they take their written exams. Exam centres will, however, be able to give you a separate mark for your coursework component when your results are published in August. You should always ask for this as it is not unknown for coursework marks to be omitted from final grades and it is much more likely to happen to external candidates.
Look carefully for a # sign on your results slip. If there is one always ask your exam officer to check your final mark very carefully as it usually means that there is no coursework mark included.
Your results will be sent to your examination centre, not to Oxford Open Learning, on the Thursday of the 3rd week in August ( A Levels ) or the Tuesday of the 4th week in August ( GCSE ). We will write to you with the exact dates but they are also published on the exam board web sites.
You may either collect results in person from your centre, or they will be posted to you the next day, as long as your centre have a correct and current address (they may also need a stamped addressed envelope). Centres are prohibited from giving examination results over the phone. Please remember that Oxford Open Learning do not automatically receive your results and so we are always grateful if you can ring them in to us on 01865 798022..
If you wish to query or contest a mark the rules regarding this are very strict and you only have a limited time in which to lodge your query.
WINTER EXAMINATIONS
The procedure for Maths GCSE (November) or IGCSE and A level exams in January is the same as described above. However, students wishing to sit exams at this time are responsible for meeting their own deadlines without all the reminders we give for June examinees. They will need to contact exam centres either just before the summer holidays or immediately after them to book their exam place.
Maths GCSE, many A levels and all IGCSEs do not have coursework and therefore only require the exam centre booking forms.
English Language (AS and A2), English Literature (AS and A2) and History (A2) all have coursework and therefore will require the appropriate coursework forms as described above.The OOL deadline to receive coursework for winter exams is the 1st December.
CONTACT ADDRESSES
AQA Edexcel
Guildford Office Stewart House
Stag Hill House 32 Russell Square
Guildford London
Surrey WC1B 5DN
GU2 XJ
01483 506506 0870 2409800
Manchester Office www.edexcel.org
Devas Street
Manchester
M15 6EX
0161 953 1180
