School Organiser Guidelines - Clm-Bell

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School Organiser Guidelines Italian Schools Project

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School Organiser Guidelines Italian Schools Project Vers. 1_09/11

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CONTENTS SECTION 1 PREPARATIONS AND DEADLINES

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Selecting a session for your candidates Selecting rooms and apportioning candidates to rooms Selecting ‘Invigilators’ and ‘Runners’ for the examinations Deadlines Enrolments

SECTION 2 PEOPLE School Organisers

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Candidates

Invigilators, Runners, Ushers and Minders

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SECTION 3 ORGANISATION

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Examinations at your school Listening papers

Speaking papers

Examinations at CLM BELL and other premises Examinations at other schools

SECTION 4 REFUNDS, TRANSFERS AND ELIGIBILITY

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SECTION 5 CONTACTS

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SECTION 1 Preparations and deadlines Selecting a session for your candidates Before making enrolments, please ensure that your school has both enough rooms (see 1.2. below) and invigilators for the examination to take place at your school.

Selecting rooms and apportioning candidates to rooms

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When calculating the number of candidates for each room please bear in mind the following points:  All examination rooms must be located in a quiet area of the school

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 All examination rooms must, as far as possible, be grouped together.

 Distances between the centre of each candidate’s work area should be

not less than 1.25 meters.

 The use of chairs with side flaps is not permitted.  Desks should be facing in the same direction.

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 Desks should be large enough for candidates to be comfortable while

taking their examinations. The minimum dimensions must be large enough to accommodate an A3 and an A4 sheet of paper laid side by side, with enough additional space for pencils, pens, water bottles and official identity documents.

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 The door to each room should be within eyesight of a ‘runner’ positioned

outside in the corridor.

 Rooms must be cleaned before the examination session. If desks have

shelves, please ensure that all materials have been removed.  Please do not allocate candidate names to rooms but rather indicate how

many candidates can be placed in each room.

Selecting Invigilators and Runners for the examinations Invigilators are members of staff provided by your school to be present in each examination room for the duration of each paper / examination. Runners are members of staff provided by your school who will be positioned in the corridors outside each group of examination rooms.


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Regardless of whether your school will be hosting examinations or sending candidates to other locations, you are required by the ISP regulations, to provide invigilation staff for the examinations. If you are sending candidates to another school, please contact the School Organiser of the host school to ascertain their needs. In order to calculate how many Invigilators / Runners to organise for each Paper and to decide who is eligible for nomination, the following points should be taken into consideration:  Invigilators may be English teachers provided they have not prepared the

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candidates they are invigilating for the examination.  There must be at least one invigilator per 25 candidates.

 There must be one Runner assigned to each group of rooms

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 Runners must be in sight of all rooms in their section.  The School Organiser cannot be an invigilator.

 Please do not programme invigilator changes during examinations.

Deadlines

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The deadlines for the submission of candidate are definitive and irrevocable. Failure on the part of individual schools to provide information by the dates stipulated may result in their candidates being transferred to the following session or paying a late entry fee.

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Candidate Enrolment

The procedure for candidate enrolment has been changed. From now on all candidate and examination information will be contained in one easy to fillin Excel document for each examination. Please see below for instructions on how to fill in this document. The Excel document consists of two sheets, which can be accessed using the tabs at the bottom of the page. One asks for details about the school making the enrolments, where the exam will take place, number of candidates, number of rooms, speaking exam date, etc. The other is a much shortened Cambridge ESOL template provided to enrol the names of the candidates. In this enrolment template, please fill out these three columns: FIRST NAME (COLUMN A) (COLUMN C) e.g.

Mario Rossi

LAST NAME (COLUMN B)

DATE OF BIRTH

12/02/12


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Once these two sheets have been completed please save the document with a name similar to the following example: [NAME OF EXAM] [ DATE OF EXAM] [NAME OF SCHOOL] e.g.

FCE 14 MAR 2012 DA VINCI

N.B. ONE OF THESE DOCUMENTS MUST BE COMPLETED FOR EACH EXAMINATION Vi preghiamo di notare che non ci assumiamo alcuna responsabilità per eventuali informazioni errate ricevute dalle scuole. Vi preghiamo pertanto di voler porre la massima cura nel digitare i nomi degli studenti e le relative date di nascita.

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Per effettuare l’iscrizione, Vi preghiamo cortesemente di inviare un’e-mail a [email protected] contenente in allegato il file redatto come indicato sopra.

Scadenze

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Si prega di notare che le scadenze amministrative per l’iscrizione di candidati ai vari esami sono definitive e non possono essere prolungate. E’ pertanto importante che gli organizzatori di ogni scuola e il personale di segreteria facciano tutto il possibile per raccogliere tempestivamente i nomi di tutti gli studenti che intendono sostenere gli esami, inviandoceli per tempo.

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SECTION 2 People School Organisers

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As School Organisers, you are requested to ensure your invigilators are familiarised with the translated Invigilator Guidelines supplied. As our central point of reference it is imperative that you are available as one of the Runners for the entire duration of the written examination papers and as Usher for oral examinations held at your school. Please be at your school about one hour before the examinations begin to let the Supervisor onto the premises, show him / her the rooms and to help set-up the rooms. The Supervisor will be given your contact details and may telephone you before the examinations to arrange for their arrival at your school. Please print and distribute the candidates’ Confirmation of Entry documents to the candidates in advance of the examinations. Please draw their attention to the dates and times of each paper, especially the Speaking paper which is usually on a different day to the written papers. Candidates should be told to keep their Confirmation of Entry documents in a safe place as they will need them in order to access their results after the examination.


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Please inform your candidates that they must contact their school if they lose their Confirmation of Entry document and not CLM BELL. If they still want CLM BELL to produce a new copy of their COE they will be charged an administration fee and will have to collect it in person from the CLM BELL office. Please tell all candidates to bring an official ID document (ID card, passport, driving licence) to the examination. Please note that bus passes are not acceptable. Should candidates forget to bring their proof of ID, the School Organiser must ask the school secretary for a statement, printed on the school’s headed paper, giving the candidate’s full name, class attended, date of birth, address and telephone number. This statement must not be given to the candidate but rather must be given to the Supervisor who will then interview the candidate to verify the details.

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Candidates

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Candidates must bring their Statement of Entry and official ID papers to the examination. Candidates must respect the timetable of the examinations and arrive at least 15 minutes before the start of each paper. Candidates should be aware that any attempt at cheating will be reported to Cambridge University and may result in their disqualification.

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If your school has candidates who have a permanent certifiable mental or physical handicap or difficulties which will affect their performance during a paper, you should contact CLM BELL as soon as possible to organise special consideration.

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Invigilators, runners, Ushers and Minders Detailed descriptions of the roles of Invigilators, Runners, Ushers and Minders can be found in the new schools' zone area of our website http://clmbell.com/school-zone-cambridge-english/ Please be sure to read these descriptions and ensure that all Invigilators and Minders do the same in advance of their examination sessions. Invigilators for written examinations must be teachers. They may be English language teachers provided they have NOT prepared the candidates for the examination they are invigilating. There must be one Invigilator present in each room for every 25 candidates. Each written examination should have at least one Runner present. The Runner should be able to see the door of each examination room from their positions. All Invigilators and Runners are required to be present at least 15 minutes before the start of the examination


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The School Organiser is requested to take on the roles of Runner or Usher so that our Supervisors have an authoritative point of reference during examination sessions.

SECTION 3 ORGANISATION Examinations at your school If your school is hosting the examinations, please ensure that the following preparations are made before our Supervisor arrives on the day of the examination:

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 Clear direction signs should be displayed where appropriate, to enable

candidates to find the examination room easily.

 All English language posters etc must be taken down from walls in

examination rooms.

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 An area in each room should be designated so that all coats, bags etc

can placed out of reach.

 The door to each room should be within eyesight of a ‘runner’ positioned

outside in the corridor.

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 Distances between the centre of each candidate’s work area should be

not less than 1.25 meters.

 Desks should be facing in the same direction.

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 A separate room with a lockable door must be allocated for storing the

examination materials.

 Please note that candidates must not be allowed to enter the

examination area until the Supervisor says he / she is ready  When the Supervisor arrives, usually around one hour before the start of the

examinations, he / she will start organising the rooms.

Listening Papers The quality of the playback equipment, including speakers, should be checked well in advance of the examinations. All equipment (including extension leads) must be ready for use when the Supervisor arrives.

Speaking Papers Each pair of oral examiners require a separate classroom in which to work. A separate classroom should be set up as a waiting room for candidates waiting to take their exam.


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At least two members of staff should be present for each oral examination, one of whom (the Usher) must be the School Organiser who will be stationed outside the rooms and will mark the attendance register, give each candidate their oral mark-sheet (to be taken into the examination) and direct the candidates to the appropriate examination room when the examiners indicate that they are ready. The other teacher will supervise the candidates in the waiting room. The Usher must check the ID of all candidates. Candidates must produce ‘official’ proof of identity (ID card, passport, driving licence) bearing a photograph. Please note that bus passes are not acceptable. If a candidate does not have a valid ID document, you must tell the Oral examiners.

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Teachers should ensure that noise levels in the waiting room are kept to a minimum.

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Teachers must ensure that candidates leaving their examination do not communicate with those waiting.

If Speaking Examiners see evidence of communication between outgoing and ingoing candidates, or if they perceive the noise levels to be excessive, they are instructed to suspend the examinations until the problem has been rectified. If a centre has an uneven number of candidates, the last pair of candidates in a session form a group of three to incorporate the extra candidate.

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Written Examinations at CLM BELL or other premises If your Written and Listening examinations have been transferred to CLM BELL in Trento or Riva, or other premises, we will need you to supply invigilators and staff for all papers. You will be contacted with our requirements.

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Speaking Examinations at CLM BELL If your school has a large number of candidates, please send them in small groups and ensure that they are present at least 15 minutes before their allotted examination times.

Examinations at other schools If your candidates have been transferred to another school for any of the examinations, please get in touch with the school Organiser of the host school to establish their invigilation needs. You will find each school’s ‘docente referente’s’ name on the written and oral timetables when you receive them.


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SECTION 4 REFUNDS, TRANSFERS, ELIGIBILITY ISP REFUNDS Cambridge ESOL have a strict policy regarding refunding candidates for examinations. In general, refunds are only made for reasons involving health or on compassionate grounds (eg. bereavement in the family). Candidates will only receive a 100% refund of the total enrolment fee paid but an administrative fee will be charged to process the application.

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Candidates wishing to withdraw their enrolment, either before an examination or due to absence on the day of the examination, should ask their school to send an official letter (on your school’s headed notepaper) to CLM BELL (addressed to Paul Murphy) stating:  The candidate’s name  The candidate’s date of birth

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 The examination for which the enrolment was made

 The date of the examination for which the enrolment was made

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 The fact that you would like a refund

 The reason for which you are requesting an ISP refund and including:  An official document supporting the reason for the request

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 In the case of illness, the school should include the original copy of a letter

from the candidate’s doctor (on headed notepaper) stating the candidate’s name and date of birth, the health problem and the doctor should include a sentence indicating that, in his / her view, the illness is a valid reason for the candidate not being able to sit the examination. In the case of compassionate grounds, please get in touch with our Examinations Officer to discuss the matter. Please note that requests for refunds can only be accepted up to two weeks after the examination date. Please also note that the process of requesting, granting and receiving a refund is sometimes quite lengthy. Finally, please note that CLM BELL will advise any candidates wishing to claim a refund to contact their School Organiser directly and that CLM BELL will not accept any requests for ISP refunds that are not accompanied by the above documents.


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ISP TRANSFERS Speaking Examinations. Candidates can ask for their speaking examinations to be rescheduled. We will do our best to find an alternative date but please be warned that there may be times when no alternative can be found. In any case an administrative fee will be charged to change the date.

Written Examinations:

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It is not possible for us to change written examination sessions. Once the enrolment deadline has passed, transfer between exam sessions is impossible.

ELIGIBILITY FOR THE ISP DISCOUNT

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Cambridge ESOL offers discounted (Italian Schools Project) fees to:  Full-time ‘scuola d’obligo’ students.

 Part-time evening class students (including adults).

 Teaching, admin and ancillary staff working at the school making the

enrolment.

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SEZIONE 5 CONTATTI Paul Murphy:

(Centre Examinations Manager)

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Cell.:

346 8751287

Fax :

0461 223000

Tel.:

0461 260261

Email

[email protected]

Il Centre Examinations Manager è il responsabile per tutti gli aspetti logistici, comprese le relazioni con i clienti, l’organizzazione delle sedi, il coordinamento del personale per gli esami, tutti gli aspetti delle iscrizioni, compreso il ritiro o il trasferimento di candidati, e per il controllo della qualità.

Ms. Maria Rosa Forti

Tel.

0461 260261

(Examinations Secretary)

Fax.

0461 223000

Email

[email protected]


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