Cambridge Professional
Development Qualii cations
Administrative Guide
Guidance for exams ofi cers
administering Cambridge examinations
and assessments
Valid for 2017
Cambridge f
or
exams of
Contents
Introduction 3
Preparation 1
An overview 5
Step-by-step guide 6
Support from Cambridge 7
Key dates and activities 10
Entries 2
Qualii cation award rules 11
Making entries 15
Portfolios 3
Portfolio preparation 18
Submitting portfolios 20
Malpractice and maladministration 25
Results and certii cates 4
Understanding and preparing for results 27
Enquiries about results and appeals process 29
Certii cates 31
Certifying statements and verii cation of results 33
Cambridge Associate and Associate Centre responsibilities for Cambridge Professional
Development Qualii cations 35
This guide will help those responsible for the administration of
Cambridge Professional Development Qualii cations (Cambridge
PDQs). You should use this guide alongside the documentation in the
Cambridge Professional Development Qualii cations Information Pack
.
You can download the Information Pack from the Cambridge Secure
Exchange.
You must follow the deadlines and processes in this guide but you also need to read and
understand the
>
Cambridge Handbook. It setsout the regulations for all Cambridge tests, exams and assessments, and forms part of our customers’ contract with us. The regulations you
need to follow are highlighted in the
>
CambridgeHandbook by the following icon:
The
>
Cambridge Handbook is available from the ‘Exams ofi cers’ section of our website atwww.cie.org.uk/examsofficersguide
This guide covers the following qualii cations:
• Cambridge International Certii cate in Teaching
& Learning
• Cambridge International Diploma in Teaching &
Learning
• Cambridge International Certii cate in Teaching
with Digital Technologies
• Cambridge International Diploma in Teaching
with Digital Technologies
• Cambridge International Certii cate in Teaching
Bilingual Learners
• Cambridge International Diploma in Teaching
Bilingual Learners
• Cambridge International Certii cate in
Educational Leadership
• Cambridge International Diploma in Educational
Leadership
We reserve the right to amend or vary the
information in this guide at any time. We will notify you of any changes immediately. The changes will have immediate effect unless otherwise stated.
Important information
To make it easier for you to i nd the information you need quickly we have developed a set of icons.
New or updated information
Important dates
Highlights new or updated information so you know what has changed from last year.
Highlights the key dates on each page.
CIE Direct
Important information
You will see this icon whenever there is a reference in the text to CIE Direct.
Highlights the key pieces of information on each page.
Administrative forms
Processes for Cambridge
Associates and their
Associate Centres
Appears next to the
administrative forms referenced on the page.
Highlights differences to processes for Cambridge Associates and their Associate Centres. You should also refer to the section of this guide called ‘Cambridge
Associate and Associate Centre responsibilities for Cambridge Professional Development Qualii cations’.
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The structure
• The qualii cations are modular.
• Certii cate qualii cations consist of one module.
• Diploma qualii cations consist of three modules.
The assessment model
• Modules are assessed separately and the results achieved in modules are stored on the Cambridge
database.
• A candidate has three years from the submission of Module 1 to make an entry for Module 2.
• A candidate has one year from the submission of Module 2 to make an entry for Module 3.
• A candidate who is awarded a Fail in a module may resubmit the module at a later date in order to
achieve a Pass or Distinction.
• The candidate must resubmit the module within one year of the candidate’s i rst submission.
• A candidate can only resubmit a module twice.
• A candidate who has achieved a Pass in a module cannot resubmit the module to gain a better grade.
• A candidate must achieve a Pass or Distinction in Module 1 (the Certii cate) before an entry is made for
Module 2.
• A candidate must achieve a Pass or Distinction in Module 2 before an entry is made for Module 3.
Grading and certii cates
• The module results are graded Distinction, Pass or Fail.
• A candidate who has achieved a Pass or Distinction in the qualii cation as a whole, according to the award
rules, will be awarded a certii cate.
• Certii cates will be issued ‘with Distinction’ if a grade of Distinction is achieved.
Step-by-step guide to administering Cambridge Professional
Development Qualii cations
After Centre registration is complete, we give you access to the Cambridge Secure Exchange and the relevant support materials.
We validate entry data and send entry feedback to the Centre when entries are loaded.
Centre checks statements of entry to make sure the entries held at Cambridge are correct.
Centre informs us of any amendments required. Centre uploads entry form
and portfolios to us through the Cambridge Secure Exchange, including Unique
Candidate Identiiers. See section 2.4 for details. If you do not do this
we cannot process entries and our examiners cannot mark portfolios.
Candidates complete portfolio.
Programme Leader checks that portfolios are
complete, including: • portfolio cover sheet • evidence of learning • evidence of practice • evidence of relection.
Centre runs professional development programme for the qualiication.
Our examiners mark portfolios.
We release results to Centres on CIE Direct by the dates listed in the 'Key dates and activities' section of this guide.
Cambridge
Centre/candidate
Entries that have been accepted can be viewed on CIE Direct.
If you do not do this your certiicates may be printed incorrectly.
Centre may request an enquiry about results.
We despatch results and certiicates to Centres.
Cambridge Associates/
Associate Centres
Support from Cambridge
1.1 Cambridge
website
Visit our website for information about:
• administering our exams
• our programmes and qualii cations
• syllabuses and specimen papers
• latest news and events
• professional development
• our blog.
You can also visit our website to access CIE
Direct (password required) and the
>
CambridgeHandbook.
Go to www.cie.org.uk
Important information
There is a separate section of the website with information about Cambridge Professional Development Qualii cations for teachers.
Go to www.cie.org.uk/pdq to i nd out more.
1.2 Cambridge Secure Exchange
You can access the Cambridge Secure Exchange at
https://exchange.cie.org.uk
It is a secure online exchange server which should be used to:
• download i les from the Cambridge Professional
Development Qualii cations Information Pack
• upload entry i les and candidate portfolios.
The Cambridge Secure Exchange is password protected. If you are eligible to run the Professional Development Qualii cations, your exams ofi cer will have been given login details. The login details should be kept secure. If your exams ofi cer forgets the password please click ‘Request a password change’ on the login page.
Cambridge Associates/
Associate Centres
This process is different for Cambridge Associates and their Associate Centres. Please refer to the section of this guide called ‘Cambridge Associate and Associate Centre responsibilities for Cambridge Professional Development Qualii cations’.
Overview
We provide a wide range of support for exams ofi cers. This section takes you through the support we offer and tells you how to access it.
Email: info@cie.org.uk
Website: www.cie.org.uk/help
Telephone: +44 1223 553554
Fax: +44 1223 553558
Customer Services address: Customer Services
Cambridge International Examinations 1 Hills Road, Cambridge, CB1 2EU United Kingdom
Please tell us your Centre name and number when you contact us. Associate Centres should contact
Support from Cambridge
(continued)
1.3 CIE
Direct
CIE Direct is a secure online tool for Cambridge
exams ofi cers. It allows you to:
• view accepted entries
• view results
• view our fees list in the ‘My Messages’ section.
The site is password protected. After we have registered your Centre we send you login details by email. Keep these details secure. If you forget your password contact Customer Services (info@cie.org.uk). If the exams ofi cer changes at your Centre send us your new exams ofi cer’s contact details as soon as possible by completing
Preparation – Form 6. This form is available from CIE Direct.
Access CIE Direct at https://direct.cie.org.uk.
Contact Customer Services if you cannot access the site.
Cambridge Associates/
Associate Centres
Cambridge Associates can contact Customer Services to request access to CIE Direct for their Associate Centres. Once the account has been set up, we will upload login details to the ‘My Messages’ section of the Cambridge Associate’s CIE Direct account. The Cambridge Associate must pass the relevant login details securely to their Associate Centre(s).
For further details, please refer to the section of this guide called ‘Cambridge Associate and Associate Centre responsibilities for Cambridge Professional Development Qualii cations’.
1.4 The ‘Help’ section of our website
The ‘Help’ section of our website contains an online bank of answers to frequently asked questions about Cambridge exams and services. Simply type your question into the search box or use the menu to guide you. The ‘FAQs and Important Announcements’ section alerts you to key information.
Our ‘Help’ section:
• saves you time
• contains more than 1200 answers
• is reviewed and updated daily
• is available 24 hours a day.
Visit www.cie.org.uk/help
1.5 Communications
toolkit
To make it easier for schools to access our
marketing support resources, the Communications toolkit has replaced the Marketing Resources area of our website. It is the place to go if you are planning an open day or parents’ evening, or if you want to announce your status as a Cambridge school. You will i nd presentations, videos, posters, event banners, press releases and more.
Everything is free to access. If you want to download your customer logo you will be asked to log in using your Centre number.
Access the Communications toolkit at
1.6 Cambridge
Professional
Development Qualii cations
Information Pack
You can download the Cambridge PDQ Information
Pack from the Cambridge Secure Exchange.
The folder contains all the information you need to administer the Cambridge Professional Development Qualii cations that you are eligible to offer, including:
• the key dates
• the entry form spreadsheet
• portfolio templates and syllabuses for:
– Cambridge International Certii cate in
Teaching & Learning
– Cambridge International Diploma in Teaching
& Learning
– Cambridge International Certii cate in
Teaching with Digital Technologies
– Cambridge International Diploma in Teaching
with Digital Technologies
– Cambridge International Certii cate in
Teaching Bilingual Learners
– Cambridge International Diploma in Teaching
Bilingual Learners
– Cambridge International Certii cate in
Educational Leadership
– Cambridge International Diploma in
Educational Leadership
• administrative forms for Cambridge Professional
Development Qualii cations:
– Results and Certii cates – Form 12
– Results and Certii cates – Form 13
• the Programme Leader Guide
• the Candidate Handbook
• a copy of this guide.
Important information
Please make sure that you are using the current guide and information pack – both apply to the calendar year concerned, running from 1 January to 31 December. The guide and information pack on the Cambridge Secure Exchange are the current versions.
To i nd the relevant Cambridge PDQ assessment templates and information pack on the Cambridge Secure Exchange:
• log into the Cambridge Secure Exchange
• click on the ‘Folders’ link on the left of the
screen
• click on ‘Distribution’
• click on ‘Professional Development
Qualii cations’
• click on ‘Cambridge PDQ Information Pack’.
Within this folder there are separate sub folders containing resources for each PDQ qualii cation. There is also a sub folder named ‘Cambridge PDQ Admin Guide, Forms & Candidate Handbook’ which contains this guide and the relevant forms.
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.
Assessment series
Final date for portfolios to be received by Cambridge
Cambridge despatches statements of entry
Results release date on CIE Direct
Deadlines for submitting enquiries about results
January 2017 29 January 2017 17 February 2017 24 March 2017 05 May 2017
February 2017 26 February 2017 17 March 2017 21 April 2017 02 June 2017
March 2017 Not available Not available Not available Not available
April 2017 30 April 2017 19 May 2017 23 June 2017 04 August 2017
May 2017 28 May 2017 16 June 2017 21 July 2017 01 September 2017
June 2017 25 June 2017 14 July 2017 18 August 2017 29 September 2017
July 2017 30 July 2017 18 August 2017 22 September 2017 03 November 2017
August 2017 27 August 2017 15 September 2017 20 October 2017 01 December 2017
September 2017 24 September 2017 13 October 2017 17 November 2017 29 December 2017
October 2017 29 October 2017 17 November 2017 22 December 2017 02 February 2018
November 2017 26 November 2017 15 December 2017 19 January 2018 02 March 2018
December 2017 31 December 2017 19 January 2018 23 February 2018 06 April 2018
There is no March series.
Statements of results and certii cates are despatched approximately 10 days after the release of results for each series.
We will despatch certii cates for candidates who have satisi ed the award criteria after each results release.
Qualii cation award rules
Language
This qualii cation is available in English.
Award rules
Module grades
Modules will be graded either Distinction, Pass or Fail.
Cambridge International Certii cate in Teaching & Learning
Module certii cate code
Module code
Module title
6208 4164 Exploring teaching and learning
Language
This qualii cation is available in English.
Award rules
Module entries
A candidate must achieve a Pass or Distinction in Module 1 before making an entry for Module 2.
A candidate must achieve a Pass or Distinction in Module 2 before making an entry for Module 3.
Module grades
Modules will be graded either Distinction, Pass or Fail.
Certii cation
Certii cates are issued if the candidate achieves a Pass or Distinction for the Certii cate or Diploma qualii cations.
Certii cates will be issued ‘with Distinction’ if a grade of Distinction is achieved in two of the three modules.
Time limit
The candidate’s entry and portfolio for Module 2 must be submitted within three years of the candidate successfully completing Module 1.
The candidate’s entry and portfolio for Module 3 must be submitted within one year of the candidate successfully completing Module 2.
Cambridge International Diploma in Teaching & Learning
Module certii cate code
Module code
Module title
6209 4164 Exploring teaching and learning Module 1
4165 Teaching and learning in action Module 2
Qualii cation award rules
(continued)
Language
This qualii cation is available in English.
Award rules
Module grades
Modules will be graded either Distinction, Pass or Fail.
Cambridge International Certii cate in Teaching with Digital Technologies
Module certii cate code
Module code
Module title
6224 4167 Exploring teaching and learning with digital technologies
Language
This qualii cation is available in English.
Award rules
Module entries
A candidate must achieve a Pass or Distinction in Module 1 before making an entry for Module 2.
A candidate must achieve a Pass or Distinction in Module 2 before making an entry for Module 3.
Module grades
Modules will be graded either Distinction, Pass or Fail.
Certii cation
Certii cates are issued if the candidate achieves a Pass or Distinction for the Certii cate or Diploma qualii cations.
Certii cates will be issued ‘with Distinction’ if a grade of Distinction is achieved in two of the three modules.
Time limit
The candidate’s entry and portfolio for Module 2 must be submitted within three years of the candidate successfully completing Module 1.
The candidate’s entry and portfolio for Module 3 must be submitted within one year of the candidate successfully completing Module 2.
Cambridge International Diploma in Teaching with Digital Technologies
Module certii cate code
Module code
Module title
6225 4167 Exploring teaching and learning with digital technologies Module 1
4168 Developing rel ective practice in teaching with digital technologies Module 2
Qualii cation award rules
(continued)
Language
This qualii cation is available in English.
Award rules
Module grades
Modules will be graded either Distinction, Pass or Fail.
Cambridge International Certii cate in Teaching Bilingual Learners
Module certii cate code
Module code
Module title
6238 4193 Exploring teaching bilingual learners through an additional language
Language
This qualii cation is available in English.
Award rules
Module entries
A candidate must achieve a Pass or Distinction in Module 1 before making an entry for Module 2.
A candidate must achieve a Pass or Distinction in Module 2 before making an entry for Module 3.
Module grades
Modules will be graded either Distinction, Pass or Fail.
Certii cation
Certii cates are issued if the candidate achieves a Pass or Distinction for the Certii cate or Diploma qualii cations.
Certii cates will be issued ‘with Distinction’ if a grade of Distinction is achieved in two of the three modules.
Time limit
The candidate’s entry and portfolio for Module 2 must be submitted within three years of the candidate successfully completing Module 1.
The candidate’s entry and portfolio for Module 3 must be submitted within one year of the candidate successfully completing Module 2.
Cambridge International Diploma in Teaching Bilingual Learners
Module certii cate code
Module code
Module title
6239 4193 Exploring teaching bilingual learners through an additional language Module 1
4194 Developing rel ective practice in teaching bilingual learners Module 2
Qualii cation award rules
(continued)
Language
This qualii cation is available in English.
Award rules
Module grades
Modules will be graded either Distinction, Pass or Fail.
Cambridge International Certii cate in Educational Leadership
Module certii cate code
Module code
Module title
6247 4196 Exploring leadership
Language
This qualii cation is available in English.
Award rules
Module entries
A candidate must achieve a Pass or Distinction in Module 1 before making an entry for Module 2.
A candidate must achieve a Pass or Distinction in Module 2 before making an entry for Module 3.
Module grades
Modules will be graded either Distinction, Pass or Fail.
Certii cation
Certii cates are issued if the candidate achieves a Pass or Distinction for the Certii cate or Diploma qualii cations.
Certii cates will be issued ‘with Distinction’ if a grade of Distinction is achieved in two of the three modules.
Time limit
The candidate’s entry and portfolio for Module 2 must be submitted within three years of the candidate successfully completing Module 1.
The candidate’s entry and portfolio for Module 3 must be submitted within one year of the candidate successfully completing Module 2.
Cambridge International Diploma in Educational Leadership
Module certii cate code
Module code
Module title
6248 4196 Exploring leadership Module 1
4197 Leading and improving teaching and learning Module 2
• When you complete the entry form, assign a Unique Candidate Identii er (UCI) to each of your
candidates.
• Please submit a module entry for every candidate in each series.
• Send your entry form for individual candidates or groups of candidates at the same time as you send
us the portfolio(s).
• Check the entry form is correct before submitting it so we can process your entries and issue your
results by the dates published in the ‘Key dates and activities’ section of this guide.
• We assess the portfolios we receive by each monthly deadline according to the dates in the ‘Key
dates and activities’ section of this guide. We will assess any portfolios we receive after the monthly deadline the following month.
Important dates
For Cambridge Professional Development Qualii cations you must submit the entry form and the portfolios at the same time. The monthly submission dates are in the ‘Key dates and activities’ section of this guide.
2.1 Estimated entries
Estimated entries are your Centre’s best projection of the number of candidates that you will enter for a module in a particular series.
Estimated entries are free and do not commit your Centre in any way. We use them to ensure we recruit and train enough examiners.
A copy of the estimated entries form is available in the information pack. We also send you a copy at the start of your programme. Instructions for completing and returning the form are given on the form.
2.2 What are entries?
Entries tell us which candidate portfolios you are submitting for the series.
2.3 How to make entries
submit it to us through the Cambridge Secure Exchange with your candidate portfolios. A candidate can only be entered for one module per series. All the module entry codes you need to make your entries are on pages 11–14 of this guide.
When you have completed the entry form and checked that the information is complete, accurate and corresponds to the candidate portfolios, upload the i le to the Cambridge Secure Exchange, together with the portfolios. Create a single zip folder, using the naming convention shown in section 3.3 of this guide.
Important information
Each portfolio submitted should have a corresponding entry on the entry form for that series.
2.4 What is a Unique Candidate
Identii er (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.
A UCI is unique to a candidate and once issued must be submitted with every module entry made for that candidate.
• the year the UCI was allocated to the candidate, for example, 17 if the UCI was allocated in 2017 (two characters)
• the candidate number, which is a unique
number allocated by the exams ofi cer or Programme Leader (four characters in the range 0001 to 9999)
• a check digit – this is automatically generated
by the entry form 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
Year Candidate number
Check digit
A B 1 2 3 1 7 2 5 6 9 X
Important information
• You must assign a 12-character Unique
Candidate Identii er (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 i rst entry is made is used for 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 certii cates.
• Submit one entry form containing all your
entries for all qualii cations in the series. Any changes you make will be treated as entry amendments.
• The Head of Centre is responsible for
making sure your entries are accurate.
2.5 Coni rming entries
Follow these steps to check that we have received your entries:
Step 1: Once your upload is complete in the
Cambridge Secure Exchange, a window will appear stating ‘Transfer complete’. You need to click ‘OK’.
Step 2: Approximately two weeks after the entries
deadline for that series, you can view your entries on CIE Direct by following these instructions:
1. Go to your CIE Direct homepage and click on ‘Administer Exams’.
2. Within the ‘Administer Exams’ tab, click on ‘Results’.
3. In the ‘Results’ area, use the drop-down menu located underneath the words ‘Professional Development’ and search for the series that corresponds to your entries.
4. Once you have located the correct series, select it and click ’Go’ to the right of the drop-down menu.
5. Within the relevant series, you will see a list of syllabus codes and the entries that we have received successfully.
6. To view each candidate entry, click on the syllabus title and you will see a complete list of candidates entered for that syllabus.
Carry out this check to ensure that your entries have been processed. If you cannot view your candidate entries please email us at
info@cie.org.uk
Step 3: Two weeks after the portfolio deadline
for each series, we will despatch the following documents coni rming your entries.
Statements of entry
Statements of entry show the candidate’s details, the module they are entered for and the module certii cate code. Give the statements to your candidates and ask them to check them carefully. Contact us immediately if any of their details are incorrect or if any statements are missing. 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.
Candidate entry list
The candidate entry list is a summary of all your entries, listing each candidate and the module they have been entered for.
Centre summary of entries
The Centre summary of entries shows the total number of entries made for each module.
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2.6 How many times can a candidate
submit a module?
Candidates who have achieved a Pass cannot resubmit that module to improve their grade. Candidates who fail a module can resubmit that module within one year of the i rst submission in order to achieve a Pass or Distinction. Candidates can make a maximum of three submissions to achieve a Pass grade. You submit re-sit module entries in the same way as all other entries.
2.7 How much do entries cost?
We invoice Centres for entry fees. You can i nd details of the rates and methods of payment in the Cambridge fees list, which is issued annually and available from the ‘My Messages’ section of CIE Direct.
We will charge an entry fee for each module entry
for each candidate. The fee is the same
whether the entry is a i rst submission or a re-submission.
When we receive your entries or amendments, we send you an invoice for the outstanding balance on your account.
Please refer to the section of this guide called ‘Cambridge Associate and Associate Centre responsibilities for Cambridge Professional Development Qualii cations’.
Portfolio preparation
Overview
• Each portfolio must be the candidate’s original work.
• Folders that contain the individual candidate’s portfolio should be named correctly with the Unique
Candidate Identii er (UCI) and the module code.
• Portfolios submitted without all the necessary evidence will be returned as a ‘Fail’. There is no
discounted fee for re-marking assignments.
• The Programme Leader should ensure that candidate portfolios submitted for marking contain all the
necessary evidence.
3.1 Portfolio
templates
Candidates must use the portfolio templates and
forms, provided in the Cambridge PDQ Information
Pack on the Cambridge Secure Exchange.
Portfolios must be submitted electronically through the Cambridge Secure Exchange.
Submit candidate portfolios as a single folder. The folder should contain all evidence required for examination. Candidates should name documents within the folder following the naming conventions
outlined on the portfolio template. You may have
to resubmit the portfolios if evidence is not presented clearly.
The portfolio template should be submitted as a Microsoft Word document. We advise against saving and submitting the completed portfolio template as a pdf, as candidates risk losing information in the conversion process.
3.2 Presentation of portfolios
Authenticity
For assessment purposes the portfolio cover sheet must be completed accurately, i.e. the work should be clearly marked with the candidate’s name and Unique Candidate Identii er, Centre number, the module title and module code.
The Programme Leader is also responsible for ensuring that all staff supervising candidates’ work for the qualii cation are aware of current regulations set out in this document and carry out assessments and record-keeping.
You must actively ensure the authenticity of work before it is submitted to Cambridge for assessment. The portfolio cover sheet includes a declaration of authenticity. By submitting the
assignment the Centre and candidate declare that the work is the candidate’s 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 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 i nal.
Scanning evidence
Candidates may insert scanned copies of learner feedback (samples of learner feedback or a maximum of six digital photographs) to support their portfolio.
3.3 Naming portfolio folders
Portfolios should be submitted as a folder, named following the instructions below. Submit one folder only per candidate.
All candidate portfolio folders should be given a 16-character i lename made up of the following:
a. the candidate’s UCI (12 characters)
b. the module code for the portfolio (four
characters) – module codes are listed in the ‘Qualii cation award rules’ section of this guide and on the entry form (PDQentform2017).
Example: AB123102569T4164
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Portfolio preparation
(continued)
Once you have named all individual candidate portfolio folders correctly, save all the folders in one zip folder together with a completed entry form. This zip folder should be given a i lename made up of the following:
a. PDQ
b. Centre number
c. Date the zip folder was created
Example: PDQAB123170417
This example is a zip folder uploaded by Centre AB123 on 17 April 2017.
You must only upload one zip folder per series. Your zip folder must contain the portfolios for all candidates and one entry form.
3.4 File
sizes
3.5 How to submit portfolios
For each series, you must submit a zip folder containing:
• the individual candidate portfolio folders
• the completed entry form.
You must only upload one zip folder per series.
If you do not provide Cambridge with correctly completed entry forms or all of the required documentation, we may carry over the submission to a subsequent series.
We will not process the work until the correct documentation is received.
3.6 Submitting zip folders through the
Cambridge Secure Exchange
This section of the guide shows you how to upload your zip folder to the Cambridge Secure Exchange.
The l ow diagram below gives an overview of the process for submitting work.
Prepare portfolios and entry form as stated in
this guide
Log into the Cambridge Secure Exchange
Navigate to your home folder
Upload the zip folder using the Upload Wizard
Conirm upload details
Login
Go to https://exchange.cie.org.uk and log in using
your Cambridge Secure Exchange username and
password. Email info@cie.org.uk if you do not
have login details.
If you have forgotten your password, select ‘Request a password change’.
Add the Cambridge Secure Exchange as a trusted site
Check that the Cambridge Secure Exchange is listed as a trusted site on your browser’s security
settings. If https://exchange.cie.org.uk is not
already listed, type in the URL and click ‘Add’.
Pr
The Upload Wizard is a browser add-on tool that helps you upload i les faster and more efi ciently.
It is recommended you use the Upload Wizard to:
• upload i les faster using drag and drop
• upload multiple i les at once.
The Cambridge Secure Exchange comes with three types of Upload Wizard: JavaScript, ActiveX, and Java. The table below shows the browsers that are supported by each Upload Wizard.
We recommend you use the JavaScript Upload Wizard as it is available on all browser types, is enabled automatically on all non-Internet Explorer browsers and does not require installation.
Browser
Upload Wizard Chrome Safari* Microsoft
Edge (Windows
10)
Firefox Internet
Explorer 7, 8, 9 or 10
* Safari on Windows is not compatible with the Cambridge Secure Exchange.
Enabling the JavaScript Upload Wizard
If you are using Internet Explorer 11, you may need to enable the JavaScript Upload Wizard. To do this:
1. Select ‘My Account’ and locate the Edit Your Upload/Download Wizard Settings’ section.
2. Click ‘Change/Upload Wizard Status (ActiveX Version)’ then select ‘Disable the Wizard’.
3. Go back to the ‘Edit Your Upload/Download Wizard Settings’ section and click ‘Change Upload/Download Wizard Status (JavaScript Version)’ then select ‘Enable the Wizard’.
Submitting portfolios
(continued)
3.7 Using the Upload Wizard
Submitting work using the JavaScript Upload Wizard
Important information
• These instructions should be used if you
are using Chrome, Safari, Microsoft Edge, Firefox or Internet Explorer 11 to submit work using the JavaScript Upload Wizard.
• If you are using Internet Explorer 7, 8, 9
or 10, go to the ‘Submitting work using the ActiveX Upload Wizard’ section of this guide.
Step 1
Select ‘Go to your Home Folder’ from the ‘Browse Files and Folders’ section on your homepage.
Alternatively, you can access your home folder by selecting ‘Folders’ and selecting it from the folders list.
Step 2
Click ‘Launch the Upload Wizard’.
Step 3
The following window will open. Click ‘Add File’.
Step 4
Locate the zip folder on your PC/laptop. Alternatively, i nd the zip folders you want to upload and drag them into the wizard.
Step 5
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Submitting portfolios
(continued)
Step 6
A window will appear showing you the progress of the upload.
When the i les have been uploaded the following message will appear. Click ‘Close’.
Your i les will now be uploaded.
Submitting work using the ActiveX Upload Wizard
Step 1
Select ‘Go to your Home Folder’ from the ‘Browse Files and Folders’ section on your homepage.
Alternatively, you can access your home folder by selecting ‘Folders’ and selecting it from the folders list.
Step 2
Click ‘Launch the Upload Wizard’.
Step 3
The following window will open. Select ‘Add File’.
Step 4
Step 5
The folders you have selected will appear in the wizard. When you have selected the folders you need, click ‘Next’.
Step 6
The following window will open. Select ‘Upload i les individually’ then click ‘Next’.
Step 7
A window will appear showing you the progress of your upload.
Step 8
Once complete, the following window will open. Click ‘OK’ to close the window.
Your folders will now be uploaded.
Important information
If you have difi culty using the Cambridge Secure Exchange, please email our
Customer Service team for further support at
info@cie.org.uk
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Malpractice and maladministration
Overview
• Malpractice is an action by a candidate that breaks Cambridge regulations and potentially threatens
the integrity of our assessments. Maladministration is an action by a Centre that breaks our
regulations and potentially threatens the integrity of our assessments. Both can happen at any time during the assessment process.
• You are responsible for reporting any potential cases of malpractice or maladministration to your
principal/Head of Centre.
• The Head of Centre must make sure that the Centre complies with the regulations below, and must
report all cases of suspected malpractice and maladministration to Cambridge.
3.8 Examples of malpractice and
maladministration
The following are examples of malpractice by candidates. The list is not exhaustive and we may consider other instances of malpractice at our discretion:
• misusing assessment material
• behaving in a way that undermines the integrity
of the qualii cations
• not following the conditions or instructions
designed to maintain the security of the qualii cations
• obtaining, receiving, exchanging or passing on
information which may be assessment related, except for the purposes of authorised portfolio supervision
• pretending to be someone else, or arranging
for someone else to complete their portfolio for them
• including inappropriate, offensive or obscene
material in portfolios
• copying from another candidate; each candidate
portfolio should be unique to that candidate
• plagiarising by not acknowledging sources
properly and/or submitting another person’s work as if it were their own
• deliberately destroying another person’s work
• altering any results document, including
certii cates.
The following are examples of maladministration by the Centre. The list is not exhaustive and we may
• running a programme for one of Cambridge’s
Professional Development Qualii cations without an accredited Programme Leader at the Centre
• offering a programme that does not give all
candidates the opportunity to achieve the award
• failing to offer a programme which prepares
the majority of the candidates to successfully complete the award
• failing to follow the assessment guidelines set
out in the syllabus
• failing to submit candidate portfolios in the
correct format
• the Programme Leader failing to manage the
attendance and work of other trainers, mentors and visiting speakers as necessary
• assisting candidates with the production of
portfolios beyond what would be considered reasonable
• consistently failing to ensure that candidates’
work is complete and authentic
• running a course with signii cant deviation from
the programme plan approved by Cambridge – for example, including online training which has not been approved by Cambridge.
Important information
3.9 What to do if you suspect
malpractice or maladministration
The Head of Centre needs to report any established, suspected or alleged cases of malpractice by candidates or maladministration by their staff in writing with evidence 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 maladministration fully aware
(preferably in writing), at the earliest opportunity, of the nature of the alleged maladministration and the possible consequences should maladministration be proved. Any member of staff accused of maladministration must have the opportunity to respond (preferably in writing) to the allegations made.
3.10 What action will Cambridge take in
the event of suspected malpractice
or maladministration?
On the basis of evidence received, we will consider each case and decide on the action to take. We may apply one or more of the following outcomes:
• no further action
• deduct marks or award no marks
• disqualify the candidate from the qualii cation
in question and in some cases disqualify the candidate from all qualii cations
• stop a candidate from entering Cambridge
examinations and assessments for up to i ve years
• issue a warning about future conduct to the
Centre or staff involved
• ban members of staff from any involvement in
the administration of Cambridge qualii cations for a specii ed period of time
• ban the Centre from entering Cambridge
qualii cations
• inform other awarding bodies of the details of
the case and the action taken
• inform the police and other relevant authorities.
We may reach other outcomes or apply penalties as appropriate.
Cambridge will endeavour to make sure that candidates are neither advantaged nor disadvantaged as a consequence of maladministration by staff. However, it may be necessary to withhold results until we have fully considered the case.
We will seek to establish the full facts and circumstances of any alleged malpractice or maladministration, and, where appropriate, information about the individual’s conduct in other assessments. In certain circumstances, for example, when a candidate’s account of events is different from the Centre’s, we may deal directly with the candidate or the candidate’s representative.
3.11 Appeals
To appeal against a decision made by Cambridge in malpractice or maladministration cases, please refer to the section of the
>
Cambridge Handbook called ‘Cambridge Appeals Regulations and Guidance’.Pr
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 that your candidates get their results and that you can answer their queries.
• We release results online through CIE Direct and follow them up with hard-copy statements of
results and certii cates.
• You can issue results to candidates as soon as they become available online or when you receive the
statements of results.
Important dates
We issue module results through CIE Direct by the dates in the ‘Key dates and activities’ section of this guide, and issue the hard-copy statements of results and certii cates
approximately 10 days later.
4.1 Results
documentation
Statements of results for candidates
You will receive 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 watermarked 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 could mean you do not receive a certii cate for that candidate.
Important information
Statements of results are not certii cates and might not be accepted by a university or other
Results by syllabus
This is a list of all your candidates’ results by syllabus.
We do not give you a proi le of the grade each candidate achieved in each module or the module grade boundaries.
4.2 Examiner feedback on portfolios
Examiner feedback on the portfolios marked in the series is despatched to Centres with the results.
Cambridge examiners write feedback for the Programme Leader on the portfolios they have marked for the series. The feedback is intended to give information on how candidates performed. This helps the Programme Leader give feedback to candidates and inform the Cambridge PDQ learning programme in their Centre. Reports will normally include the following information:
• highlights of performance
• points for development
• information on why a candidate portfolio has
received a Fail grade.
A report on the qualii cation is produced annually and available from the Cambridge website at
www.cie.org.uk/pdq
4.3 Checking and issuing results
We send your results by courier unless we are instructed otherwise. We do not email or fax results.
You are responsible for making sure all your candidates receive their statements of results and certii cates.
4.4
How module grades are reported
The module grades are Distinction, Pass and Fail. Further information is in the ‘Qualii cation award rules’ section of this guide.
For each qualii cation ‘NO RESULT’ shows that the candidate failed at least one module.
For each qualii cation ‘PENDING’ shows that we are still waiting to issue the result.
4.5 Incorrect details on results
documents
Please follow the instructions in section 4.15 of this guide.
4.6 Arranging for copies of results to
be sent to third parties
We cannot send your statements of results directly to candidates or any third parties.
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Enquiries about results and appeals process
4.7 How to make an enquiry about
results
Complete Results and Certii cates – Form 13
and send it to info@cie.org.uk. The form is in
the information pack on the Cambridge Secure Exchange. Please follow the instructions in the ‘Guidance notes’ section of the form.
We do not hold candidate portfolios after the deadlines for enquiries about results have passed. Therefore we cannot accept requests submitted after the published deadlines.
Important dates
The deadlines for submitting enquiries about results are shown in the ‘Key dates and activities’ section of this guide.
Important information
• Associate Centres should submit
their forms to their Cambridge Associate. It is good practice for Cambridge Associates to submit enquiries about results for all their Associate Centres before the closing date. This gives them time to check the enquiry and sort out any issues with their Associate Centres before the deadline.
• Cambridge Associates may set earlier
deadlines for their Associate Centres.
• Candidates cannot request enquiries about
results.
• The Head of Centre must support all
enquiries about results.
• You can only send one enquiry for each
candidate’s result.
• You can request different services for
different candidates’ results in a syllabus.
• You can request the same or different
services for the same candidate in different syllabuses.
Overview
We carry out extensive quality checks before we issue results. However, you can submit an enquiry about results if you would like us to check the results of particular candidates.
We offer a range of enquiry about results services depending on the type of check you would like us to carry out.
There is an administrative fee for each enquiry. We will not charge the fee if the enquiry leads to a
change to the grade. Cambridge Associates must submit enquiries about results on behalf of their
4.8 What services are available?
If you ask us, we will provide an explanation of ‘NO RESULT’ or ‘PENDING’ outcomes without charge.
Enquiries about results and appeals process
(continued)
Service name Details of service
Review of marking: Service 2 A review of the candidate’s original portfolio. This service also includes
a ‘clerical re-check’ where we check that all parts of the portfolio were marked, that the marks were totalled correctly and that the marks were recorded correctly.
Review of marking with detailed report: Service 3
The same as Service 2 but you also receive a detailed report on the portfolio.
Review of marking for one portfolio module and report on a group of candidates: Service 4
A review of the original marking of a group of no fewer than 5 and no more than 15 candidates for a single module. This service also includes a report on the group of candidates.
4.9 Fees for enquiries about results
The fees for each service are detailed in our fees list which is available in the ‘My Messages’ section of CIE Direct.
We charge a fee for each enquiry about results service.
We will not charge the fee if the enquiry leads to a change to the module grade.
4.10 How long does it take to process
enquiries?
We will deal with enquiries in the order in which we receive them. We will communicate the outcome of your enquiry to you within 30 days of receiving it.
Important information
• We invoice the Head of Centre for all
enquiries about results after the deadlines have passed.
• For candidates wishing to resubmit the
module in the next series, we cannot guarantee that we will issue the outcome of an enquiry in time to inform the candidate’s preparation for the resubmitted module.
4.11 Outcomes of enquiries
If the enquiry leads to a module grade change, we will issue a revised statement of results. You must
return the original document with Results and
Certii cates – Form 12 and we will then send you a replacement.
In the unusual event that 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. We will notify the Head of Centre/ Cambridge Associate of the outcome.
4.12 Appeals
Pr
• We automatically issue certii cates to candidates who achieve a Pass or Distinction in all of the
required modules detailed in the award rules.
Important dates
We send certii cates with your statements of results approximately 10 days after results are released on CIE Direct.
4.13 How certii cate grades are
calculated and reported
Candidates who have achieved a Pass or Distinction in all of the modules detailed in the award rules receive a certii cate.
You can i nd more information in the ‘Qualii cation award rules’ section of this guide.
4.14 Conditions for issuing certii cates
A certii cate is the property of Cambridge. We issue them on the following conditions:
• If the certii cate is altered or defaced it is
invalid.
• If we ask you to return a certii cate, you must
return it.
• The certii cate should be kept in a safe place.
• We will not issue copies of certii cates.
We send certii cates by courier. When you receive the certii cates 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 the certii cates is incorrect.
If you have not received your certii cates within two weeks of the dates listed in the ‘Key dates and activities’ section of this guide, contact us immediately.
Keep the certii cates in a safe place and pass them
Keep unclaimed certii cates in a safe place for at least 12 months. After that period, send them to the following address with a list of the certii cates you are returning. Keep a copy of this list. Do not destroy unclaimed certii cates.
Post Results Team Results and Despatches
Cambridge International Examinations 1 Hills Road
Cambridge CB1 2EU United Kingdom
4.15 What should Centres do if the
Centre name or a candidate name
is incorrect on a certii cate?
When you receive your certii cates, check Centre and candidate details, including the spelling of names and dates of birth. To submit an amendment
request, complete Results and Certii cates –
Form 12 and return it to us with the incorrect certii cate and the documents listed on the form. We can only make small changes to certii cates, for example to candidate names, dates of birth or Centre details.
We charge a fee and courier costs for replacement certii cates. Our fees are in the fees list, available from the ‘My Messages’ section of CIE Direct.
We will only replace certii cates within 18 months
of the date we originally issued them. If you
work in an Associate Centre please communicate details of any errors through your Cambridge Associate.
Administrative forms
Form available at www.cie.org.uk/forms
• Replacement Statement of Results/
4.16 Can a candidate or Centre ask for
other information on a certii cate
to be changed?
We cannot change a candidate’s name to rel ect any changes that take place after the entry and portfolio were submitted, for example changing their name because they get married.
We cannot delete any grades or syllabuses from a certii cate.
4.17 Missing certii cates
We issue certii cates as soon as the candidate achieves a Pass or Distinction in the relevant modules. If you do not receive a candidate’s certii cate please contact us immediately with the candidate’s details. We can produce certii cates up to 18 months after the candidate was due to receive their original certii cate.
4.18 Damaged or lost certii cates
We will not replace certii cates that have been lost. If a candidate loses their certii cate they need to apply for a certifying statement of results. See section 4.19 for details. At our discretion, we can replace candidates’ damaged certii cates as long as we have satisfactory proof of their identity. This service is available within 18 months of the date we issued the original certii cate. You must
return the damaged certii cate with Results
and Certii cates – Form 12 before we provide a replacement. We charge a fee per certii cate and costs to send the certii cate by courier.
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Certifying statements and verii cation of results
Overview
A certifying statement is an ofi cial 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’ results.
We also offer a results verii cation service if a third party, such as an employer or university, wants to verify results issued by Cambridge.
Administrative forms
Form available at www.cie.org.uk/forms
• Third Party Verii cation of Results
Application: Results and Certii cates – Form 8
4.19 How to apply for a certifying
statement
Candidates who have lost or damaged their certii cate can apply for a certifying statement at any time as long as the original certii cate has been issued. They can apply online at
http://certstat.cie.org.uk. Candidates can request several certifying statements at the same time.
4.20 Fees for certifying statements
We produce a certifying statement for each series and for each qualii cation.
We charge the following fees for certifying statements:
• a search fee for each certifying statement
• a fee for additional copies of the statement,
for example if you want us to send the same statement to several addresses. You can request extra copies at the same time and they will be charged at a lower fee.
• a despatch fee for each address if the
statement is sent by courier or special delivery.
These fees are shown in our fees list, which you
Please send your payment when you submit your application.
If we cannot trace a result for a particular candidate and series, we will refund the despatch fee and the cost of any extra copies, but we cannot refund the search fee.
4.21 How long does it take for a
statement to be issued?
We will process requests within four weeks of receiving a correctly completed application. For security reasons, we cannot communicate results by fax or telephone.
must complete Results and Certii cates – Form 8
and return it with a copy of the certii cate they want us to verify.
We charge a fee per certii cate per candidate for this service. The fee is in our fees list, which is available from the ‘My Messages’ section of CIE Direct.
Cambridge Associate and Associate Centre responsibilities for
Cambridge Professional Development Qualii cations
These pages outline the Cambridge Associate’s responsibilities as an administrator for Cambridge Professional Development Qualii cations
(Cambridge PDQs). They also explain the Associate Centres’ responsibilities in making entries for Cambridge PDQs.
Cambridge Associate as a Cambridge
PDQ administrator
The Cambridge Associate provides administrative support to Associate Centres (Cambridge PDQ Centres) delivering Cambridge PDQs in a similar way to how they support Associate Centres for other Cambridge qualii cations.
The Cambridge Associate is responsible for:
• acting as a communication conduit between
Cambridge and an Associate Centre
• acting as the exams ofi cer for Cambridge PDQs
at Associate Centres by:
– sending statements of entry to the
Associate Centre as soon as they receive them
– sending statements of results and examiner
feedback to the Programme Leader at the Associate Centre within one week of the release of results on CIE Direct
– sending certii cates securely to the
Associate Centre within one week of receipt from Cambridge
– submitting enquiries about results by the
dates listed in the ‘Key dates and activities’ section of this guide.
• reconciling payment from the Associate Centre
for Cambridge PDQs and notifying Cambridge if payment is not made and exam processing needs to be suspended
• ensuring that Associate Centres comply with
Cambridge regulations.
CIE Direct
Cambridge Associates can access CIE Direct to view:
• accepted entries
CIE Direct is a secure portal that is only
accessible to the exams ofi cer at the Cambridge Associate.
Results documentation and certii cates
Candidate results are uploaded to CIE Direct on the dates listed in the ‘Key dates and activities’ section of this guide. The Cambridge Associate has access to results and should forward them to the Associate Centre as soon as they are released.
Each series Cambridge will send hard-copy results documentation by courier to the Cambridge Associate, including statements of results,
examiner feedback and certii cates. The Cambridge Associate must forward these documents securely to the Associate Centre within one week of
receipt. If an Associate Centre reports that any documents are missing when they receive them, the Cambridge Associate must let Cambridge know.
Enquiries about results
Cambridge Associates must submit enquiries about results on behalf of their Associate Centres by the dates listed in the ‘Key dates and activities’ section of this guide.
Associate Centre responsibilities
Cambridge Secure Exchange
Exams ofi cers at Associate Centres are given access to the Cambridge Secure Exchange. This secure online server allows the exams ofi cer, in liaison with the Programme Leader, to:
• download assessment documentation and i les
from the Cambridge PDQ information pack
• upload the entry form and candidate portfolios
for assessment.
If the Associate Centre does not have an exams ofi cer they will need to nominate someone to take on this role when they are approved to offer the Cambridge PDQs.
Important information
The Associate Centre must email a
copy of the entry form and candidate fees (for example, a demand draft) to their Cambridge
Associate within two days of uploading the
Assessment The method used to evaluate a candidate’s performance. For the Cambridge Professional Development Qualii cations this is the module portfolio.
Associate Centre An organisation which is afi liated with the Cambridge
Associate, whose premises have been inspected and approved, and for whom the Cambridge Associate is responsible under the Agreement.
Cambridge Associate An organisation such as a ministry, exams council, distributor,
department of education or other agency, which has responsibility for Associate Centres through an Associate Agreement with Cambridge.
Cambridge International Examinations
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 a department of the University of Cambridge.
Cambridge Secure Exchange A secure online exchange server which should be used for
downloading i les from the Cambridge PDQ Information Pack and
uploading entry i les and portfolios.
Candidate A person who has been entered for an assessment.
Centre A school, institution or organisation approved by and registered with
Cambridge for the entry of candidates to Cambridge programmes and qualii cations and to carry out related assessments.
Centre name The name of a Centre, Cambridge Associate or Associate Centre.
Centre number The i ve-character code given to a Centre, Cambridge Associate or
Associate Centre.
Certii cate A certii cate is awarded to candidates who achieve a Pass or
Distinction in all of the required modules detailed in the award rules.
Certifying statement An ofi cial document issued by Cambridge to show the grades
achieved by a candidate in a particular series. Cambridge can send certifying statements at any time to any address, including educational institutions, as long as the original certii cate has been issued.
CIE Direct CIE Direct is the online tool for exams ofi cers and Programme
Leaders to manage entries and carry out other administrative tasks.
Enquiries about results Services available to Centres wanting to have a candidate’s portfolio
reviewed.
Entries The candidates a Centre has entered for a Cambridge qualii cation
