Cambridge Professional Development Qualifications Administrative Guide

Guidance for exams officers and programme leaders administering Cambridge examinations and assessments Valid for examinations in 2013

exams officers

Cambridge for

Introduction 1 Preparation An n ove verv rview Step St p-b -by-step guide Support from Cambridge Su Key dates an Ke and d ac acti tivi v ties 2 Entr trie i s Qu ual alif ific icat a ion awar ard d rules Ma aki king ng fin inal al ent ntri ries es 3 Assignme ent ns Assignme ment nt prepa para ati tio on Submit tti ting ng ass ssig ign ig nm nts nmen s Malpract ctic ice e and ma maladm dministration 4 Resu Re s lts and certificates Understanding an and d preparing fo for r resu sult lts s En nqu uirie es about result lts lt s an a d appeals pr proc ces ess s Ce ert r if ificates Certif Ce ifying ng sta tateme m nts, priorit ty resu sult lts information and veri ve r fi ri fica cati tion on of f results AZ of o ter erm ms

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b Cambridge Professional Development Qualifications Administrative Guide

This guide will help programme leaders responsible for the administration of Cambridge Professional Development qualifications. You should use this guide alongside the documentation in the Cambridge Professional Development Qualifications Toolkit. You can download the folder from CIE Direct.
Alongside this guide, you also need to read and understand the Centre and Cambridge Associates responsibilities section of the >Cambridge Handbook. It details the responsibilities of Centres and forms part of customers contract with us. This guide covers the following qualifications: Cambridge International Certificate for Teachers in Bilingual Education Cambridge International Certificate for Teachers and Trainers Cambridge International Diploma for Teachers and Trainers Cambridge International Diploma in Teaching with ICT. We reserve the right to amend or vary the information in this guide at any time. We will communicate any changes to you immediately. The changes will have immediate effect unless otherwise stated. Up-to-date copies of this guide and the toolkit are in the Support Materials section of CIE Direct. Revised copies of the guide and toolkit are posted on CIE Direct each year. This toolkit contains all the reference documents you need for the qualification, including the syllabus, planning booklet and this guide.

Cambridge Professional Development Qualifications Administrative Guide

Key to icons
To make it easier for you to find the information you need quickly we have developed a set of icons especially for exams officers.

New or updated information

Highlights new or updated information so you know what has changed from last year.

Important dates
Highlights the key dates on each page.

CIE Direct
You will see this icon whenever there is a reference in the text to CIE Direct.

Important information
Highlights the key pieces of information on each page.

Administrative forms
Appears next to the administrative forms referenced on the page.

2 Cambridge Professional Development Qualifications Administrative Guide

An overview
The structure
The qualifications are modular. The number of modules in a qualification varies as appropriate to the purpose of the qualification.
Preparation 1

The assessment model

Modules are assessed separately and the results achieved in modules are stored on the Cambridge database. Candidates have a period of three years, from the date of their first module entry, to achieve the required number of module passes for a complete qualification. For the award of a certificate, all modules must be successfully completed within three years of the successful completion of the first module. A candidate who is awarded a Fail in a module may retake the module at a later date in order to achieve a Pass or Distinction.
Assignments 3 Results and certificates 4 Entries 2

There is no limit to the number of times a candidate can retake within the overall three-year limit stated above. A candidate who has achieved a Pass in a module cannot retake the module to gain a better grade. For qualifications with more than one module, candidates should have received a Pass or better in a module before moving on to the next module.

Grading and certificates

The module results are graded Distinction, Pass or Fail. A candidate who has achieved a Pass or Distinction in the qualification as a whole, according to the award rules, will be awarded with a certificate. Certificates will be issued with Distinction if a grade of Distinction is achieved.

Cambridge Professional Development Qualifications Administrative Guide Preparation 3

Step-by-step guide to administering Cambridge Professional Development qualifications

Cambridge After Centre registration is complete, we arrange access to the relevant support materials and folders in CIE Direct. Centre/candidate Centre runs professional development programme for the qualification.

Candidates complete assignment according to guidelines

Centre submits entries and assignments to us (including correct UCIs). If you do not do this it means we cannot process entries and our examiners cannot mark assignments.

Programme leader checks that assignments are complete including assignment cover sheets, observation forms.

Centre informs us of amendments.

If you do not do this it means certificates may be printed incorrectly.

We validate entry data and send entry feedback to the Centre when entries are loaded.

Centre checks entry feedback to make sure the entries held at Cambridge are correct.

We despatch results and certificates to Centres.

Our examiners mark assignments.

Centre may request an enquiry about results.

4 Preparation Cambridge Professional Development Qualifications Administrative Guide

Support from Cambridge Overview

We provide a wide range of support for exams officers. This section takes you through the support we offer and tells you how to access it. You can contact our Customer Services team between 07 .45 and 19.15 UK time Monday to Friday. Email: Contact us: Telephone: Fax: info@cie.org.uk www.cie.org.uk/help +44 1223 553554 +44 1223 553558 Customer Services address: Customer Services Cambridge International Examinations 1 Hills Road, Cambridge, CB1 2EU United Kingdom Associate Centres should contact
Preparation 1

When contacting us please tell us your Centre name and number. their Cambridge Associate with any queries in the first instance.

Access the main Cambridge website www.cie.org.uk, for the following information: our qualifications and awards syllabuses and specimen papers online versions of the >Cambridge Handbook, the >Cambridge Administrative Guide, administrative forms and final timetables access to CIE Direct (password required) information on Cambridge International Examinations.

You can access CIE Direct at https://direct.cie.org.uk. It is a secure online tool for Cambridge exams officers, which allows you to: upload files, such as entry files keep up to date with CIE Direct bulletins download files, such as provisional and final timetables view our fees list in the My Messages section of CIE Direct. CIE Direct is password protected. After we have registered your Centre we send you login details in two stages by email. Keep these details secure. If you forget your password please contact our Customer Services team.

Important information
There is a separate section of the public website containing information about Cambridge Professional Development qualifications for teachers. Go to www.cie.org.uk/qualifications/teacher to find out more.

Cambridge Professional Development Qualifications Administrative Guide Preparation 5

Results and certificates 4

latest news and events

Assignments 3

1.1

Our public website

1.2

CIE Direct

Entries 2

Support from Cambridge (continued)

1.3 The Help section of our website 1.4 Cambridge Professional Development qualifications toolkit

The Help section of our website contains an online bank of answers to frequently asked questions about Cambridge examinations, assessments and services. The next time you have a question about administering Cambridge examinations visit the Help section. Type your question into the search box, or use the menu to guide you. There is also a Noticeboard on the Help home page to alert you to important announcements. Our Help section: saves you time gives you key dates at a glance contains more than 1200 answers is reviewed and updated daily is available 24 hours a day. Go to www.cie.org.uk/help

You can download the Cambridge Professional Development qualifications toolkit from CIE Direct. It contains all the information you need to administer our Cambridge Professional Development qualifications, including: the key dates the entry form spreadsheet assignment templates for: Cambridge International Certificate for Teachers in Bilingual Education Cambridge International Certificate for Teachers and Trainers Cambridge International Diploma for Teachers and Trainers Cambridge International Diploma in Teaching with ICT

administrative forms for Cambridge Professional Development qualifications: certifying statement application form results verification application form Centre contact details form.

In the toolkit you will also find a copy of this guide. Please make sure that you are using the current guide and toolkit both apply to the calendar year concerned, running from 1 January to 31 December. The guide and toolkit in the Support Materials section of CIE Direct are the current versions.

6 Preparation Cambridge Professional Development Qualifications Administrative Guide

Key dates and activities

Please make sure information reaches us by the dates given in bold. The details in italics show the dates by which we will send you information. We will process assignments we receive after the deadline in the next assessment session. Assessment session Final date for receipt of assignments by Cambridge 18 January 2013 15 February 2013 15 March 2013 19 April 2013 17 May 2013 14 June 2013 19 July 2013 16 August 2013 20 September 2013 18 October 2013 15 November 2013 20 December 2013 Cambridge despatches statements of entry 8 February 2013 8 March 2013 5 April 2013 10 May 2013 7 June 2013 12 July 2013 9 August 2013 6 September 2013 11 October 2013 8 November 2013 6 December 2013 10 January 2014 Cambridge despatches module results to Centres 22 March 2013 19 April 2013 17 May 2013 21 June 2013 19 July 2013 23 August 2013 20 September 2013 18 October 2013 22 November 2013 20 December 2013 24 January 2014 21 February 2014 Deadlines for submitting result enquiries 3 May 2013 31 May 2013 28 June 2013 2 August 2013 30 August 2013 4 October 2013 1 November 2013 29 November 2013 3 January 2014
Results and certificates 4 Assignments 3 Entries 2 Preparation 1

January February March April May June July August September October November December

31 January 2014 7 March 2014 4 April 2014

We will despatch Full certificates for candidates who have satisfied the award criteria with each results issue.

Cambridge Professional Development Qualifications Administrative Guide Preparation 7

Qualification award rules

Cambridge International Certificate for Teachers in Bilingual Education
Module code 5249 Module title Certificate for Teachers in Bilingual Education

Language
This qualification is currently available in English.

Important information
Code 8949 printed on the statement of entry indicates that a candidate is eligible for a Full certificate if a Pass or Distinction is achieved in the modules entered.

Award rules
Module grades Modules will be graded either Distinction, Pass or Fail. Certification A Cambridge International Certificate for Teachers in Bilingual Education at Professional Level will be issued to candidates who have achieved a Pass or Distinction.

Cambridge International Certificate for Teachers and Trainers

Module code 5289 Module title Certificate for Teachers and Trainers Certification A Cambridge International Certificate for Teachers and Trainers at Professional Level will be issued to candidates who have achieved a Pass or Distinction.

Language
This qualification is currently available in English, Spanish and Arabic. Module entries must include an option code to indicate the language required. The module option codes for this qualification are: EN English SP Spanish AR Arabic

Important information
Code 8989 printed on the statement of entry indicates that a candidate is eligible for a Full certificate if a Pass or Distinction is achieved in the modules entered.

Award rules
Module grades Modules will be graded either Distinction, Pass or Fail.

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Qualification award rules (continued)

Cambridge International Diploma for Teachers and Trainers
Module code 5291 5292 5293 5294 Module title Design: planning and preparation Practice: teaching and learning in action Assessment: assessing progress and achievement
Entries 2 Results and certificates 4 Assignments 3 Preparation 1

Evaluation: improving teaching and learning Certification A Cambridge International Diploma for Teachers and Trainers at Professional Level will be issued to candidates who have achieved a Pass or Distinction in all four modules. Certificates will be issued with Distinction if a module grade of Distinction is achieved in three or more modules.

Language
This qualification is currently available in English, Spanish and Arabic. Module entries must include an option code to indicate the language required. The module option codes for this qualification are: EN English SP Spanish AR Arabic

Important information
Code 8994 printed on the statement of entry indicates that a candidate is eligible for a Full certificate if a Pass or Distinction is achieved in the modules entered. Time limit To be awarded a Full certificate the candidate must successfully complete all modules within three years from the submission of the first module.

Award rules
Module grades Modules will be graded either Distinction, Pass or Fail.

Cambridge Professional Development Qualifications Administrative Guide Entries 9

Qualification award rules (continued)

Cambridge International Diploma in Teaching with ICT
Module code 5296 5297 5298 5299 Module title Plan the use of ICT in teaching and learning Manage the use of ICT in teaching and learning Assess teaching and learning using ICT Evaluate and embed the use of ICT in teaching and learning Certification A Cambridge International Diploma in Teaching with ICT at Professional Level will be issued to candidates who have achieved a Pass or Distinction in all four modules. Certificates will be issued with Distinction if a module grade of Distinction is achieved in three or more modules.

Language
This qualification is currently available in English, Spanish and Arabic. Module entries must include an option code to indicate the language required. The module option codes for this qualification are: EN English SP Spanish AR Arabic

Important information
Code 8995 printed on the statement of entry indicates that a candidate is eligible for a Full certificate if a Pass or Distinction is achieved in the modules entered. Time limit To be awarded a Full certificate the candidate must successfully complete all modules within three years from the submission of the first module.

Award rules
Module grades Modules will be graded either Distinction, Pass or Fail.

10 Entries Cambridge Professional Development Qualifications Administrative Guide

Making final entries Overview

When you make your entries assign a Unique Candidate Identifier (UCI) to each of your candidates. Please submit a module entry for every candidate in each submission. Send your entries (for individuals or groups of candidates) at the same time as you send us the assignment(s). Check your entries are correct before submitting them so we can process them and issue your results according to the dates published in the key dates and activities on page 7 of this guide. We assess the assignments we receive by each monthly deadline according to the dates for ondemand assessment modules in the key dates and activities table on page 7 of this guide. We will assess any assignments we receive after the monthly deadline the following month.
Preparation 1

For on-demand submissions final entries must be submitted at the same time as you submit the assignment. The monthly submission dates for on-demand assessment modules are on page 7 of this guide.

The UCI is made up of the following characters: the Centre number of the Centre who makes the first module entry for a candidate (five characters) the year the UCI was allocated to the candidate, for example, 12 if the UCI was allocated in 2012 (two characters) the candidate number, which is a unique number allocated by the exams officer or programme leader (four characters in the range 0001 to 9999) a check digit this is automatically generated by the entry spreadsheet when you have entered all the other characters. If you have any problems with the check digit contact Customer Services and they will give you a number you can add. Do not try and add your own check digit (one character). Example Centre number GB999 Year Candidate number 2569 Check digit X

2.1 What are final entries?

Final entries tell us which candidates you want to enter for which modules.

2.2 How to make final entries

To make your final entries download the CIDentform2013 entry form from CIE Direct, follow the instructions and submit it to us via CIE Direct. You can enter a candidate for a number of modules using the form. All the module, entry codes and option codes you need to make your final entries are at the beginning of this section. When you have completed the spreadsheet and checked that the information is complete and accurate, upload the file to CIE Direct, together with the assignments.

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2.3 What is a Unique Candidate Identifier (UCI)?

The UCI is a unique number that helps us identify each candidate. We use it to track module entries and results over several series.
Cambridge Professional Development Qualifications Administrative Guide Entries 11

Results and certificates 4

Assignments 3

Important dates

A UCI is unique to a candidate and must be submitted with every module entry made for that candidate.

Entries 2

Making final entries (continued)

Important information
You must assign a twelve-character Unique Candidate Identifier (UCI) to each candidate. Do not assign the same UCI to more than one candidate The UCI that is issued to the candidate when their first entry is made is used for the all of their future entries. Do not assign more than one UCI to each candidate as this could result in the candidate not receiving their Core or Full certificates. Submit one entry form containing all your entries for all qualifications in the series. Any changes you make will be treated as entry amendments. The Head of Centre is responsible for making sure your final entries are accurate.

2.6 Do I need to register my candidates at the start of the course?

Candidates are automatically registered when you enter them for a module.

2.7 Confirming entries

We will confirm your entries according to the schedules shown in the 2013 key dates and activities on page 7 of this guide. We do this by sending you hard copies of the documents listed below. Statements of entry Statements of entry show the candidates details, and the modules they are entered for. Give the statements to your candidates and ask them to check them carefully. Contact us immediately if any of their details are incorrect. If you need to make any amendments to your entries email us with your Centre number, the name and number of the candidates requiring amendments and details of what you would like to change. If the modules the candidate is entered for satisfy the award rules for the qualification the statement of entry will show a code for the Full award. Candidate entry list The candidate entry list is a summary of all your entries, listing each candidate, their modules, and the language options they have been entered for. Centre summary of entries The Centre summary of entries shows the total number of entries made for each module and language option.

2.4 Are the syllabuses available in a language other than English?

Yes. The qualifications are available in other languages, for example, Spanish and Arabic. Please see the qualification award rules section in this guide for the languages available in each qualification.

2.5 How do I specify the module and language option on the entry form?
Each module has its own unique four-digit module code and each language has its own unique twocharacter option code. Make sure you include both codes when you make your entry. The entry and option codes that indicate the language are listed at the beginning of this section under the relevant award. Candidates are not permitted to mix languages. All modules must be submitted in the same language

2.8 How many times can a candidate sit a module?

Candidates who fail a module can retake it as many times as they like (within a three-year period) until they achieve a Pass. You submit retake module entries in the same way as all other entries. Candidates who have achieved a Pass cannot retake that module to improve their grade.

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Making final entries (continued)

2.9 How much do final entries cost?
We invoice Centres for entry fees. You can find details of the rates and methods of payment in the Cambridge Fees List, issued annually via the My Messages section of CIE Direct. For the Cambridge International Certificate for Teachers in Bilingual Education, Certificate for Teachers and Trainers and the Diploma in Teaching with ICT we will charge an entry fee for each module entry for each candidate. For the Cambridge International Diploma for Teachers and Trainers, we charge an entry fee when the candidate is entered for their first module (5291). This covers the entry for each module contributing to the Diploma. We can only consider applications for entry fee refunds for 12 months from the date we receive the entry module (5291). We will charge an additional module entry fee in cases where a candidate has failed a module and is required to re-submit an assignment. When we receive your entries or amendments, we send you an invoice for the outstanding balance on your account.
Preparation 1 Results and certificates 4 Assignments 3 Entries 2

Cambridge Professional Development Qualifications Administrative Guide Entries 13

Assignment preparation Overview

Each assignment must be the candidates original work. Assignments should be named correctly with the Unique Candidate Identifier (UCI) and the module code. The Programme Leader should make candidates aware that assignments submitted without all the necessary evidence will be returned as a fail. There is no discounted fee for remarking assignments. The Programme Leader should ensure that assignments submitted for marking contain all the necessary evidence.

3.1 Assignment templates

Candidates must use the assignment templates, provided in the 2013 toolkit. Assignments must be submitted electronically. We cannot process hard-copy assignments and will return any that we receive. Submit candidates assignments as single Word files. Some modules or units require candidates to insert evidence such as completed observation and learner feedback forms. Candidates must include this evidence within the assignment template, and not as separate files. Please remember: the candidates work is a single file (not a portfolio of files). The templates have been designed to streamline the amount of evidence required, and to help both candidate and examiner focus on the essential information.

Supervising assessment We do not expect candidates to undertake assignments without guidance. Programme leaders may: assist with the choice of subjects for investigations, models and topics indicate sources of information, for example, organisations or people who might be able to help, materials, places to visit and references advise on the practicability of ideas suggested by candidates give advice as to length, approach and treatment In addition, programme leaders must: offer guidance to candidates to prevent plagiarism and to monitor progress make sure that candidates state their sources make sure that work is completed in line with syllabus requirements and can be assessed against the criteria. You must actively ensure the authenticity of work before it is submitted as an assignment. The assignment cover sheet includes a declaration of authenticity. By submitting the assignment the Centre and candidate declare that the work is the candidates own, and that any work taken from another source has been appropriately referenced and acknowledged. Centres will be held responsible if issues of authenticity are not addressed. In cases where there is doubt about the authenticity of any work submitted for assessment, we reserve the right to undertake appropriate

3.2 Presentation of assignments

Authenticity For assessment purposes the assignment cover sheet must be completed accurately, i.e. the work should be clearly marked with the candidates name and Unique Candidate Identifier, Centre number, the module title and module code. The programme leader is responsible for ensuring that all staff supervising candidates work for the qualification are aware of current regulations set out in this document and carry out assessments and record-keeping.

14 Assignments Cambridge Professional Development Qualifications Administrative Guide

Assignment preparation (continued)

checks, such as telephone or other interviews, to determine whether the work is authentic. Any decisions we reach on matters of authenticity and any subsequent action taken will be final. Scanning evidence Candidates may insert scanned copies of learner feedback (samples of learner feedback or a maximum of six digital photographs) to support their assignments.

Important information
Naming assignment files When you send assignments to Cambridge make sure they are named according to the convention detailed below. All assignment files should be given a 16-character filename made up of the following: a. the candidates UCI (12 characters) b. module code (four characters) the module code of the assignment (listed in the Qualification award rules section of this guide and on the Excel entry form CIDentform2013) Example: GB999102569T5296

Important information
Candidates should keep the file size manageable when scanning and inserting evidence and when inserting images into their assignments.

3.3 Timescales
You can submit batches of candidate assignments to us at any time. We assess the assignments we receive by the specific monthly entry deadlines (detailed on page 7 of this guide) in that assessment series. We issue module results on the date shown for the equivalent assessment series. The dates for the publication of results for each on-demand series are detailed on page 7 of this guide.

This file is an assignment for module 5296 for candidate GB999102569T Assignments should be submitted as Word documents.

Cambridge Professional Development Qualifications Administrative Guide Assignments 15

Results and certificates 4

Assignments 3

Entries 2

Preparation 1

Submitting assignments
3.4 How to submit assignments
When a batch of assignments is ready submit them and the associated entries at the same time via CIE Direct. For each batch of submissions, an entry file should be completed by using the electronic entry form CIDentform2013 provided in the Toolkit. All candidates assignments received for each monthly submission should be batched together into one zip file along with the entry form for that submission. When the assignments for all candidates have been batched into zip files, they can be submitted to Cambridge by uploading the files to CIE Direct. Failure to provide Cambridge with correctly completed entry forms or all of the required documentation may result in the submission being held over to a subsequent monthly session. Work will not be processed until the correct documentation is received.

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Malpractice and maladministration Overview

Malpractice is an action that breaks Cambridge regulations and potentially threatens the integrity of Cambridge assessments. It can happen at any time during the assessment process. You are responsible for reporting any potential cases of malpractice to your principal/Head of Centre. The Head of Centre must make sure that the Centre complies with the regulations below, and report all cases of suspected malpractice to Cambridge.
Entries 2 Results and certificates 4 Assignments 3 Preparation 1

3.6 Examples of malpractice and maladministration

The list is not exhaustive and we may consider other instances of malpractice: misusing assessment material behaving in a way that undermines the integrity of the qualifications not following the conditions or instructions designed to maintain the security of the qualifications getting, receiving, exchanging or passing on information which may be assessment related pretending to be someone else, or arranging for someone else to complete your assignment for you inappropriate, offensive or obscene material in scripts copying from another candidate plagiarising by not acknowledging sources properly and/or submitting another persons work as if it were your own stealing another persons work deliberately destroying another persons work altering any results document, including certificates The following are examples of malpractice by the Centre. The list is not exhaustive and Cambridge may consider other instances of malpractice at its discretion: running a programme for one of Cambridges Professional Development qualifications without an accredited programme leader at the Centre failure of offer a programme which prepares the majority of the candidates to successfully complete the award

failure to follow the assessment guidelines set out in the syllabus failure to submit candidate assignments in the correct format failure of the programme leader to manage the attendance and work of other trainers, mentors and visiting speakers as necessary assisting candidates with the production of assignments beyond what would be considered reasonable consistent failure to ensure that candidate work is complete and authentic running a course with significant deviation from the programme plan approved by Cambridge for instance inclusion of online training which has not been approved by Cambridge

3.7 What to do if you suspect malpractice

The Head of Centre needs to report any established, suspected or alleged cases of malpractice by candidates or their staff in writing, complete with evidence and as soon as possible. They must carry out the initial investigation into any cases of alleged malpractice or maladministration. We may require the Head of Centre to carry out subsequent investigations. If this is the case, we will notify the Centre and tell them what type of report they need to submit following the investigation. The Centre must make any member of staff accused of malpractice or maladministration fully aware (preferably in writing), at the earliest opportunity, of the nature of the alleged malpractice and the possible consequences should malpractice be proved. Any member of staff accused of malpractice or maladministration

Cambridge Professional Development Qualifications Administrative Guide Assignments 17

Malpractice and maladministration (continued)

must have the opportunity to respond (preferably in writing) to the allegations made. We will seek to establish the full facts and circumstances of any alleged malpractice and, where appropriate, information about the individuals conduct in other assessments. In certain circumstances, for example, when a candidates account of events is at variance with that of the Centres, we may deal directly with the candidate or the candidates representative.

3.8 What action will Cambridge take in the event of suspected malpractice?
Depending on the case it will be referred to either the regulations officer or manager in charge of malpractice or the Cambridge Malpractice Committee to decide what action should be taken. Each case is considered on an individual basis. The possible outcomes are: no further action needed a warning a deduction of marks or no marks awarded a disqualification from the qualification in question and in some cases disqualification from all qualifications stopping a candidate from entering Cambridge examinations and assessments for up to five years. The Malpractice Committee may impose other penalties as appropriate. On the basis of evidence received, the Cambridge Malpractice Committee will consider each case and decide on the action to take. The Cambridge Malpractice Committee may take the following actions: issue a warning about future conduct to the Centre or staff involved ban members of staff from any involvement in the administration of Cambridge qualifications for a specified period of time ban the Centre from entering Cambridge qualifications inform other awarding bodies of the details of the case and the action taken inform the police and other relevant authorities. Cambridge will endeavour to make sure that candidates are neither advantaged nor disadvantaged as a consequence of malpractice or maladministration by staff. However, it may be necessary to withhold results until the Committee has fully considered the case.

3.9 The malpractice appeals process

The Head of Centre/Cambridge Associate must send any appeal in writing within 28 days from the date of notification of the decision. The following reasons, in isolation, are not enough to merit an appeal: the individual did not intend to cheat the individual has a good academic record the individual could lose a university place the individual regrets his/her actions. When making an appeal, you must provide us with any extra information or evidence you would like the Appeals Committee to consider. Once you have submitted an appeal, all communication relating to the case must be in writing. We will not enter into any communication about an appeal with candidates or their parents. We will let you know the outcome of the appeal within 28 days of the date of the appeal.

3.9.1 Malpractice appeal process

Stage 1 (a) At Stage 1 the evidence is reviewed by senior staff within the Compliance Unit. All previous evidence is considered alongside any new evidence or mitigating circumstances you have highlighted. (b) We will notify you in writing of any decision made. Stage 2 If you are not satisfied by the outcome of the Stage 1 appeal, you can request to go to Stage 2. (a) At Stage 2 the Cambridge Appeals Committee will consider the appeals against the decisions made.

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Malpractice and maladministration (continued)

(b) The Cambridge Appeals Committee consists of an independent chair, the regulations officer who will minute the meeting and at least two independent panel members. Other subject, assessment or specialist staff may be invited to give extra information as required. The Appeals Committee will review the evidence and decide what action, if any, should be taken. The Committee will consider all the information available.
Preparation 1 Results and certificates 4 Cambridge Professional Development Qualifications Administrative Guide Assignments 19 Assignments 3 Entries 2

(c) The outcome of a Stage 2 appeal is final and we will not enter into further correspondence.

Understanding and preparing for results Overview

Read this section to prepare for the release of results. It sets out everything you need to know so you can make sure your candidates get their results and that you can answer all their queries. Cambridge releases results online through CIE Direct and follows them up with hard-copy statements of results. You can issue the results to candidates as you receive them.

Important dates
We issue module results through CIE Direct according to the dates shown on page 7 of this guide, and issue the hard-copy results seven to 10 days later.

Results by syllabus This is a list of all your candidates results by syllabus. We do not give you a profile of the marks each candidate achieved in each module or the module grade boundaries.

4.1 Results documentation

Statements of results: For candidates You will get a statement of results for every candidate. It lists all the modules entered by an individual candidate and the module grades awarded. Statements of results are printed on full-colour water-marked stationery. As statements of results are a permanent record of the assessment, please report any errors on them immediately. If any of your statements of results have been altered or damaged please contact Customer Services. The absence of a module result for a candidate may indicate that the module records for that candidate are not linked correctly, for example, if a candidate has been given more than one UCI. Any discrepancy should be reported to Cambridge immediately as incorrect linking will lead to failure in the awarding of a full award.

4.2 Checking and issuing results

We send your results by courier unless we are instructed otherwise. When you receive them, please check you have all the right documentation, including a statement of results for all of your candidates. If you are missing any please contact Customer Services immediately. You are responsible for making sure all your candidates receive their statements of results.

4.3

How module grades are reported

The module grades that are available for each qualification are described in the Qualification award rules section of this guide. The module grades are Distinction, Pass and Fail. For each qualification NO RESULT shows that for some reason we could not issue a result. For each qualification PENDING shows that we are still waiting to issue the result.

Important information
Statements of results are not certificates and might not be accepted by a university or other public body.

4.4 What you should do if the Centre name or a candidate name is reported incorrectly on results
Please email us immediately if the Centre name or a candidate name appear incorrect on a statement of results. We issue certificates with results documentation.

20 Results and certificates Cambridge Professional Development Qualifications Administrative Guide

Understanding and preparing for results (continued)

If you request any name amendments after we have issued your certificates, we will charge you an administration fee per certificate and a courier fee per consignment. You must return the incorrect certificates before we send you your amended certificates. Our administrative fees are in the Cambridge Fees List, available from the My Messages section of CIE Direct.
Entries 2 Results and certificates 4 Cambridge Professional Development Qualifications Administrative Guide Results and certificates 21 Assignments 3 Preparation 1

4.5 Arranging for copies of results to be sent to other institutions

We cannot send your statements of results directly to candidates or any third parties.

Enquiries about results and appeals process Overview

We carry out extensive quality checks before we issue results. However, we do offer a results enquiries service if you would like us to check the results for particular candidates. We offer a range of result enquiries depending on the type of check you would like us to make. There is an administrative fee for each enquiry. We will not charge the fee if the enquiry results in a change to the module grade.

Important dates
The deadlines for submitting enquiries about results are six weeks after the relevant published results issue date (see page 7).

Important information
Individual candidates cannot request result enquiries. The Head of Centre must endorse all requests. You can only send one enquiry for each candidates result in a module. You can request the same or different services for the same candidate in different modules.

Administrative forms
Forms available from the Support Materials section of CIE Direct Enquiries About Exam Results (International Centres): Results and Certificates Form 1

4.8 Fees for enquiries about results 4.6 How to make an enquiry about results
Complete and send in Results and Certificates Form 1. Please follow the instructions in the Guidance notes section of the form. We start destroying candidate scripts shortly after the deadlines for result enquiries have passed. Therefore we cannot accept late result enquiries. The fees we charge for each service are listed in the Cambridge Fees List, available from the My Messages section of CIE Direct. We charge a fee for each enquiry about results service. We provide explanations for NO RESULT and PENDING results free of charge. We will not charge the fee if the enquiry results in a change to the module grade.

4.7 What services are available?

At the time this guide was published (December 2012) we were conducting a review of our enquiries about results services to make sure they meet the needs of our customers. We will produce an updated version of this guide to include the outcomes of this review and a list of the services available in early 2013.

Important information
Please do not send any payment with your form. We invoice the Head of Centre for all enquiries about results after the deadlines have passed.

22 Results and certificates Cambridge Professional Development Qualifications Administrative Guide

Enquiries about results and appeals process (continued)

4.9 How long does it take to process enquiries?
We will deal with enquiries in the order in which we receive them. We cannot guarantee the date by which we will process enquiries. But we will make every effort to communicate the outcome to you as quickly as possible, and whenever possible, within 30 calendar days of receiving your enquiry. 1. used procedures which were consistent with our Code of Practice, which is available on our website 2. applied our internal procedures properly and fairly in arriving at our judgements. You need to state in your appeal the way(s) in which you think this was not the case. Make sure you include your Centre number and the number of the enquiry about results service as part of your appeal. The consideration of an appeal does not normally involve further re-marking. There are two stages to the appeal process: Stage 1: Initially a senior member of Cambridges staff will consider the appeal and will notify the Centre in writing within 21 days of receiving the appeal, whether the appeal is upheld. Stage 2: If the appeal is not upheld at Stage 1, the Head of Centre/Cambridge Associate can make a further appeal to Stage 2. They must do so in writing within 14 days of the outcome of the Stage 1 appeal. As part of Stage 2 your Head of Centre needs to present their case to Cambridge. We will tell the Head of Centre/ Cambridge Associate the outcome within 28 days of receiving the Stage 2 appeal. We charge for Stage 1 and Stage 2 appeals. The charge will be per enquiry, not per candidate. See our fees list available in the My Messages section of CIE Direct. The outcome of a Stage 2 appeal is final and we will not enter into further communication with Heads of Centres/Cambridge Associates after we have told them the outcome of the appeal. Stage 2: If the appeal is not upheld at Stage 1, the Head of Centre/Cambridge Associate can make a further appeal to Stage 2. They must do so in writing within 14 days of the outcome of the Stage 1 appeal. As part of Stage 2 your Head of Centre needs to present their case to Cambridge. We will tell the Head of Centre/ Cambridge Associate the outcome within 28 days of receiving the Stage 2 appeal. We charge for Stage 1 and Stage 2 appeals. The charge will be per enquiry, not per candidate. The outcome of an appeal is final and we will not enter into further correspondence with Heads of Centres/Cambridge Associates after we have notified them of the outcome of that appeal.
Preparation 1 Results and certificates 4 Assignments 3 Entries 2

4.10 Outcomes of enquiries

We will write to the Head of Centre about the outcome of the enquiry. If the enquiry leads to a syllabus grade change, we will issue a revised statement of results. If we have already issued a certificate, you must return the original certificate and we will then send you a replacement. We will confirm any syllabus grade change to any university or other institution in writing at the request of the Head of Centre or Cambridge Associate. Where an enquiry does not lead to a change in the candidates syllabus grade, we will not reissue a statement of results or certificate based on a change to a candidates component grade. If an enquiry leads to a reduction in a candidates grade and this is carried forward to a another series, we will use the reduced mark to calculate the candidates final grade. If the outcome of an enquiry brings into question the accuracy of the results for other candidates in that syllabus, we will notify the Head of Centre/ Cambridge Associate. We will then carry out the service on any other candidates who may have been affected free of charge. The Head of Centre/ Cambridge Associate will be notified of the outcome.

4.11 Appeals
If a Head of Centre/Cambridge Associate wants to appeal against an enquiry outcome, they must submit an appeal to us in writing within 28 days of the date of notification of the outcome. The appeal will focus on our procedures, and specifically on whether we:

Cambridge Professional Development Qualifications Administrative Guide Results and certificates 23

Enquiries about results and appeals process (continued)

Important information
Where an enquiry for a group of candidates (Services 4 or 8) leads to one or more changes to candidates grades, we will charge a proportion of the whole fee as appropriate.

4.12 Examiner feedback on assignments

Reports on the session are despatched to Centres with the results. The examiners write reports on the assignments once the marking for a series has been completed. A report is written for each Centre and is intended to give information on how candidates performed in general. Reports will normally include the following information: highlights of performance points for development if a candidate needs to re-submit, how the candidate should improve the quality of the assignment. Feedback for the Diploma for Teachers and Trainers and the Diploma in Teaching with ICT is to the Centre. Feedback for the Certificate for Teachers and Trainers and the Certificate for Teachers in Bilingual Education is to the Centre and to the individual candidates. A report on the qualification is produced annually.

24 Results and certificates Cambridge Professional Development Qualifications Administrative Guide

Certificates Overview
We automatically issue Full award certificates to candidates who achieve a Pass or Distinction in all of the required modules detailed in the award rules.
Preparation 1

Important dates
Certificates are sent with your results documentation.

Keep them in a safe place and pass them to your candidates as soon as possible. Keep unclaimed certificates in a safe place for at least 12 months. After that period, send them to us with a list of the certificates being returned. Keep a copy of this list. Do not destroy unclaimed certificates.

Administrative forms
Forms available from the Exams Officers section of the Cambridge website www.cie.org.uk/examsofficers Certifying Statement Application: Results and Certificates Form 7

4.15 What to do if the Centre name or a candidate name is reported incorrectly on a certificate
Check the candidate details including the spelling of names when you receive your certificates. Let us know if anything is incorrect as soon as possible and return the incorrect certificate to us. We charge for a replacement certificate. We will only replace certificates that are within 18 months of the date we originally issued them.

4.13 How Full awards are calculated and reported

Candidates who have achieved a Pass or better in all of the modules detailed in the award rules receive a Full certificate. You can find the grades we award in the Qualification award rules section of this guide.

4.14 Conditions for issuing certificates

A certificate is the property of Cambridge. We issue them on the following conditions: if the certificate is altered or defaced it is invalid if we ask you to return a certificate, you must return it the certificate should be kept in a safe place we will not issue copies of certificates. We send them by courier. When you receive them please check them against your Results by Syllabus document to make sure you have one for each qualifying candidate. Please let us know if you are missing any or if any of the information on them is incorrect.

4.16 Can a candidate or Centre ask for other information on a certificate to be changed?
We cannot change a candidates name to reflect any changes that take place after they take their exam, for example changing their name because they get married. We issue a separate certificate each series. We cannot combine grades achieved in different series or at different Centres (in the same series) onto one certificate. We cannot delete any grades from a certificate.

4.17 Missing Full certificates

We issue Full certificates as soon as the candidate

Cambridge Professional Development Qualifications Administrative Guide Results and certificates 25

Results and certificates 4

Assignments 3

Entries 2

If you have not received your certificates within two weeks of the dates listed above, contact us immediately.

Certificates (continued)
achieves a Pass in the relevant modules. If you do not receive any of your Full certificates please contact us immediately with the candidates details. We can produce Full certificates up until 18 months after the candidate was due to receive their original certificate.

4.18 Damaged or lost certificates

At our discretion, we can replace candidates certificates as long as we have satisfactory proof of their identity. This service is available within 18 months of the date we issued the original certificate. You must return the damaged certificate before we provide a replacement. We charge a fee per certificate plus costs to send the certificate by courier. We will not replace certificates that have been lost. If a candidate loses their certificate they need to apply for a certifying statement of results.

26 Results and certificates Cambridge Professional Development Qualifications Administrative Guide

Certifying statements and verification of results Overview

A certifying statement is an official document that shows the grades a candidate achieved in a particular series. It is fully endorsed by the Vice Chancellor of the University of Cambridge. Educational institutions and employers accept them as a legitimate record of results. The certifying statement shows all grades, except UNGRADED, NO RESULT, PENDING or TO BE ISSUED.
Entries 2 Results and certificates 4 Assignments 3 Preparation 1

We also offer a results verification service for applications to educational institutions or places of employment.

Administrative forms
Forms available from the Exams Officers section of the Cambridge website www.cie.org.uk/examsofficers Certifying Statement Application: Results and Certificates Form 7 Results Verification Application: Results and Certificates Form 8

can request extra copies at the same time and they are charged at a lower fee. We charge per address if the statement is sent by courier. Please send your payment with the All credit card payments are application form. subject to a 2 per cent handling fee. If we cannot trace a result, we cannot refund the search fee but we will refund any fees paid for copies or courier despatch. The fees are in our fees list available from the My Messages section of CIE Direct.

4.19 How to apply for a certifying statement

Candidates who have lost or damaged their certificate can apply for a certifying statement. Applications for certifying statements can be made at any time. Use Results and Certificates Form 7 to apply for a certifying statement. Follow the instructions in the Guidance notes section and submit the application form with the correct payment and form of identification. Candidates can request several certifying statements on one application form. Follow the instructions in the Guidance notes section and submit the application form with the correct payment and form of identification. Candidates can request several certifying statements on one application form.

4.21 How long does it take for a statement to be issued?

We will deal with requests within four weeks of receiving a correctly completed application. For security reasons, we cannot communicate results by fax or telephone.

4.22 Verification of results

A candidate or institution requiring verification of results can apply at any time using Results and Certificates Form 8 and sending in the certificate they want us to verify. We charge a fee per certificate per candidate for this service. The fee is in our fees list available from the My Messages section of CIE Direct.

4.20 Fees for certifying statements

We produce a certifying statement for each series and we charge a fee for each one. For each certifying statement we charge a search fee. You

Cambridge Professional Development Qualifications Administrative Guide Results and certificates 27

AZ of useful terms
Assessment The method used to evaluate a candidates performance. For the Cambridge Professional Development qualifications this is the module assignment. Cambridge International Examinations is part of the Cambridge Assessment Group. Cambridge Assessment is the brand name of University of Cambridge Local Examinations Syndicate (UCLES), which is itself a department of the University of Cambridge. A person who has been entered for an assessment. A school, institution or organisation approved by and registered with Cambridge for the entry of candidates to Cambridge qualifications and to carry out related assessments. The name of your institution/organisation. The five-digit alpha numeric code given to your institution/ organisation (for example, XX123). An official document issued by Cambridge to show the grades achieved by a candidate in a particular series. We can send it to educational institutions on the day that results are published. CIE Direct is the online tool for exams officers and programme leaders to manage entries and carry out other administrative tasks. Services available to Centres wanting to have a candidates assignment reviewed. The candidates a Centre has entered for a Cambridge syllabus in a particular examination series. Malpractice: An action by a candidate that breaks Cambridge regulations and potentially threatens the integrity of Cambridge qualifications. Maladministration: An action by a Centre or its staff that breaks Cambridge regulations and potentially threatens the integrity of Cambridge qualifications. Option codes The code given to specify available combinations of languages within each syllabus. The person appointed by the Centre and accredited by Cambridge to manage programmes leading to Cambridge International Professional Development Qualifications for teachers in the Centre. A certificated award made by Cambridge to learners to demonstrate their achievement. A candidates response to a whole module assignment.

Cambridge International Examinations

Candidate Centre

Centre name Centre number

Certifying statement

CIE Direct

Enquiries about results

Entries

Malpractice and maladministration

Programme leader

Qualification

Script

28 AZ of useful terms Cambridge Professional Development Qualifications Administrative Guide

AZ of useful terms (continued)

Series A group of assignments submitted in the same month. A series is identified by the month and year. A document produced for each candidate giving details of the candidate and the syllabus entry options they have entered. A document produced for each candidate giving details of all the syllabuses they have entered and the syllabus grades they have been awarded. A complete description of the content, assessment arrangements and performance requirements for a qualification. A course leading to an award or certificate is based on a subject syllabus. The four-digit number allocated to each subject. University of Cambridge Local Examinations Syndicate, a department of the University of Cambridge. A unique number to help us identify and trace each candidate. The Centre allocates the UCI. It must be submitted with every module entry made for each candidate. A service offered by Cambridge if a candidate or another institution, such as an employer or university, wants to verify results issued by Cambridge.

Statement of entry

Statement of results

Syllabus

Syllabus number UCLES

Unique Candidate Identifier (UCI)

Verification of results

Cambridge Professional Development Qualifications Administrative Guide AZ of useful terms 29

Cambridge International Examinations 1 Hills Road, Cambridge, CB1 2EU, United Kingdom Tel: +44 1223 553554 Fax: +44 1223 553558 Email: info@cie.org.uk www.cie.org.uk
University of Cambridge International Examinations, December 2012