The document provides information about essential documents and administrative tools for examinations coordinators at exam centers. It outlines key documents like the handbook for centers, administrative guide, examination timetable and procedures for submission of entries. It also describes tools like CIE Direct and estimated and final entry procedures. The document is intended to guide coordinators on important pre-exam activities and documents.

1. Exams Co-ordinator &
Administrator Training

2. Part 1 - General
Information

3. www.cie.org.uk
Essential Documents
The following documents are just some of the many documents that you will
need. However we feel that these documents provide all of the information that
is needed to carry out the role of an Examinations Co-ordinator. It is important
that you read these documents and keep them close to hand for reference.

4. www.cie.org.uk
Essential Documents
• Handbook for Centres
• Administrative Guide
• Examination Timetable
• Procedures for the Submission of Entries Booklet (E3)
These documents are provided in hard copy and also as electronic documents
on a CD Rom. They can also be downloaded from CIE Direct.

5. www.cie.org.uk
Handbook for Centres
The Handbook for Centres describes CIE’s
examination regulations.
The Handbook for Centres forms part of
contract between CIE and each Centre.
All Centres are required to comply with the
regulations stipulated in the Handbook for
Centres.

6. www.cie.org.uk
Handbook for Centres
The regulations contained in the Handbook
for Centres cover the following areas:
• The legal relationship between CIE and
it’s Centres.
• The submission of examination entries.
• Examination security and the conduct of
examinations.
• The delivery of centre-based
assessments.
• Special circumstances (Timetable
Deviations, Special Arrangements,
Special Consideration etc.)
• Malpractice and Maladministration.
• Results and enquires about results.

7. www.cie.org.uk
Administrative Guide
The Administrative Guide has been
designed specifically for use by the
Examinations Co-ordinator.

8. www.cie.org.uk
Administrative Guide
The key information covered by the
Administrative Guide is:
• An overview of the key activities in each
examination session.
• Key dates for each activity.
• A step by step guide through all exam
procedures.
• A “Jargon Buster” which describes the
terminology used by CIE.
• A copy of every form or label that may
be required.

9. www.cie.org.uk
Examination Timetable
The Examination Timetable
shows the date and
timetable session (morning
or afternoon) of each
component in an
Examination Session.
It also provides other useful
information such as the
deadlines for coursework
components, arrangements
for practical examinations
and what to do if a
candidate has clash of two
or more components
timetabled in the same
session.

10. www.cie.org.uk
Examination Timetable
The timetable dates are
displayed by calendar date and
also in syllabus order.
First listed are the exams that
are administered within a
window of time.
Next is a listing by date.
Finally they are also listed by
syllabus.

11. www.cie.org.uk
Procedures for the Submission of
Entries Booklet (E3)
This booklet, commonly known as the “E3
Booklet”, provides instructions on how and
when entries should be submitted to CIE.
The booklet lists every syllabus offered by
CIE in a particular examination, showing a
breakdown of all available components and
the entry options which describe the various
ways in which different components can be
combined.
Also provided in the E3 Booklet are
comprehensive instructions on the entry
procedures for group awards such as the
International Certificate of Education (ICE)
and the Advanced International Certificate
of Education Diploma (AICE Diploma).

12. www.cie.org.uk
Procedures for the Submission of
Entries Booklet (E3)
The E3 booklet provides
all of the syllabus,
component and entry
option information that
you will need to make
your final entries.
Key Point – You should
take great care when
deciding which entry
option a candidate should
be entered for. You may
need to confirm with the
subject teacher that the
entry option is correct.

13. www.cie.org.uk
Administrative Tools

14. www.cie.org.uk
Administrative Tools
CIE has made available to Centres the following electronic tools which are
designed to simplify processes and ensure that examination information can be
transferred to and from CIE quickly and efficiently.
• NOT USED! CAMEO is a piece of software developed by CIE to assist
Examination Co-ordinators in the creation of essential examination
information. It is provided free of charge to all Centres.
• CIE Direct is a secure Centre extranet website for the direct transfer of data
and information between Centres and CIE. All CIE Centres can access CIE
Direct by using a secure password provided by CIE.

15. www.cie.org.uk
CIE Direct

16. www.cie.org.uk
CIE Direct Dashboard

17. www.cie.org.uk
CIE Direct Results Tab

18. www.cie.org.uk
CIE File Transfers

19. www.cie.org.uk
CIE File Transfers

20. www.cie.org.uk
CIE Support Materials

21. www.cie.org.uk
Examination Schedules

22. www.cie.org.uk
Examination Schedules
The following pages provide a high level view of when key activities take place in
the November and June examination sessions. More detailed examination
schedules can be found in the Administrative Guide.
Activities shown in green are
those where Centres are required
to provide information to CIE.
Activities shown in orange are
those where CIE is required to
provide information to Centres.

23. www.cie.org.uk
A Timeline of Key Activities for the November Session
Aug Sep Oct Nov Dec Jan Feb Mar
Admin
Entries Results
Despatches
Question Examination
Paper Session Result
Despatch Enquiries
Forecast
Grades/ Certificates
C/work
Marks

24. www.cie.org.uk
A Timeline of Key Activities for the June Session
Jan Feb Mar/ May Jun Jul Aug Sep Oct
Apr
Admin Results
Entries
Despatches
Question Examination
Paper Result
Session
Despatch Enquiries
Forecast
Grades/ Certificates
C/work
Marks

25. End of Part 1

26. Part 2 – Pre-Exam
Activities

27. www.cie.org.uk
Estimated Entries

28. www.cie.org.uk
Estimated Entries
CIE starts planning an examination session many months in advance of live
entries being received. To aid the planning process we need to have some
indication of the number of candidates that are likely to be entered for each
syllabus and component. We therefore ask all Centres to provide an estimate of
the number of syllabus entries they are likely to have.

29. www.cie.org.uk
What are Estimated Entries?
Estimated entries are your best calculation of the number of candidates that you
are planning to enter in a specific examination session.
Key Point - Our advice to Examinations Co-ordinators when submitting
estimated entries is:
• Do not lose sleep over the accuracy of your estimated entries, they are after
all just an estimate.
• If you are unsure whether you will have any candidates for a particular
syllabus it is always best to estimate a nominal number of candidates.

30. www.cie.org.uk
When are Estimated Entries required?
Estimated entries should be submitted to CIE by 15 October for both the June
and November sessions the following year.
How do I submit Estimated Entries to CIE?
In August of each year you will receive an electronic Estimated Entry Form.
Once you have completed the form you should send it to CIE either by uploading
the file to CIE Direct or by attaching the file to an e-mail.

31. www.cie.org.uk
How are Estimated Entries used?
Estimated entries are used in the following ways:
• To alert CIE to the fact that you may have candidates for oral or practical
components which require early despatches of materials .
• To plan for the numbers of examiners and moderators we will require.
• To ensure that sufficient quantities of question papers are printed.

32. www.cie.org.uk
Final Entries

33. www.cie.org.uk
Final Entries
Centres must submit a syllabus entry for every candidate in each examination
session. It is important that you check the accuracy of your entries before
submitting them to CIE as incorrect entries may result in you receiving
insufficient examination materials or incurring additional fees.
Key Point
The submission of final entries is a critical point in the examination schedule. All
activities that follow are dependent on the final entry information being correct. It
is therefore important that you take great care in ensuring the accuracy of your
final entries and that they are submitted to CIE by the published deadlines.

34. www.cie.org.uk
What method should be used to submit Final Entries?
Entry Method Source of Syllabus and Component Information
CIE Direct Excel Entry Spreadsheet
Entry Spreadsheet Procedures for the Submission of Entries booklet (E.3)

35. www.cie.org.uk
When are Final Entries required?
You should ensure that Final Entries are received by CIE by the following
dates:
Examination Session Entry Submission Date
June 21 February
November (1st time entries) 16 August
November (Retake entries) 21 September
Key Point – You should be aware that any final entries received after the published entry submission date
will be subject to a late entry penalty fee.
Level 1 late fee is 55.000 for 2010-11
Level 2 late fee is 110.000 for 2010-11
Level 3 late fee is 165.000 for 2010-11

36. www.cie.org.uk
What Final Entry information is required?
The following information is needed for each candidate:
• A four digit Candidate Number.
• Full name of the candidate (as it should appear on certificates).
• Gender of the candidate.
• Date of birth.
• Syllabus code and entry option code for each syllabus you wish the candidate to be
entered for (a complete list of syllabus and entry option codes can be found in the
E.3 booklet).
• Previous candidate number (the centre and candidate number from a previous
session – only required if results are to be carried forward from a previous session).
• Group Award entry (required for those candidates wishing to enter for the ICE or
AICE Diploma Group Award).

37. www.cie.org.uk
Entry Confirmation
Once your final entries have been
processed CIE will be provided you with
entry confirmation information.
• Statements of Entry (shown opposite) are
provided for each candidate. They show
the personal details of each candidate
and syllabus and component entries that
have been submitted for that candidate.
They also inform the candidate of the
timetable date for each examination
component.
Key Point – You must ensure that a
Statement of Entry is given to every
candidate so that they can personally
check their candidate details and the entry
options that have been made on their
behalf.

38. www.cie.org.uk
Entry Confirmation
Other documents that are provided with the despatch of Statements of Entry
are:
• Candidate Entry List – a summary listing of all candidates and the entries that
have been made.
• Centre Summary of Entries – shows the total number of entries made for
each syllabus and component.
• Centre Entry Warning List – provides a warning of potential timetable clashes
for individual candidates.
• Notice to Candidates – it is essential that a copy is given to all candidates
and that you ensure that every has read this document before they sit their
first examination component.

39. www.cie.org.uk
Entry Amendments
You may find, after your candidates have had an opportunity to check their
Statements of Entry, that you need to make amendments to final entries. The
types of entry amendments that you may have are:
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).

40. www.cie.org.uk
Entry Amendments
You may find, after your candidates have had an opportunity to check their
Statements of Entry, that you need to make amendments to final entries. The
types of entry amendments that you may have
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
 Key Point – All syllabus or entry option changes (highlighted above) made
after the published entry submission date will be subject to late entry fees.

41. www.cie.org.uk
Entry Amendments
You may find, after your candidates have had an opportunity to check their
Statements of Entry, that you need to make amendments to final entries. The
types of entry amendments that you may have
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
 Key Point – CIE will not refund entry fees when a candidate or syllabus is
deleted except where it is on medical grounds and the appropriate medical
certificate is submitted.

42. www.cie.org.uk
Entry Amendments
You may find, after your candidates have had an opportunity to check their
Statements of Entry, that you need to make amendments to final entries. The
types of entry amendments that you may have
• A new candidate.
• A new syllabus for an existing candidate.
• A change to an existing syllabus or entry option.
• A deletion of a candidate.
• A deletion of a syllabus.
• A change to a candidates details (name, gender, date of birth).
 Key Point – Changes to candidate details are not subject to a late entry
penalty fee.

43. www.cie.org.uk
Timetable Deviations

44. www.cie.org.uk
Timetable Deviations
• A timetable clash occurs when a candidate is entered for two or more
components which have been timetabled in the same session. Such cases
are highlighted to Centres on the Centre Entry Warning List which is part of
the entry confirmation documentation.
• Most timetable clashes can be simply resolved by the candidate sitting both
components in the same session, provided that the combined time of the
components does not exceed 3 hours. In such cases, appropriate
arrangements should be made by the Examinations Co-ordinator and CIE
does not need to be informed.
• A timetable deviation occurs where a component has to be sat outside the
published timetable session. In these cases CIE must be informed of the
situation and must agree to the timetable deviation arrangements that you
are planning to put in place.

45. www.cie.org.uk
Timetable Deviations
• There are acceptable and unacceptable reasons for allowing a paper to be
moved. These are listed in the Handbook for Centres and the Administrative
Guide.
• CIE will only allow papers to be sat after the published timetable date, not
before.
• NOTE: National holidays are not a valid reason for a timetable deviation; you
need to check the schedules well in advance to make your own special
arrangements.

46. www.cie.org.uk
Timetable Deviation Form
The Application Form for a Timetable
Deviation (INT/E24) which can be found
in Section D of the Administrative Guide
should be completed and either faxed or
posted to CIE.

47. www.cie.org.uk
When should Timetable Deviations applications be
submitted to CIE?
Application forms should be received by CIE by the following dates:
• June session 17 April
• November session 11 October

48. www.cie.org.uk
Special Arrangements

49. www.cie.org.uk
What is a Special Arrangement?
Centres entering candidates who have a permanent disability or who suffer from
a medical condition which will affect performance at the time of the examination
can apply to CIE in advance of the examination for a Special Arrangement to be
made to allow the candidate to gain access to the examination.
Special arrangements will be made available to candidates with the following
disabilities:
• Physical disabilities.
• Visual impairment.
• Hearing impairment
• Learning disabilities.

50. www.cie.org.uk
What Special Arrangements can be provided?
• The use of a word processor.
• Modified question papers such as enlarged print, Braille or use of simplified
carrier language.
• Extra time.
• Exemptions from parts of the assessment criteria.
• Use of a Reader.
• Use of a Writer (Scribe/Amanuensis).

51. www.cie.org.uk
Special Arrangement Form
The application forms for Special
Arrangements, which can be found in
Section D of the Administrative Guide,
should be completed and either faxed or
posted to CIE.

52. www.cie.org.uk
When should Special Arrangement applications be
submitted to CIE?
For modified question papers (e.g. Braille or enlarged print), application forms
should be received by CIE by the following dates:
• June session 21 January
• November session 1 July
For all other Special Arrangements (e.g. extra time), application forms should be
received by CIE by the following dates:
• June session 21 February
• November session 16 August

53. www.cie.org.uk
Emergency Special Arrangements
You may encounter a situation where emergency arrangements need to be
made. For example, a candidate may break their arm the day before an
examination and be unable to write.
If there is insufficient time to contact CIE then you may have to grant a Special
Arrangement to enable the candidate to sit the examination and then submit the
application after the event. Provided that the arrangements you made meet the
regulations in the Handbook for Centres then CIE will accept your application.
 Key Point – The are numerous reasons why a candidate may require a
Special Arrangement. The Handbook for Centres can only cover the more
common examples. If you are in doubt about the appropriateness of a
Special Arrangement application then you should contact CIE Customer
Services who can provide guidance.

54. www.cie.org.uk
Despatches of Examination
Materials

55. www.cie.org.uk
Despatches of Examination Materials
CIE will despatch to you all of the materials that you will need to conduct
examinations in your Centre.
Most of the materials that you will receive are based on your final entry
information. However, you should be aware that some materials are required
before the final entry submission date so these materials will be despatched
based on your estimated entry information.
A detailed despatch schedule is published in the Administrative Guide.

56. www.cie.org.uk
Despatches of Examination Materials
The key despatches of materials that you will receive are as follows:
• Early Question Papers and Instructions –materials and instructions for project
components, practical components, Art coursework components and speaking
tests.
• Admin Despatch One – examination stationery (e.g. script envelopes, graph
paper), Forecast Grade forms and mark sheets for internally assessed work.
• Admin Despatch Two – Attendance Registers and bar-coded script labels.
• Question Paper Despatch – question papers for the main timetable period and
answer sheets for multiple choice components.

57. www.cie.org.uk
Forecast Grades

58. www.cie.org.uk
What are Forecast Grades?
A forecast grade is the grade that a teacher expects a candidate to achieve for
the syllabus. Although it is not compulsory to submit forecast grades we advise
you do so because they provide valuable information to CIE when setting
syllabus grade thresholds or when a candidate is absent through sickness or
requires Special Consideration.

59. www.cie.org.uk
How are Forecast Grades used?
• In grading, as a check between actual grades and Forecast Grades.
• In instances where a candidate’s scripts may have been lost or damaged.
• In cases of Special Consideration.

60. www.cie.org.uk
What method should be used to submit Forecast
Grades?
• You can use CAMEO to create an electronic forecast grade file which can be
sent to CIE using CIE Direct.
• Alternatively you can use the Forecast Grade forms provided, which should be
posted to CIE.
When should Forecast Grades be submitted to CIE?
The dates for submitting Forecast Grade information to CIE are published in the
Administrative Guide.

61. www.cie.org.uk
Internally Assessed Marks

62. www.cie.org.uk
What are Internally Assessed Marks?
An Internally Assessed Mark is a mark for a coursework component that is
assessed by teachers at your Centre. You are required to submit Internally
Assessed Marks and samples of coursework for all coursework components to
allow CIE to carry out moderation.
Failure to submit an Internally Assessed Mark for a given candidate when one is
required will usually result in the candidate being awarded ‘No Result’ in the
syllabus.

63. www.cie.org.uk
What method should be used to submit Internally
Assessed Marks?
• You can use CAMEO to create an electronic internally assessed mark file
which can be sent to CIE using CIE Direct.
• Alternatively you can use the Internally Assessed Mark Sheets provided by
CIE.
In addition to the Internally Assessed Marks you are required to submit samples
of Coursework to CIE for moderation. The criteria for selecting your coursework
sample and details of the other information that you need to provide is included in
the Handbook for Centres and the Administrative Guide.

64. www.cie.org.uk
When should Forecast Grades be submitted to CIE?
The dates for submitting Forecast Grade information to CIE are published in the
Administrative Guide.

65. End of Part 2

66. Part 3 – The Examination
Session

67. www.cie.org.uk
Secure Handling of Question
Papers

68. www.cie.org.uk
Receipt of Question Papers from CIE
Question papers should be checked carefully upon receipt. CIE should be
notified immediately if:
• there is any discrepancy between materials that you have received and the
despatch note;
• you have received any materials that you do not need;
• any of the materials you have received have been damaged in any way;
• you suspect there may have been a breach of security

69. www.cie.org.uk
Storage of Question Papers
• Question papers must be locked away in a place of high security, ideally a safe,
in a secure locked room until the timetabled start of the examination.
• The packets of question papers must not be opened until the time appointed for
the examination concerned unless instructed to open earlier.

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Examination Accommodation

71. www.cie.org.uk
The Examination Room
It is important that you plan each examination session well in advance and that
you consider the following issues when reserving your examination rooms.
Detailed regulations for examination accommodation are contained in the
Handbook for Centres. You need to consider the following:
• Your examination rooms need to be large enough to accommodate the
numbers of candidates you will have in each session.
• Conditions should be a appropriate. You need to consider:
– Heating.
– Ventilation.
– Lighting.
– The level of extraneous noise.
• All candidates should be seated at separate desks facing in the same direction.

72. www.cie.org.uk
The Examination Room
• For written examinations desks must be spaced 1.25m apart.
• For multiple choice components, candidates should be seated 3m apart
wherever possible.
• There must be no helpful material displayed in the examination room.
• A reliable clock must be visible to all candidates.
• You need to ensure arrangements are in place for candidates who will be
sitting examinations in other rooms (e.g. candidates who have been
granted the use of a reader or scribe).

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Notice to Candidates
The poster CIE Notice to Candidates
must be displayed both inside and
outside the examination room.
Key Point – It is essential that you
ensure that every candidate has read the
Notice to Candidates before they sit their
first examination component.

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Examination Invigilation

75. www.cie.org.uk
Invigilation of Examinations
The Invigilator is the most important person in the examination room. Without an
Invigilator there can be no examination.
It is important that all Invigilators are trained to ensure consistency of invigilation
for all examination sessions. They should also be familiar with the regulations for
the conduct of an examination contained in the Handbook for Centres.
The Checklist for Invigilators which can be found in the Handbook for Centres and
the Administrative Guide is a very useful tool for Invigilators to use to ensure that
all regulations for the conduct of an examination have been satisfied.
You should note that there are separate checklists for Science Practical
components and IT Practical components as the invigilation requirements for
these forms of assessment differ from those for written examinations.

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Who can invigilate your examinations?
• It is the responsibility of the Head of Centre to ensure that the suitably qualified
and experienced invigilators are appointed.
• No relative of a candidate must serve as the sole invigilator.
• A teacher who prepared candidates for the examination can act as an Invigilator
but must not serve as the sole invigilator

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How many Invigilators are needed?
• At least one invigilator is required for every 25 candidates for a written
examination.
• At least one invigilator is required for every 15 candidates for a practical
examination.
• A sole invigilator, must be able to summon help.

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Before the Examination

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Before the Examination
• The Invigilator must be satisfied as to the identity of every candidate. Any
candidates not known to the Centre, such as private candidates, are required to
present documentary evidence of their identity (e.g. an ID photocard or a
passport).
• Ensure that all candidates are sitting in the correct seat.
• The invigilators must ensure that only those persons authorised are allowed
access to the examination room.
• Remind candidates that the examination is deemed to be in progress from the
time they enter the room until the scripts have been collected.
• Give candidates an opportunity to hand in any unauthorised materials to the
Invigilator.

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Before the Examination
• Warn candidates that they are forbidden to communicate with anyone whilst in
the examination room.
• Refer to the front of the question paper for the precise requirements of any
authorised materials particularly the use of dictionaries and calculators.
• Ensure that details of any erratum notices are brought to the attention of the
candidates.
• Remind candidates to write in blue or black ink and that correction fluid must not
be used.
• Advise candidates that all work, including rough work, must be done on the
examination stationery.
• Tell candidates when they may begin and how much time they have.

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Unauthorised material
• Only official examination stationery is to be used.
• Invigilators must ensure that candidates take into the examination room only
those materials which are permitted.
• Any unauthorised materials, such as those listed below, must be handed in
before the examination begins:
– Calculator cases and instruction leaflets.
– Bags.
– Pencil cases.
– Personal TVs/stereos.
– Mobile phones.
– Palm top computers.

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Unauthorised material Key Point – Candidates found in
possession of a Mobile Phone during
examinations is an increasing
problem.
The CIE regulations state that
candidates found in possession will
be disqualified from the syllabus
whether the phone is switched on or
not.
We strongly advise you therefore to
make a point of stressing to all
candidates that mobile phones are
classified as unauthorised material
and must be handed in before the
examination.

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Starting the Examination

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Starting the Examination
• Open the question paper packet in the examination room in the candidates’
presence.
• Instruct candidates to enter names, centre and candidate numbers on answer
booklets.
• Announce clearly when the candidates may begin writing their answers, having
specified the time allowed for the examination.
• A clock must be visible to candidates during the examination

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What do you do if ………
Question - A candidate asks for an explanation of a question in the examination
paper?
You should never answer any question relating to the content of the
exam paper.
Question - A candidate says they can’t answer a question because there is an
error in the question paper?
Just because the candidate suspects there is an error does not mean
there is one. Never confirm there is an error unless an erratum
notice has been issued for the examination question paper.
In all cases you should respond quickly to a candidate to minimise
disturbance to other candidates.

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During the Examination

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During the Examination
• The Invigilator must complete the Attendance Register.
• The Invigilators must be vigilant and supervise the candidates at all times to
prevent cheating and distractions. To remain vigilant we advise that Invigilators:
– Change their position in the room regularly.
– Not to talk unnecessarily to other invigilators.
– Not to perform any other task except invigilation.
– Invigilate from the back of the room
– If more than one invigilator, they do not congregate in one part of the room.

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Records of the Examination
• A record of invigilation arrangements should be kept so that the Examinations
Co-ordinator knows which Invigilator attended each examination session.
• It is important that the Attendance Register is completed accurately.
• A record of seating arrangements signed by the Invigilators must be kept.
Key Point – In cases of suspected malpractice CIE will ask for details of the
invigilation arrangements to be provided and for a copy of the seating plan.

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Late Arrivals

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What should you do if a candidate arrives late
for an examination?
• There are acceptable and unacceptable reasons for a candidate arriving late for
an examination.
– Acceptable reasons for a candidate arriving late for an examination would be
something outside the control of the candidate such as transport difficulties or
sudden illness.
– Unacceptable reasons would be because of negligence or oversight which would
include oversleeping or misreading the timetable.

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What should you do if a candidate arrives late
for an examination?
• A candidate who arrives after the starting time for an examination may be
allowed to sit the examination, but should be warned that CIE reserves the right
not to accept the answer script.
• The candidate may be allowed the full time for the examination at the discretion
of the Centre. In such cases the point reached at the time when the other
candidates finish should, where practicable, be indicated on the candidate’s
script.

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What should you do if a candidate arrives late
for an examination?
• In cases where a candidate was late for an acceptable reason, so long as CIE is
satisfied that there has been no breach of security, the work completed in the
whole of the examination, including the work complete in any additional time, will
be accepted.
• In cases where a candidate was late for an unacceptable reason, so long as
CIE is satisfied that there has been no breach of security, the work completed in
the normal time will be accepted but the work completed in any additional time
will not normally be accepted.
• In all cases, the script must be sent to CIE in the normal way and the Head of
Centre should send a full report in writing to CIE. Full details of the information
that should be provided are included in the Handbook for Centres.

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Leaving the Examination Room

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Leaving the examination room
• A candidate must NEVER leave the examination room unsupervised if they
intend to return and continue the examination
• No candidate is permitted to leave the examination room permanently until one
hour after the starting time of the examination, unless the paper is shorter than
one hour.
• If a candidate completes the examination early, they must hand in their work
before leaving the examination room. They will not be permitted to re-enter the
exam room.

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Finishing the Examination

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Finishing the Examination
• The Invigilator should inform the candidates when there are 5 minutes
remaining.
• When the time is up, the Invigilator should instruct the candidates to stop
writing.
• Candidates should be instructed to assemble their work in order and fasten all
papers together.
• The Invigilator should collect all scripts ensuring all work is collected from desks
including the rough work.
• The scripts should be collected in the order that candidates are listed on
Attendance Register
• Once all scripts, unused stationery and question papers have been collected the
Invigilator can dismiss the candidates.

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The 24 hour security rule
• No copy of a question paper may be taken from the examination room except by
the designated Centre staff responsible for the collection of the question papers.
• All question papers must be collected at the end of the examination and stored
securely for 24 hours from the end of the time of the examination session
specified for each paper by CIE.

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After the Examination

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After the examination
• Place the scripts and Attendance Register in a CIE script envelope.
Key Point – It is essential that you check that the contents of the script packet
match the information provided on the Attendance Register.
• Ensure that the correct bar coded script packet label is attached to each packet
of answer scripts.
• Ensure that no other correspondence (e.g. requests for Special Consideration)
is included in the script packet. These must be sent to CIE separately, through
the Parent Centre (British Council Colombia).

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Despatching scripts to CIE
• Wherever possible scripts should be despatched to CIE immediately after the
examination has been taken using the despatch labels supplied by CIE.
• Where this is not possible, periodic despatches of scripts must be made at least
at the end of each week.
• All scripts must be kept in a secure place prior to despatch.
• All scripts must reach CIE by the following dates:
– May/June Examination – 5 July
– October/November Examination – 10 December

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Special Consideration

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What is Special Consideration?
• Special Consideration is a small adjustment to the marks achieved by a
candidate to make some allowance for the fact that the candidate sat the
examination under adverse conditions.
• In some cases you or the Invigilator will need to make a decision on whether a
candidate is in a fit state to sit the examination. If you decide that a candidate is
too ill or distressed to sit the examination, or will be a distraction to others in the
examination room, then you should recommend that the candidate does not sit
the component. You should then apply for Part Absence Special Consideration
on behalf of the candidate.
• For Special Consideration to be granted in respect of a missed component, the
candidate must have completed a minimum of 50% of the assessment
measured in terms of the weightings given to each component of the syllabus
(excluding carried forward components). Component weighting information is
published in the Procedures for the Submission of Entries (E.3) booklet.

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What is Special Consideration?
Examples of acceptable reasons for Special Consideration are:
– Recent personal illness
– Accident.
– Death in the family
– Serious disturbances during the examination
– Part of an examination is missed due to circumstances beyond the control of the
candidate.

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How should Special Consideration applications be
submitted to CIE?
The form Application for Special Consideration for Part Absent Candidates and
Candidates with a Temporary Disability, which can be found in Section D of the
Administrative Guide, should be completed and either faxed or posted to CIE.
You must attach any supporting medical evidence to the application form.
Under no circumstances should Special Consideration documentation be sent
in the script packet.
When should Special Consideration applications
be submitted to CIE?
You must submit applications for Special Consideration to CIE within 7 days
from the last examination date in the syllabus affected.

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Special Consideration Form
The application form for Special
Consideration, which can be found in
Section D of the Administrative Guide,
should be completed and either faxed
or posted to CIE.

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Irregular Conduct

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Irregular conduct
Irregular Conduct is any action that may put the integrity or security of CIE’s
examinations at risk.
• The invigilator must report all cases of irregularity or misconduct to CIE.
• If the conduct of a candidate is such that his/her continued presence in the
exam would disrupt others, then he/she may be removed from the exam room.
• In the event of an emergency such as a fire alarm or bomb alert, the invigilator
must evacuate the examination room ensuring that candidates remain
supervised and that no question papers or answer scripts are removed from the
examination room.
• Any infringement of the regulations by a candidate or a Centre may lead to
disqualification by CIE.

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Malpractice and Maladministration
Malpractice and maladministration are those actions that may threaten the
integrity of CIE examinations and certification.
•CIE investigates all reported cases of malpractice and maladministration.
•The following are examples of malpractice by candidates:
– Copying from another candidate.
– Collusion or attempted collusion with another person during an examination.
– The inclusion of offensive or obscene material in scripts or coursework.
– The introduction of unauthorised material into the examination room.
– Impersonation.

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Malpractice and Maladministration
Any non compliance with the guidelines for the conduct of examinations stipulated
in the Handbook for Centres or any action by a member of staff to contravene CIE
regulations, will be deemed as maladministration or malpractice by the Centre.

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Investigating Malpractice and Maladministration
Where a case of suspected dishonesty is reported, either by the Invigilator or by
one of CIE’s Examiners, the Centres will be asked to provide information to assist
with the investigation. The following information should be provided by the
Centre:
– Written statements that include a detailed account of events and describe the
procedure for informing staff and candidates of CIE’s regulations.
– Statements form the Invigilators and any other staff involved.
– Statements from the candidates involved.
– A copy of the seating plan.

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Malpractice and Maladministration Outcomes
• All cases of suspected malpractice or maladministration will be considered by
CIE’s Malpractice Committee.
• Centres will be informed in writing of the decision of the Malpractice Committee.
• If malpractice or maladministration is confirmed the penalties will include:
– The award of zero marks for a component.
– Disqualification from the syllabus affected.
– Disqualification from all syllabuses.
– Debarring candidates from entering for future CIE examinations.

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Appeals against the decisions of the
Malpractice Committee
• Any appeal against the decision of the CIE Malpractice Committee will be
considered by the CIE Malpractice Appeals Committee.
• All appeals must be made within 28 days of being informed of the decision of
the CIE Malpractice Committee.
• All appeals must be made in writing by the Centre and should include any
additional information or evidence that you wish the Malpractice Appeals
Committee to consider.
• The outcome of the appeal is regarded as final and CIE will not enter into any
further correspondence about an appeal with the Centre after notification of the
outcome.

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114. Part 4 – Post-Exam
Activities

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Examination Results

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Examination Results
CIE publishes examination results in the following ways:
– Examination results are posted on CIE Direct for Examinations Co-ordinators to
view and print.
– Examination results are also provided in hard copy in a number of different
formats.
Examination results that are published initially are provisional and CIE
reserves the right to amend the information given. Results will be confirmed
at a later date by the issue of Certificates.
It is the responsibility of the Centre to ensure that results are forwarded to
every candidate.

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What are dates for the publication of results?
• Results are posted to CIE Direct as soon as they have been confirmed by
CIE. The dates for publication on CIE Direct for each examination session
are provided in the Administrative Guide.
• You will receive hard copy results documentation about 10 days after results
are posted to CIE Direct.
• Results can be issued to candidates as soon as they become available on
CIE Direct or as soon as the hard copy has been received.

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What results documentation is provided?
Statement of Results
A statement of results is provided for each
candidate.
The statement lists each of the components
that the candidate was entered for and the
syllabus grades that have been achieved in
each case.
For Group Award candidates the statement
will show the result achieved in the ICE or
AICE (Diploma) Group Award.

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What results documentation is provided?
Results Broadsheet
The Results Broadsheet
provides a summary
report of the grades
achieved by each
candidate.
It is designed to provide
information to the
Examinations Co-ordinator
and teaching staff at your
Centre.

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What results documentation is provided?
Syllabus Results and
Component Grades
This report shows for
each syllabus the result
and component grades
achieved by each
candidate.
It is intended for the
information of teaching
staff.

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What results documentation is provided?
Moderation Adjustment Summary
Reports
This summary shows, for each Internally
Assessed component, the adjustments made
by CIE to the marks provided by the Centre.

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Enquiries About Examination
Results

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What are enquiries about examination results?
• CIE carries out extensive quality checks prior to results being issued.
However, an enquiry about examination results service is available to Centres
if it is felt that additional investigation into the result of one or more candidates
is appropriate.
• CIE offers a number of different enquiry services for which an administrative
fee is charged.
• CIE will inform the Centre in writing of the outcome of each enquiry about
examination results.
• If a result is changed following an enquiry about examination results then CIE
will issue revised Statements of Results and Certificates.

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What enquiry about examination results services
are available?
• Service 1, Clerical Re-check – a check that all work has been marked and
that all marks have been added correctly and transferred to CIE’s examination
database.
• Service 2, Review of Marking – a review of the marking by a senior examiner
of all externally assessed components. Includes a Clerical Re-check.
• Service 3, Review of Marking and Report – a review of the marking by a
senior examiner of all externally assessed components and a report on an
individual candidates performance. Includes a Clerical Re-check.
• Service 4, Review of Marking and Report for a Group of Candidates – a
review of the marking and a report on performance by a senior examiner of all
externally assessed components for a group of candidates. The group
nominated by the Centre should be no fewer than 5 and no more than 15
candidates. Includes a Clerical Re-check.

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What enquiry about examination results services
are available?
• Service 5, Re-moderation of Coursework with Report – a re-moderation by a
senior moderator of a Centre’s coursework marks and a report on the
assessment of candidates.
• Service 6, Recalculation of the AICE Diploma – a clerical check of the
calculation of the AICE Diploma Group Award result.
• Service 7, Review of Marking, Report and Photocopy of Marked Script – as
Service 3 with the addition of the return of a photocopy of the candidates
marked scripts.
• Service 8, Review of Marking, Report and Photocopy of Marked Scripts for a
Group of Candidates – as Service 4 with the addition of the return of a
photocopy of the marked scripts for each candidate.

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INT Form E
All requests for an enquiry about
examination results should be made
using the form Enquiries About
Examination Results (INT FORM E).
These forms are included in the despatch
of hard copy results and are also
published in the Administrative Guide.
Key Point – All requests must be made
by the Centre. CIE will not consider
enquiries made by candidates or parents
of candidates.

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When can I request an enquiry about examination
result?
• Requests for an enquiry about examination results can be made as soon as
results are published to Centres.
• The final deadlines for the submission of enquiries are:
– May/June Session – 30 September
– October/November Session – 26 February

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How much does it cost for an enquiry about
examination results?
• The enquiry fees for each enquiry service are listed on the reverse of form
Enquiries About Examination Results (INT FORM E).
• CIE will invoice Centres for the enquiry fees. Centres must not enclose
cheques or bank drafts when submitting enquiries.
• If a result is changed following an enquiry about examination results then CIE
will refund the enquiry fee.

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Certificates

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What results documentation is provided?
CIE Certificate
The certificate provides final confirmation of a
candidate’s results.
The certificate includes the following security
features that you should look for to confirm
that the certificate is genuine:
• A metallic holographic security strip.
• A multi-tonal watermark.
• A line of micro-text.
• The signature of the Vice-Chancellor of
The University of Cambridge

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Reports on the Examination

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Reports on the Examination
• Reports on the Examination are produced after each examination session and
provide feedback to teachers on how candidates performed in the
examination.
• The reports are provided on CD-ROM. The are also available to be
downloaded from the CIE Teacher Support website.
• Reports on the Examination are published to Centres in the following months:
– May/June Session – in October following the examination session
– October/November Session – in April following the examination
session

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Contacting your CIE Parent Centre
If you have any questions regarding this presentation or require any further
guidance, you should contact CIE Customer Services in the British Council:
• by telephone: 1 325 9090
• by e-mail: jim.johnston@britishcouncil.org.co
russell.hammond@britishcouncil.org.co
oscar.reyes@britishcouncil.org.co
• by post: British Council Colombia Exams Department
Carrera 9 No. 76-49, Piso 5
Bogota, D.C.
• website www.britishcouncil.org.co