Policies

Policies and Privacy Notices

Orchard School Relationships and Sex Education (please note the full policy can be accessed using the above link).

The aims of Relationships and Sex Education (RSE) at Orchard School are to (please note sex education is not introduced to the curriculum until Year 5):

· provide a framework in which sensitive discussions can take place

· prepare pupils for puberty, and give them an understanding of sexual development and the importance of health and hygiene

· help pupils develop feelings of self-respect, confidence and empathy

· create a positive culture around issues of sexuality and relationships

· teach pupils the correct vocabulary to describe themselves and their bodies

· help to reinforce the school’s ethos of providing a happy, secure environment for its pupils; where it is hoped that all children irrespective of mental or physical ability, race or gender, will achieve the best results of which they are capable and that they will respect their fellow pupils and all staff at the school.

A full version of the Relationships and Sex Education Policy can be viewed by clicking the link above. Please email the Office for a paper copy if needed.

Orchard School: remote education provision

This information is intended to provide clarity and transparency to pupils and parents or carers about what to expect from remote education where national or local restrictions require entire cohorts (or bubbles) to remain at home.

The remote education platforms used by the school are: Google Workspace for Education (whole school) and Kerboodle (certain subjects only in the Senior School).

As a school we are constantly reviewing our remote provision and working out how best to reach all our pupils most effectively.

A pupil’s first day or two of being educated remotely might look different from our standard approach, while we take all necessary actions to prepare for a longer period of remote teaching.

The immediate remote education provision may include sending pupils home with workbooks to complete independently. Work packs may also be created for collection from school. The remote education will comprise of a blended approach to learning, these may include:

Ø live-streamed lessons on Google Meet

Ø tasks set on Google Classroom

Ø recorded teaching

Ø printed paper packs produced by teachers

Ø textbooks and reading books pupils have at home

Ø commercially available websites supporting the teaching of specific subjects or areas, including video clips or sequences

Ø long-term project work and/or internet research activities

In terms of the curriculum we aim to teach the same curriculum remotely as we do in school, wherever this is possible and appropriate. Each class has been sent a timetable based on their normal school timetable which indicates the sessions which will be live-streamed through Google Meet and when tasks will be set on Google Classroom. Assemblies are also continuing to take place.

We have confirmed that all the pupils in the school have access to the internet at home and are able to submit work to their teachers online. If any pupils in the future do have an issue with this they or their parents need to contact the School Office so an alternative arrangement can be implemented.

We appreciate any support the parents/carers are able to give to the pupils with their remote education as we realise many parents/carers are extremely busy working from home. Hopefully, the number of live-streamed sessions in the timetables will help with teachers being able to introduce topics, tasks can also be explained and it gives the pupils the opportunity to interact with their peers. Any concerns or questions about completing a task can also be submitted to the teachers by Google Classroom and by email. Pastoral concerns can be raised with the Form Tutors and Mrs Stokes the school’s Designated Safeguarding Lead can be contacted about Safeguarding concerns (This email address is being protected from spambots. You need JavaScript enabled to view it.). The phone number for Mrs Stokes is on the home page of the school’s website along with all the school’s contact details (www.theorchardschool.co.uk). Mrs Hatfield the school’s Mental Health Lead can also be contacted by email: This email address is being protected from spambots. You need JavaScript enabled to view it..

We would like parents or carers to either email the School Office or the teacher if their child/ren are unable to attend any live lessons, for any reason, in order for us to monitor attendance - just as we would in the classroom. This would be helpful as if a pupil fails to attend live lessons or to submit work regularly a call will be made to the pupil’s parents by their Form Tutor or by Mrs Stokes. Pastoral calls are made regarding all pupils every two to three weeks.

We would like to encourage all pupils to make sure they meet the set deadlines for their work and would recommend submitting any work completed at the end of each lesson or day, as this will enable staff to mark their efforts, provide them with positive and constructive feedback as well as give them support and encouragement where needed. If needed work can also be posted to school for example GCSE practice papers.

Feedback can take many forms and may not always mean extensive written comments for individual children. For example whole-class feedback or quizzes marked automatically via digital platforms are also valid and effective methods amongst others.

We also believe it is important that praise and positive feedback is given to the pupils for example the teachers will be awarding house points and they can nominate pupils for a ‘Head Teacher’s Award for excellent work.

We recognise that some pupils with Special Educational Needs may not be able to access remote education without support from adults at home. We acknowledge the difficulties this may place on families and the Form Teachers and SENDCo will work with parents and carers to support these pupils and to make adaptations to the remote education to suit their individual needs. Miss Collinson, SENDCo, is continuing to provide extra support sessions via Google Meet.

Where individual pupils need to self-isolate but the majority of their peer group remains in school, how remote education is provided will likely differ from the approach for whole groups. This is due to the challenges of teaching pupils both at home and in school. In these cases work packs may be sent home to the pupil and tasks will be set on Google Classroom. It may be possible, for pupils who are self-isolating if they are well enough to join the lesson in school via Google Meet.

If you would like to read any of the school's policies listed below or you would like a paper copy of one of the above policies please contact the School Office. Please scroll down the page to read the school's Privacy Notices, Complaints Policy and GCSE exams Complaints and Internal Appeals Policy and Procedures.

Policy List

Admissions Policy

Allegations of Abuse Against Staff and Volunteers Policy

Anti-Bullying Policy

Assessment, Recording, Reporting and Presentation of Work Policy

Attendance Policy

Behaviour Policy

Child Protection Procedures and Safeguarding Policy

Child Sexual Exploitation Policy

Child Trafficking Policy

Children Missing Education Policy

Children with Health Needs who cannot attend School Policy

Code of Conduct

Communication with Parents/Guardians Policy

Complaints Policy

Cover for Absent Teachers Policy

Curriculum Policy

Cyber-bullying Policy

Data Protection Policy

Disability Policy and Disability Accessibility Plan

Display Policy

Early Careers Teachers Policy

English as an Additional Language Policy

Equal Opportunities Policy

E-Safety/Online Safety Policy and supporting documents

Exclusions Policy

Female Genital Mutilation Policy and procedural information

Fire Emergency Plan

Fire Risk Assessment

First Aid Policy

Forced Marriage Policy

GCSE Exams – Access Arrangements and Reasonable Adjustments Process

GCSE Exams - Clash exams and overnight supervision procedures

GCSE Exams – Exam Policy

GCSE Exams – Post-Results Services, Access to Scripts and Appeals Policy

GCSE Exams – Emergency Evacuation Policy

GCSE Exams - Exam Complaints and Appeals Policy and Procedures

GCSE Exams – Contingency Plan

GCSE Exams - Internal Standardisation Policy

GCSE Exams – Late Arrival Policy

GCSE Exams - Malpractice Procedures

GCSE Exams - Non-Examination Assessment Policy

GCSE Exams - On-Screen Testing Policy

GCSE Exams – Procedure to check the identity of all candidates

GCSE Exams - Special Consideration Policy

GCSE Exams – Use of a Word Processor Policy

GCSE Exams - Exams Whistleblowing Policy

Health and Safety Policy

Health and Safety of Pupils on Educational Visits

Homework Policy

Homophobic Bullying Policy

Internal Standardisation Policy

Intervention Strategy

Intimate Care Policy

Links with the Local Community Policy

Looked after child policy

Managing Medicines Policy

Mini-bus Safety Policy

Mobile and Smart Technology Policy

Newly Qualified Teachers Policy

Organisation of Educational Visits

Physical Restraint Policy

Preventing Extremist Behaviour and Radicalisation Policy

Prevent Risk Assessment

Primary Department Policies

Recruitment of Ex-Offenders Policy

Remote Learning Policy

Risk Assessment Policy

Safe Recruitment in Education

Smoking Policy

Special Educational Needs (SEN) and Disability Policy

Spiritual, Moral, Social and Cultural Education Policy

Staff Appraisal Policy

Staff Recruitment Policy

Sun Protection Policy

Visitor Policy

Whistleblowing Policy

Work Related Learning Policy

Parent/Pupil Handbook

Staff Handbook

Orchard School Complaints Policy (Updated 11th November 2022)

Aims

Whilst we hope the size and nature of the Orchard School means staff can work closely and amenably with parents it is acknowledged there may be times when a parent will have concerns about the School or a member of staff, or they may feel that their child is not being treated fairly, or their child is unhappy.

For the purpose of this policy, Orchard School defines parents as ‘parents of current pupils’ or ‘those with parental responsibility for current pupils’. This policy deals with complaints from parents of current pupils and parents of former pupils provided the complaint was initially raised when the pupil was still registered at the School. For pupils no longer registered at the school complaints regarding permanent exclusions will still be managed in accordance with this policy. This policy does not deal with complaints from prospective parents.

We try to resolve concerns or complaints by informal means wherever possible at the earliest possible stage. Where this is not possible, formal procedures will be followed. The school will aim to give the complainant the opportunity to complete the complaints procedure in full. To support this, we will make sure we publicise the existence of this policy and make it available on the school website.

Legislation and Guidance

This document meets the requirements set out in part 7 of the schedule to the Education (Independent School Standards) Regulations 2014, which states that we must have and make available a written procedure to deal with complaints from parents of pupils at the school.

It is also based on guidance published by the Education and Skills Funding Agency (ESFA) on creating a complaints procedure that complies with the above regulations, and refers to good practice guidance on setting up complaints procedures from the Department for Education (DfE).

In addition, it addresses duties set out in the Early Years Foundation Stage statutory framework with regards to dealing with complaints about the school’s fulfilment of Early Years Foundation Stage requirements.

Definitions

The DfE guidance explains the difference between a concern and a complaint:

Ø A concern is defined as “an expression of worry or doubt over an issue considered to be important for which reassurances are sought”

Ø A complaint is defined as “an expression of dissatisfaction however made, about actions taken or a lack of action”

A working day is defined as a weekday on which the school is in session and excludes weekends, bank holidays and school holidays. When complaints are made out of term time, we will consider them to have been received on the first school day after the holiday period.

Time scales

The complainant must raise the complaint within 3 months of the incident. If the complaint is about a series of related incidents, they must raise the complaint within 3 months of the last incident.

We will consider exceptions to this timeframe in circumstances where there were valid reasons for not making a complaint at the time and the complaint can still be investigated in a fair manner for all involved.

If at any point we cannot meet the timescales we have set out in this policy, we will:

Ø > set new time limits with the complainant

Ø > send the complainant details of the new deadline and explain the delay

When raising a complaint, the complainant will get a more effective and timely response to their complaint if they:

Ø follow these procedures

Ø > co-operate with the school throughout the process, and respond to deadlines and communication promptly

Ø > ask for assistance as needed

Ø > treat all those involved with respect

Ø > do not publish details about the complaint on social media

Complaints about our fulfilment of Early Years requirements

We will investigate all written complaints relating to the school’s fulfilment of the Early Years Foundation Stage requirements, and notify the complainant of the outcome within 28 days of receiving the complaint. The school will keep a record of the complaint and make this available to Ofsted on request.

Parents and carers can notify Ofsted if they believe that the school is not meeting Early Years Foundation Stage requirements, by calling 0300 123 4666, or by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.. An online contact form is also available at https://www.gov.uk/government/organisations/ofsted#org-contacts.

We will notify parents and carers if we become aware that the school is to be inspected by Ofsted. We will also supply a copy of the inspection report to parents and carers of children attending the setting on a regular basis.

Procedures

Any problem, however small, should be addressed immediately. This can be achieved by:

Stage 1: Informal

The school will take informal concerns seriously and make every effort to resolve the matter quickly. It may be the case that the provision or clarification of information will resolve the issue.

Ø The complaint should be raised as soon as possible with the relevant member of staff either in person, by telephone or in writing. The relevant person may be the Form Tutor/Subject Teacher/Assistant Head Teachers/Head teacher. Contact by telephone can be made by telephoning the School Office (01427 880395) and the relevant teacher will contact you as soon as they are free to do so. If the complainant is unclear who to contact or how to contact the person, they should contact the School Office.

Ø The complainant can also make an appointment to speak to the relevant member of staff, either before or after school or at lunchtime. If none of these are possible, cover will be arranged for the member of staff to meet at a time which is convenient to you. For more serious problems an appointment should be made with Mrs Stokes, Assistant Head Teacher in charge of discipline.

The school will investigate and provide a response within ten working days. If the complaint is not resolved informally it will be escalated to the formal stage.

Stage 2: Formal

Ø If there is still not a satisfactory solution the parent should put their complaint in writing and then an appointment should be made with the Head Teacher (or Mr Atkinson, via the School Office, if the complaint is about the Head Teacher). The complainant should provide details such as relevant dates, times and the names of witnesses of events, alongside copies of any relevant documents. The complainant should also state what they feel would resolve the complaint. If complainants need assistance raising a formal complaint, they can contact the School Office as above.

Ø The Head Teacher (or Mr Atkinson) will record the date the complaint is received and will acknowledge receipt of the complaint in writing (either by letter or email) within two working days.

Ø The Head Teacher (or person appointed by the Head Teacher for this purpose) will then conduct an investigation. The written conclusion of the investigation will be sent to the complainant within twenty working days. (As stated earlier complaints concerning EYFS will be dealt with within 28 days). Once the Head Teacher (or Mr Atkinson) has reached a decision, if the complainant is not satisfied with the response, they have five working days to inform Mr Atkinson in writing that they wish to proceed to the next stage of the procedure. The complaint will then be escalated to Stage 3.

Contact details for Mrs Fox for complaints:

Ø School telephone number: 01427 880395

Ø School email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Ø School address: Orchard School, South Leverton, Retford, Nottinghamshire, DN22 0DJ

Contact details for Mr Atkinson for complaints:

Ø School telephone number: 01427 880395

Ø School Office email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Ø School address: Orchard School, South Leverton, Retford, Nottinghamshire, DN22 0DJ

Stage 3: Panel Hearing

Convening the panel

Complaints will be escalated to the panel hearing stage if the complainant is not satisfied with the response to the complaint at the second, formal, stage. The complaint will be acknowledged within two working days.

Mr Atkinson will follow the course of action listed below:

Ø A panel of three people will be appointed. The panel will consist of one person who is independent of the management and running of the school, this will be a local person of good reputation, and two others who were not directly involved in the matters detailed in the complaint.

Ø The complainant will have reasonable notice of the date of the panel hearing. The hearing should be held within 20 working days of the request, where possible.

Ø The panel will have access to the existing record of the complaint’s progress.

Ø The panel meeting will be held in private.

Ø A complainant is allowed to attend the panel meeting and be accompanied by one other person if they wish. We do not encourage either party to bring legal representation, but will consider it on a case-by-case basis. Representatives from the media are not permitted to attend.

Ø At the meeting, each individual will have the opportunity to give statements and present their evidence, and witnesses will be called, as appropriate, to present their evidence.

Ø The panel, the complainant and the school representative(s) will be given the chance to ask and reply to questions. Once the complainant and school representative(s) have presented their cases, they will be asked to leave and evidence will then be considered.

Ø The panel will then put together its findings and recommendations from the case. The panel will also provide copies of the minutes of the hearing and the findings and recommendations to the complainant and, where relevant, the individual who is the subject of the complaint, and make a copy available for inspection by the proprietor and Head Teacher.

Outcome

The panel can:

Ø > uphold the complaint, in whole or in part

Ø > dismiss the complaint, in whole or in part

If the complaint is upheld, the committee will:

Ø > decide the appropriate action to resolve the complaint

Ø > where appropriate, recommend changes to the school’s systems or procedures to prevent similar issues in the future

The school will inform those involved of the decision in writing within five working days.

Record keeping

A written record will be kept of all complaints and whether they are resolved following a formal procedure, or proceed to a panel hearing. A written record of the action taken by the school as a result of these complaints (regardless of whether they are upheld) will also be kept.

Written records and any correspondence and statements relating to all complaints will be kept indefinitely. These records will be kept confidential unless they are requested by an official body e.g. the Inspectorate or the Secretary of State.

Learning Lessons

The Head Teacher will review any underlying issues raised by the complaints, where appropriate and respecting confidentiality, determine whether there are any improvements the school can make to its procedures or practice to help prevent similar events in the future.

Unreasonably persistent complaints

Most complaints raised will be valid, and therefore we will treat them seriously. However, a complaint may become unreasonable if the person:

Ø > has made the same complaint before, and it has already been resolved by following the school’s complaints procedure.

Ø > makes a complaint that is obsessive, persistent, harassing, prolific, defamatory or repetitive.

Ø > insists on pursuing a complaint that is unfounded, or out of scope of the complaints procedure, beyond all reason.

Ø > pursues a valid complaint, but in an unreasonable manner e.g. refuses to articulate the complaint, refuses to co-operate with this complaints procedure, or insists that the complaint is dealt with in ways that are incompatible with this procedure and the timeframes it sets out.

Ø > makes a complaint designed to cause disruption, annoyance or excessive demands on school time.

Ø > seeks unrealistic outcomes, or a solution that lacks any serious purpose or value.

Steps we will take:

We will take every reasonable step to address the complainant’s concerns, and give them a clear statement of our position and their options. We will maintain our role as an objective arbiter throughout the process, including when we meet with individuals. We will follow our complaints procedure as normal (as outlined above) wherever possible.

If the complainant continues to contact the school in a disruptive way, we may put communications strategies in place. We may:

Ø > give the complainant a single point of contact via an email address.

Ø > limit the number of times the complainant can make contact, such as a fixed number per term.

Ø > put any other strategy in place as necessary.

Stopping responding:

We may stop responding to the complainant when all of these factors are met:

Ø > We believe we have taken all reasonable steps to help address their concerns

Ø > We have provided a clear statement of our position and their options

Ø > The complainant contacts us repeatedly, and we believe their intention is to cause disruption or inconvenience

Where we stop responding, we will inform the individual that we intend to do so. We will also explain that we will still consider any new complaints they make.

In response to any serious incident of aggression or violence, we will immediately inform the police and communicate our actions in writing. This may include barring an individual from our school site.

Duplicate complaints

If we have resolved a complaint under this procedure and receive a duplicate complaint on the same subject from a partner, family member or other individual, we will assess whether there are aspects that we had not previously considered, or any new information we need to take into account.

If we are satisfied that there are no new aspects, we will:

Ø > tell the new complainant that we have already investigated and responded to this issue, and that the local process is complete

If there are new aspects, we will follow this procedure again.

Monitoring arrangements

The Head Teacher will track the number and nature of complaints. The policy is reviewed every two years and is approved by the Head Teacher.

Orchard School Exams Complaints and Appeals Policy and Procedures covering appeals about internal assessment decisions, post-results services and appeals and centre decisions relating to access arrangements

and special consideration.

Revised 13th October 2022

Contents of Policy

Ø Section 1 - Reviews of marking - centre assessed marks

Ø Section 2 - Complaints Policy and Procedures

Ø Section 3 - Procedures regarding internal appeals about post-results services, special consideration and access arrangements

Ø Section 4 – External Appeals process

Section 1 - Reviews of marking - centre assessed marks (based on JCQ guidance template and the publication Notice to Centres: Informing candidates of their centre assessed marks).

Orchard School is committed to ensuring that whenever its staff mark candidates’ work this is done fairly, consistently and in accordance with the awarding body’s specification and subject-specific associated documents.

Candidates’ work will be marked by staff who have appropriate knowledge, understanding and skill, and who have been trained in this activity. Orchard School is committed to ensuring that work produced by candidates is authenticated in line with the requirements of the awarding body. Where more than one subject teacher is involved in marking candidates’ work, internal moderation and standardisation will ensure consistency of marking.

1. Orchard School will ensure that candidates are informed of their centre assessed marks so that they may request a review of the centre’s marking before marks are submitted to the awarding body. No-one is permitted to alter work submitted for assessment after the centre’s internal submission deadline has passed.

2. Orchard School will inform candidates that they may request copies of materials to assist them in considering whether to request a review of the centre’s marking of the assessment.

3. Orchard School will, having received a request for copies of materials, promptly make them available to the candidate (this will usually be copies of marked assessment materials and the mark scheme or assessment criteria – this will vary from subject to subject). Candidates are not allowed access to original assessment material unless supervised.

4. Orchard School will provide candidates with sufficient time in order to allow them to review copies of materials and reach a decision.

5. Requests for reviews of marking must be made by the candidate by the deadline and using the internal appeals form. Requests will not be accepted after the deadline. Requests must be made in writing to the Examinations Officer and candidates must explain on what grounds they wish to request a review. The centre will rule out complaints regarding the quality of the teaching as a review will only focus on the quality of the work submitted in meeting the published assessment criteria.

6. Orchard School will allow sufficient time for the review to be carried out, to make any necessary changes to marks and to inform the candidate of the outcome, all before the awarding body’s deadline for the submission of marks.

7. Orchard School will ensure that the review of marking is carried out by an assessor/reviewer who has appropriate competence, has had no previous involvement in the assessment of that candidate for the component in question and has no personal interest in the review*.

8. Orchard School will instruct the assessor/reviewer to ensure that the candidate’s mark is consistent with the standard set by the centre.

9. The candidate will be informed in writing of the outcome of the review of the centre’s marking.

10. The outcome of the review of the centre’s marking will be made known to the Head of Centre. A written record will be kept and made available to the awarding body upon request. The centre will inform the awarding body if it does not accept the outcome of the review.

The moderation process carried out by the awarding bodies may result in a mark change, either upwards or downwards, even after an internal review. The internal review process is in place to ensure consistency of marking within the centre, whereas moderation by the awarding body ensures that the centre marking is in line with national standards. The mark submitted to the awarding body is subject to change and should therefore be considered provisional. This process is outside the control of Orchard School.

*The assessor/reviewer may be another teacher within the centre or a teacher from another centre – the assessor/reviewer must declare any conflict of interest before undertaking a review. It is acceptable for a teacher, who has been internally standardised to review the work of another teacher at the same centre. However, if the candidate’s work was part of the centre’s internal standardisation process it will not be possible for the teacher who participated in the internal standardisation process to then review the candidate’s work. As the school is a small centre it may be that the work of the candidate was part of the internal standardisation process and has already been seen by all departmental staff. The centre may standardise another member of staff in another department, in a related subject, in order to undertake reviews of marking. The centre may also outsource reviews of marking, for example to a teacher in another school.

The assessor/reviewer should be provided with materials from the centre’s internal standardisation process. The assessor/reviewer will need to see the work that is under review, the internal assessor’s mark sheets and any annotation or comments that demonstrate how/why a certain mark was awarded. These must be considered within the context of the internal standardisation materials provided in order to ensure a consistent approach to other candidates in the centre. If no internal standardisation has been carried out because there was only one teacher involved in the marking of the component, the work of other candidates in the cohort must be considered to ensure that judgements can be made on the consistency of standards. The review should be carried out at the centre in order to maintain the integrity of the work and to ensure secure storage. If it has to take place remotely, copies of the candidate’s work should be supplied to the assessor/reviewer with the original held securely at the centre. It must be made clear to the assessor/reviewer, teacher and candidate that no-one is permitted to alter the work after the internal assessor has provided a mark to the candidate.

The assessor/reviewer must provide a reason for upholding or changing the mark awarded by the centre. This can be a brief annotation on the record form showing the reviewer’s breakdown of marks per Assessment Objective or section. The three types of marking error are: administrative error, a failure to apply the marking criteria to evidence generated by the candidate where that failure did not involve the exercise of academic judgement or an unreasonable exercise of academic judgement. If the reviewer decides there has been a marking error, he/she must indicate where the marking error has occurred and how the mark is not in line with the standard of other candidates at the centre.

It is for the centre to decide if the difference in marking is within the tolerance the centre would allow during its internal standardisation process. The Head of Centre will have the final decision if there is any disagreement on the mark to be submitted to the awarding body. The centre will inform the awarding body if it does not accept the outcome of a review of marking.

If the assessor/reviewer has any wider concerns following the review they should discuss them with the Head of Centre and further advice will be sought from the awarding body where necessary.

Section 2 - Complaints Policy and Procedures

If a student or parent wishes to make a complaint about any aspect of the teaching, course delivery, internally assessed work or examinations system at Orchard School they should follow the school’s Complaints Policy. For exam-related complaints the first point of contact should be the Examinations Officer, unless the complaint concerns the Examinations Officer, in which case they should contact the Head of Centre.

Section 3 - Procedures regarding appeals about post-results services, special consideration and access arrangements

Appeals relating to clerical re-checks, reviews of marking, reviews of moderation or an appeal.

Appeals process for reviews to take place

The centre is required to have a formal appeals process for use in cases where centres and candidates or their parents/carers cannot agree whether a review of results should be submitted.

Following the issue of results, awarding bodies make post-results services available. Candidates are informed of the post-results services before they sit their exams and information is included again about the options, fees involved and deadlines for the services when the results are published. Candidates are also informed when senior members of centre staff are available immediately after the publication of results so results may be discussed and decisions made on the submission of reviews of marking.

If the centre or a candidate (or his/her parent/carer) has a concern and believes a result may not be accurate, post-results services may be considered.

The JCQ post-results services currently available for this centre are detailed below.

Reviews of Results (RoRs):

Service 1 (Clerical re-check)
Service 2 (Review of marking)
Service 3 (Review of moderation)

This service is not available to an individual candidate

Access to Scripts (ATS):

· Copies of scripts to support reviews of marking

· Copies of scripts to support teaching and learning

Where a concern is expressed that a particular result may not be accurate, the centre will look at the marks awarded for each component part of the qualification alongside any mark schemes, relevant result reports, grade boundary information etc. when made available by the awarding body to determine if the centre supports any concerns.

For written components that contributed to the final result, the centre will:

1. consider accessing the script - this is dependent on the candidate giving the centre written consent to access their script and permission for a subject teacher to view the script(s):

a) (where the service is made available by the awarding body) requesting a priority copy of the candidate’s script to support a review of marking by the awarding body deadline or

b) (where the option is made available by the awarding body) viewing the candidate’s marked script online to consider if requesting a review of marking is appropriate

2. Once permission has been granted and the script has been accessed a subject teacher will check it against the published mark scheme to make sure it has been applied correctly and if the centre considers there are any errors in the marking. This will be communicated to the candidate, however, as the centre automatically supports all requests for clerical re-checks and the reviews of marking as it is the centre’s belief as the results belong to the candidate this should be their decision and their parents/carers pay for these services if the review is not upheld. The centre also supports all requests by candidates to access their scripts.

3. Written consent for the review will be collected from the candidate before the review is submitted. Consent is required to confirm the candidate understands that the final subject grade and/or mark awarded following a clerical re-check or a review of marking, and any subsequent appeal, may be lower than, higher than, or the same as the result which was originally awarded. Candidate consent must only be collected after the publication of results.

For any moderated components that contributed to the final result, the centre will:

· confirm that a review of moderation cannot be undertaken on the work of an individual candidate or the work of candidates not in the original sample submitted for moderation

· consult the moderator’s report/feedback to identify any issues raised

· determine if the centre’s internally assessed marks have been accepted without change by the awarding body – if this is the case, a review of moderation will not be available

· determine if there are any grounds to submit a request for a review of moderation for the work of all candidates in the original sample

The re-moderation of coursework and non-examination assessments is usually only supported by the centre at the request of the Head of Department/ subject teacher in charge of teaching Key Stage 4. However, a candidate may request this and it will be considered by the Head of Centre; if the request is rejected the school’s appeals process can be implemented. If the candidate disagrees with the centre decision not to support a review of moderation the centre will inform the candidate that a review of moderation cannot be requested for the work of an individual candidate or the work of a candidate not in the original sample.

The following procedure will be followed if a candidate disagrees with the decision not to pursue a re-moderation of NEA or coursework and believe there are grounds to appeal against the centre’s decision (please note if the Subject Teacher’s marking has been upheld by the awarding body no re-moderation is possible).

Ø The candidate and their parents/carers will be allowed to express their views and any relevant factors by stating the reasons for the appeal in writing to the Head Teacher by filling in an internal appeals form. This must be at least seven days before the deadline for Reviews of Results set by the awarding bodies as there must be sufficient time for an appeal to take place.

Ø The appeal will normally be led by the Head Teacher.

Ø The appeal will consider whether the request for a service is justified. The information provided by the candidate and their parents/carers will be considered and any relevant factors such as candidate’s estimated grades, performance in school exams and subsequent results will be taken into consideration.

Ø The candidate will be informed of the outcome of the appeal, in writing.

Appeals process against the outcomes of post-results service (clerical re-checks, reviews of marking and reviews of moderation)

An external appeals process is available if the centre is dissatisfied after receiving the outcome of a review of results. Reference should be made to the JCQ publications Post-Results Services and A Guide to the awarding bodies’ appeals processes to determine the acceptable grounds for a preliminary appeal.

Appeals can only be submitted after the outcome of a review of results has been reported to the centre. An appeal against a moderation decision cannot be made on behalf of an individual candidate. For internal candidates only the Head of Centre can make the appeal to the awarding body.

Where the Head of Centre is satisfied after receiving the Review of Results outcome, but the candidate (or his/her parent/carer) believes there are grounds for a preliminary appeal to the awarding body, a further internal appeal may be made to the Head of Centre. Following this, the Head of Centre’s decision as to whether to proceed with a preliminary appeal will be based upon the acceptable grounds as detailed in the JCQ Appeals Booklet. Candidates or parents/carers are not permitted to make direct representations to an awarding body.

The internal appeals form should be completed and submitted to the centre within seven days of the notification of the outcome. Subject to the Head of Centre’s decision, this will allow the centre to process the preliminary appeal and submit to the awarding body within the required 30 calendar days of the awarding body issuing the outcome of the review of results process. Awarding body fees which may be charged for the preliminary appeal must be paid to the centre by the appellant before the preliminary appeal is submitted to the awarding body (fees are available from the exams officer). If the appeal is upheld by the awarding body, this fee will be refunded by the awarding body and repaid to the appellant by the centre.

Appeals regarding centre decisions relating to access arrangements, reasonable adjustments and special consideration

This may include Orchard School’s decision not to apply for a specific reasonable adjustment or to apply for special consideration, in circumstances where a candidate does not meet the criteria for, or there is no evidence/insufficient evidence to support the implementation of an access arrangement/reasonable adjustment or the application of special consideration.

Where Orchard School makes a decision in relation to the access arrangement(s), reasonable adjustment(s) or special consideration that apply for a candidate or candidates:

if a candidate who is the subject of the relevant decision (or the candidate’s parent/carer) disagrees with the decision made and reasonably believes that the centre has not complied with its responsibilities or followed due procedures, a written request setting out the grounds for appeal should be submitted. An internal appeals form should be completed and submitted within seven days of the decision being made known to the appellant.

To determine the outcome of the appeal, the Head of Centre will consult the respective JCQ publication to confirm the centre has complied with the principles and regulations governing access arrangements and/or special consideration and followed due procedures.

The appellant will be informed of the outcome of the appeal in writing. If the appeal is upheld, the Orchard School will proceed to implement the necessary arrangements or where applicable submit the necessary application.

Appeals regarding centre decisions relating to other administrative issues

Circumstances may arise that cause Orchard School to make decisions on administrative issues that may affect a candidate’s examinations/assessments.

Where Orchard School may make a decision that affects a candidate or candidates:

if a candidate who is the subject of the relevant decision (or the candidate’s parent/carer) disagrees with the decision made and reasonably believes that the centre has not complied the regulations or followed due process, a written request setting out the grounds for appeal should be submitted. An internal appeals form should be completed and submitted within seven days of the decision being made known to the appellant. The appellant will be informed of the outcome of the appeal in writing.

Section 4 – External Appeals Process

If the centre decides to proceed with an external appeal to the awarding body the following procedures will apply.

The appeal will be submitted in writing and clearly and concisely state the grounds of the appeal to the relevant awarding body by the Head of Centre. The Form JCQ/App1 may be used. The appeal must be made within 30 calendar days of the awarding body issuing the outcome of the review of results.

An appeal may be submitted if the Head of Centre believes that either:

Ø a marking or moderation (or a review of marking/moderation has occurred; or

Ø the awarding body did not apply its procedures consistently, properly or fairly.

Once the appeal is received the awarding body will decide whether it can be accepted or not. If the application for an appeal is accepted an investigation into the candidate’s result and the awarding body’s procedures will follow. If an original hard copy script has been returned to the centre under the Access to Scripts service it cannot form part of a review of marking or subsequent appeal. However, a scanned copy of the script produced by the awarding body at the time of marking may be used as the basis for these processes.

The decision whether the awarding body will accept the appeal will be based on:

Ø the validity of the grounds of appeal

Ø whether a clerical re-check, a review of marking or a review of moderation has been completed

Ø the timescale of the application

If the application for appeal is not accepted the reason(s) for this will be given.

Preliminary stage of an appeal

The preliminary stage involves an investigation of the case by an awarding body officer who has not had any previous involvement with or personal interest in the matter. This preliminary stage will include consideration of the written submission from the Head of Centre.

After the preliminary stage the case will either be not upheld or upheld in whole or in part. If the case is upheld any necessary further work on the candidates’ scripts or results will be undertaken.

The preliminary stage outcome letter with reasons will be sent to the Head of Centre. The letter will also detail the next available stage of the appeals process. Following the preliminary stage, the Head of Centre may pursue the appeal to a hearing.

Appeal hearings

Where the Head of Centre wishes to proceed to the next stage of the appeal (a hearing), a written request (using Form JCQ/App1) for an appeal hearing must be sent to the relevant awarding body. A request for an appeal hearing must be made within 14 calendar days of receipt of the preliminary appeal outcome letter. Awarding bodies will reject appeals made outside of this timescale. An appeal hearing is designed to ensure that the appellant has a formal opportunity to present their case to an impartial body. A member of centre staff must represent the centre at the appeal hearing for internal candidate appeals.

Appeals against decisions made in cases of malpractice

Malpractice, maladministration or non-compliance, includes any act, default or practice which is a breach of the published JCQ regulations and awarding body requirements including, for example, that which:

Ø compromises, attempts to compromise or may compromise the process of assessment, the integrity of any qualification or the validity of a result or certificate; and/or

Ø damages the authority, reputation or credibility of any awarding body or centre or any officer, employee or agent of any awarding body or centre.

Appeals may be initiated against a finding of malpractice and/or the sanction imposed by the awarding body. It is not possible to appeal against a decision to take no further action or against a sanction which is perceived to be too lenient.

Who can appeal?

A Head of Centre may appeal against a finding of malpractice and/or the sanction imposed on the centre or members of staff (including contracted workers), and on behalf of candidates entered or registered through the centre. The Head of Centre must inform candidates that he/she is submitting an appeal on their behalf. The candidate may submit a statement.

A member of centre staff or personnel contracted to a centre (e.g. an external invigilator) may appeal against a finding of malpractice and/or the sanction imposed on him/her.

A private candidate, or a third party (i.e. a person other than an internal candidate or their parents/carers may appeal against a finding of malpractice and/or the sanction imposed directly to the awarding body.

Internal candidates and/or their parents/carers are not entitled to appeal directly to the awarding body. Representations must be made to the head of centre where the candidate was entered or registered. The Head of Centre’s decision as to whether to submit an application for an appeal is subject to the centre’s internal appeals arrangements.

How to appeal

The appellant should submit an application for an appeal to the relevant awarding body. There is also a form (JCQ/App1) that may be used. Applications for an appeal should be made within 14 calendar days of receiving the malpractice decision. Awarding bodies may reject appeals made outside of this timescale.

The appellant submitting an application for an appeal must set out as clearly and concisely as possible the grounds for the appeal and must include any further evidence relevant to supporting the appeal.

Appeals must be based on reasonable grounds which relate to the incident in question.

The following are accepted as reasonable grounds:

Ø the incident was not dealt with in accordance with the published procedures as detailed in the JCQ publication Suspected Malpractice – Policies and Procedures;

Ø the decision was unreasonable in light of the evidence presented to the Malpractice Committee;

Ø further evidence (including medical evidence) has come to light which may change the awarding body’s decision;

Ø the sanction imposed is disproportionate to the seriousness of the malpractice.

The following do not, by themselves, constitute grounds for an appeal:

Ø the individual did not intend to cheat;

Ø the individual has an unblemished academic record;

Ø the individual could lose a FEI/HEI place or employment;

Ø the individual regrets his/her actions.

What happens during a malpractice appeal investigation?

When an application for an appeal is received, it is checked by the awarding body. The context and grounds of the appeal and the supporting documentation are checked for their validity and how the appeal may best be processed. It is important that all relevant documentation is included at this point, as there will be limited opportunities to submit additional information later on in the process. The awarding body will contact the appellant to acknowledge receipt of the appeal and advise on the process to be followed.

The awarding body may:

Ø refer the matter for fresh consideration to an appropriate individual who has not had any previous involvement with or any personal interest in the matter. At this stage the appeal may be upheld or rejected (not upheld). If the appellant remains dissatisfied with the outcome of this consideration, they may proceed to an appeal hearing. A request for an appeal hearing must be made within 14 calendar days of receipt of the preliminary appeal outcome letter. Awarding bodies will not accept appeals made outside of this timescale.

Ø refer the matter to an appeal hearing.

Ø not accept the appeal for investigation because no valid reasonable grounds for appeal have been provided.

For appeals about malpractice decisions these will be submitted if the Head of Centre believes the appeals is based on reasonable grounds which relate to the incident in question.

Appeals relating to access arrangements, reasonable adjustments and special consideration

The awarding bodies recognise that there are some candidates who may be prevented from demonstrating their achievement because of:

Ø a permanent or long-term disability, learning difficulty or medical condition;

Ø a temporary disability, illness or indisposition immediate to or at the time of the examination;

Ø circumstances at the time of or during the examination or assessment.

If, after consulting the respective document which outlines the decision in relation to the access arrangement(s), reasonable adjustment(s) or special consideration that apply for a candidate or candidates, the Head of Centre or private candidate who is the subject of the relevant decision, disagrees with the decision made and reasonably believes that the awarding body has not followed due procedures, a written request setting out the grounds for a preliminary appeal should be forwarded to the relevant awarding body. There is also a form (JCQ/App1) that may be used.

Who can appeal?

Applications for appeals may only be accepted from the Head of Centre (on behalf of a candidate or a group of candidates) or private candidates. Internal candidates and/or their parents/carers are not entitled to appeal directly to the awarding body. Representations must be made to the Head of Centre where the internal candidate was entered or registered. The Head of Centre’s decision as to whether to proceed with an appeal is subject to the centre’s internal appeals arrangements.

How to appeal

Before undertaking an appeal, it may help if the appellant discusses the situation with the relevant awarding body. Such discussions will sometimes resolve the matter without recourse to appeal. The appeal request should be made within 14 calendar days of receiving the original decision and should set out clearly and concisely the grounds for the appeal. Form JCQ/App1 should be used. Awarding bodies may not accept appeals made outside of this timescale.

What happens during the preliminary stage of an appeal?

The preliminary stage of an appeal process involves an investigation of the case by an officer or officers of the relevant awarding body. The officer will not have had a previous connection with, or any personal interest in the case. The preliminary stage will consider the written submission from the appellant and will involve a review of all relevant guidance, any precedent and the procedures that were followed in arriving at the decision which is subject to appeal. The preliminary stage outcome letter with reasons will be sent to the appellant when the review is complete.

Appeal hearing

If the appellant disagrees with the outcome of the preliminary stage, a written request for an appeal hearing should be sent to the relevant awarding body. There is also a form (JCQ/App1) that may be used. The awarding body will make arrangements for a hearing.

This appeal request should be made within 14 calendar days of receiving the outcome of the preliminary appeal.

For appeals about access arrangements, reasonable adjustments and special consideration decisions these will be submitted if the Head of Centre believes the appeals is based on reasonable grounds which relate to the incident in question.

The procedure for appeal hearings:

Before the hearing

The appellant will have submitted an application for an appeal hearing within 14 calendar days of the outcome of the preliminary stage being received. The application must clearly set out both the grounds of appeal and all supporting documentation. It is important that all relevant documentation is included at this point, as there will be limited opportunities to submit additional information later on in the process. The awarding bodies reserve the right to produce material in rebuttal of any appeal application.

For an appeal hearing, an awarding body typically convenes a panel of three or four people. They will be drawn from a larger pool of individuals who are not directly employed by the awarding body and who have been trained in the task of deciding appeals. At least one of the panel members will be an ‘independent member’. Independent members are individuals who have had no employment or other connection with that awarding body for at least the previous five years.

Appellants will be expected to participate in the appeal hearing. If when notified of the date set for the appeal panel hearing, the appellant does not attend without good reason, the hearing may proceed in their absence.

The appellant may be accompanied by a friend, colleague or union representative but names and addresses of all representatives must be provided to the awarding body no later than seven calendar days before the date of the hearing. It would not generally be expected that the appellant’s attendees would exceed three in number.

The awarding bodies may also call any representatives relevant to the case. It would not generally be expected that awarding body representatives would exceed three in number.

Internal candidates and/or their parents/carers will not be called as representatives but may attend as observers with the prior permission of the Chair of the panel. Observers are not entitled to present cases or to engage in questioning any parties at the hearing, but they may make statements at the discretion of the Chair of the panel. Other observers may attend hearings with the approval of the Chair. Legal representation is not normally permitted at an appeal hearing, as an appeal hearing is not a legal function. If the appellant wishes to be legally represented, this must be discussed with the awarding body before a hearing date is finalised. If legal representation for the appellant is agreed, the awarding body may also be legally represented.

A copy of all materials (correspondence/documents/reports etc) relating to the appeal will be forwarded to the appeals panel members and the appellant no later than seven calendar days prior to the hearing. Only in the most exceptional circumstances will the Chair permit additional materials to be tabled on the day of the hearing.

At the appeal hearing

The appeal hearing will take the form of a re-examination of the evidence, comments and reports provided to and by the awarding body, and observations presented by the appellant.

In an appeal concerning a clerical re-check, a review of marking or a review of moderation, the test applied by the panel will be whether:

a) the awarding body has applied its procedures consistently, properly and fairly in arriving at judgements

b) there has been a marking or moderation error, or a review of marking or review of moderation error.

In an appeal related to malpractice or maladministration, the panel will consider, on the balance of probabilities, whether there was sufficient evidence to support the finding of malpractice and how appropriate the original penalty or sanction was in light of the JCQ Malpractice regulations, awarding body precedents and any additional information provided by the appellant or awarding body.

In an appeal focusing on access arrangements, reasonable adjustments or special consideration, the panel will consider whether the awarding body’s actions were consistent with the published procedures and were fair.

The normal procedure to be followed during appeal hearings is outlined below:

Ø A member of the panel will Chair the hearing.

Ø The awarding body will be responsible for ensuring that a record of the proceedings is kept for seven years.

The appeals panel may decide to uphold the appeal or to reject it. If the appeal is upheld, the panel may:

Ø refer the matter back to the appropriate awarding body officer for further consideration on such basis as the panel may direct; or

Ø direct the awarding body to carry out further work;

Ø in a malpractice appeal, remove or confirm the finding of malpractice and/or confirm or amend the sanction.

After the appeal hearing

Irrespective of whether the appeal is upheld, the panel may make recommendations to the awarding body on issues/concerns that emerged during the appeal hearing.

If the appellant and the awarding body were present at the hearing, the decision of the appeals panel will not normally be communicated to the appellant or to the awarding body representatives orally on the day of the hearing. The decision will be sent to the appellant, the head of centre (where relevant) and to the awarding body representative(s) no later than five working days after the hearing.

A summary report or transcript of the hearing may be provided to the appellant and to the awarding body representative(s) within 28 calendar days. This report or transcript will be confidential to parties to the appeal.

The appellant and the awarding body representatives will be offered the opportunity to correct errors of fact made in the report within 14 calendar days. The decision whether to accept amendments suggested by the appellant or by the awarding body representative(s) will be at the sole discretion of the Chair of the appeals panel.

The hearing by the appeals panel will complete the awarding body’s internal appeals procedures. No further appeal will be accepted by the awarding body.

Further avenues of appeal

Access arrangements, reasonable adjustments, special consideration and post-results services

For centres in England and Wales, where dissatisfaction remains with the decision of the Appeal hearing, an appeal may be made to the relevant Exam Procedure Review Service (EPRS). For details about the EPRS please refer to the relevant qualification regulator’s website.

Malpractice

For centres in England, the decision of the Malpractice Appeals Committee or panel is final. There are no further avenues of appeal against decisions taken by awarding bodies in cases of malpractice. Ofqual in England does not hear appeals against malpractice decisions.

Review of other administrative decisions

During any examination series, circumstances arise that cause an awarding body to make decisions that may affect a candidate’s results. Where these decisions involve an element of judgement, they may be subject to a review by awarding body officers.

If the head of centre is concerned by such administrative decisions she should contact the relevant awarding body’s appeals officer to discuss her concerns.

The most common types of other administrative decisions which may be subject to review are listed below. Please note that this list is not exhaustive and other types of administrative decisions may also be subject to review.

Ø Decisions taken in cases of very late arrival.

Ø Decisions taken in cases of missing scripts.

Ø Decisions involving the use of aegrotats.

These cases will not be subject to an appeal hearing.

Post-Results Services – Review of Results services and Access to Scripts

Revised 3rd May 2023

SECTION ONE: General

Ø Reviews of Results

· Clerical re-check

· Review of marking

· Review of moderation

Ø Access to Scripts

Centre responsibilities

The Centre will:

Ø ensure the Examinations Officer is fully aware of the post-results process including the published deadlines for clerical re-checks, reviews of marking and reviews of moderation.

Ø ensure the candidates are aware of the arrangements for clerical re-checks, reviews of marking and reviews of moderation prior to the issue of results. When requested the centre will provide candidates, as soon as possible, with written information on the arrangements.

Ø ensure Senior members of centre staff for example the Examinations Officer/Assistant Head and the Head of Centre will be accessible to candidates immediately after the publication of results so that results may be discussed and decisions made on the submission of reviews of marking. Candidates will be informed of the times when centre staff will be available. (Candidates are informed that the Head of Centre and Examinations Officer will be available between 10 a.m. and 12 noon on the day the results are published and then subsequently by email contact).

Ø have a process in place for internal candidates to appeal the centre’s decision to pursue a review of marking.

Candidate consent

The centre will obtain written candidate consent for clerical re-checks and reviews of marking, as with these services candidates’ marks and subject grades may be lowered.

Candidates will be informed that their marks and subject grades could go down as well as up so their written consent must be provided before a request is submitted. Appendix A is the form used for candidate consent although email consent by the candidate is also acceptable – if an email is sent candidates are asked to state they are aware that their mark may be lowered as a result of the review.

Consent forms or e-mails from candidates will be retained by the centre and kept on file for at least six months following the outcome of the clerical re-check or review of marking or any subsequent appeal.

Written candidate consent is not required for a moderation review. Candidates’ marks may be lowered but their published subject grades will not be lowered in the series concerned. However, the centre is aware that a lowered mark may be carried forward to future certification and the centre will make sure that candidates are made aware that a mark for a Non-Examined Assessment (NEA) component may be lowered for future certification.

The Centre can apply for the following Review of Results services on behalf of the candidates:

Service 1 (Clerical re-check)

This is a re-check of all clerical procedures leading to the issue of a result.

Ø The application will be submitted on-line.

Ø Candidate consent is required and will be kept on file by the centre for six months following the outcome of any reviews or subsequent appeals (Appendix A).

Ø The deadline for completion is within 10 calendar days of the awarding body receiving the request.

This service will include the following checks:

Ø that all parts of the script have been marked;

Ø the totalling of marks;

Ø the recording of marks;

The outcome of the re-check will be reported along with a statement of the total marks awarded for each unit, or component, included in the enquiry.

Only Service 1 clerical re-checks can be requested for objective tests (multiple choice tests).

Service 2 (Review of marking)

This is a post-results review of the original marking to ensure that the mark scheme has been applied correctly.

A marking error can occur because of:

Ø an administrative error

Ø a failure to apply the mark scheme where a task has only a ‘right’ or ‘wrong’ answer

Ø an unreasonable exercise of academic judgement

The reviewer will not re-mark the script. They will only correct any errors identified in the original marking.

Ø The application will be submitted on-line.

Ø Candidate consent is required and will be kept on file by the centre for six months following the outcome of any reviews or subsequent appeals (Appendix A).

Ø The deadline for completion is within 20 calendar days of the awarding body receiving the request.

This service will include:

• the clerical re-checks detailed in Service 1;

• a review of marking as described above.

The centre cannot offer priority service 2 reviews of marking as GCE A Level exams are not offered at the centre.

If the centre is concerned about the marking of a component/subject cohort it should:

submit requests for reviews of marking for all candidates believed to be affected. This will allow the awarding body to take a holistic view of the quality of marking and allow them to take any corrective action which may be required.

Ø the requests must only be submitted for reviews of marking after written candidate consent has been obtained and after the publication of results as with these services candidates’ marks and subject grades may be lowered. The candidates must be informed of this possible outcome and provide written consent before the application is submitted (Appendix A). Written consent is also acceptable by email. The consent forms or emails from candidates must be retained by the centre for at least six months following the outcome of the review of marking or any subsequent appeal.

Service 3 (Review of moderation)

This is a review of the original moderation to ensure that the assessment criteria have been fairly, reliably and consistently applied. It is not a re-moderation of candidates’ work. This service is not available if the centre’s internally assessed marks (coursework or NEA) have been accepted without change by an awarding body.

Ø The application will be submitted on-line.

Ø Candidate consent is not required. (As stated earlier candidates’ marks may be lowered but their published subject grades will not be lowered in the series concerned. However, the centre is aware that a lowered mark may be carried forward to future certification and the centre will make sure that candidates are made aware that a mark for a Non-Examined Assessment (NEA) component may be lowered for future certification.)

Ø The deadline for completion is up to 35 calendar days after the reviewer has received the original sample of work from the centre.

Ø The centre understands that the review of moderation will be undertaken on the original sample of candidates’ work and cannot be undertaken upon the work of an individual candidate or the work of candidates not in the original sample.

A review of moderation also cannot be undertaken where a mark for an internally assessed component has been transferred to a subsequent series.

If the centre is in possession of the original sample of work it will ensure the work is despatched to the reviewer when the details are provided.

The work submitted for a review of moderation will:

Ø be despatched to the reviewer within three working days following the receipt of instructions from the awarding body;

Ø be the original work submitted for moderation;

Ø have been kept under secure conditions and not returned to the candidates.

This service cannot be undertaken on ephemeral material unless suitable evidence (such as the video taping of theatrical performances) can be provided. The centre notes that there may be a need to retain a copy of the work, if a candidate intends to re-submit work at the next assessment opportunity.

The centre realises that a change to a candidate’s results arising from a review of moderation cannot lead to a subsequent late request for a review of marking of a written examination component.

Submission of requests

The centre will submit requests on-line via the awarding bodies’ extranet sites. The published post-results services will be the only mechanism by which concerns about results will be addressed. If the centre cannot use the awarding body’s extranet site, the centre will contact the individual awarding body immediately by telephone.

All requests for internal candidates will be submitted by the Examinations Officer and in the case of absence by the Examinations Officer, by the Head of Centre. Before submitting a request the candidate name, number and component code will be checked to make sure they are correct. Requests for private candidates may be submitted either through the centre or directly to the awarding body.

Candidates must provide their written consent for clerical re-checks and reviews of marking and this must be after the publication of results. These will be retained by the centre for a minimum of six months following the outcome of the review of marking or any subsequent appeal.

The request should be acknowledged by the awarding body within seven working days. If this is not received the centre will presume that the request has not been received and will contact the awarding body immediately. The centre will also regularly check the progress of the request.

Appeals

The school has a published formal appeals procedure (Orchard School Exams Complaints and Appeals Policy and Procedures covering appeals about internal assessment decisions, post-results services and appeals and centre decisions relating to access arrangements and special consideration) which is published on its website (paper copy available on request) for use in cases where centres and candidates, or their parents/carers cannot agree as to whether a review of results should be submitted.

This appeals procedure also covers cases where the centre and candidates, or their parents/carers, cannot agree as to whether an appeal should be submitted to the relevant awarding body following the outcome of a post-results service. In deciding whether to support an appeal, the centre will take account of all relevant factors and afford candidates or their parents/carers a reasonable opportunity to express their views.

Outcome of enquiries

The outcome of each enquiry will be confirmed to the Examinations Officer by the respective awarding body. The awarding body will provide a reason for the decision of the review of marking. If the mark has changed, the reason will either be that an administrative error has occurred or there was a marking error. A marking error would occur where an examiner has not correctly applied the mark scheme or any other relevant procedure i.e.

Ø the ‘right’ mark was not given in a task where there is a ‘right’ or ‘wrong’ mark

Ø if there has been an unreasonable of academic judgement

There are three possible outcomes arising from a review of moderation:

Ø no change to the original moderation decision

Ø a correction to the original moderation decision

Ø reinstatement of centre marks

For the first two outcomes the awarding body will provide a reason.

Where a grade changes and a certificate has previously been issued, the centre will return the original certificate to the awarding body and request a replacement will be issued showing the revised grade. Where there has been a reduction in marks or a downgrade, the request cannot be revoked and the original higher mark or grade will not be reinstated.

Candidate malpractice

If candidate malpractice is discovered during a review of marking or a review of moderation, the script/coursework/NEA will be processed in accordance with the JCQ document Suspected Malpractice – Policies and Procedures. Candidates may lose some or all of their marks, consequently affecting grades awarded.

SECTION TWO: Access to Scripts

Access to Scripts (ATS)

The centre may request copies of scripts to support reviews of marking or to support teaching and learning. The centre will submit applications on-line via the awarding bodies’ extranet sites.

The centre will make sure the relevant centre staff are aware of the guidelines controlling these arrangements. The centre will also make sure the candidates are aware of the arrangements for access to scripts prior to the issue of results. The centre will also submit a request on behalf of a private candidate if asked to do so.

A ‘script’ refers to the written work of a candidate which has resulted from an externally assessed component. Priority copies are not available for some externally assessed units, but the candidate record form or marking grid can be requested instead.

Prior written permission must be obtained from any candidate where the centre intends to request their script(s). This permission can only be granted after the candidates have received their results.

Copies of scripts to support reviews of marking

The centre may request a copy of a script with candidate consent before a decision is made about a request for a review of marking. Requests must be made by the published deadline and copies of scripts will be received no later than two weeks before the review of marking deadline. Scripts may only be seen by teachers who are members of staff at the centre or returned directly to the candidates.

Copies of scripts to support teaching and learning

The centre may request a copy of a script with candidate consent for teaching and learning purposes.

If the scripts are requested by the Subject Teachers and the candidates give their written consent, they have the right to request their scripts are made anonymous before use (Appendix B, written consent from the candidate is also acceptable by e-mail).

Where teachers have used copies of scripts for teaching and learning purposes but no longer wish to retain them, they must be disposed of in a confidential manner.

Privacy notice for pupils

This privacy notice is for pupils we consider capable of understanding and exercising their rights over their own data (generally considered to be age 12 but this will need to be considered on a case-by-case basis). Otherwise please consult Privacy notice for parents/carers – use of your child’s personal data.

You have a legal right to be informed about how our school uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.

This privacy notice explains how we collect, store and use personal data about pupils at the school.

We, Orchard School, South Leverton, Retford, Notts, DN22 0DJ (01427 880395), are the ‘data controller’ for the purposes of data protection law.

Our data protection team is: Mrs Fox (lead), Mrs Hurley, Mrs Stokes, Miss Fox and Mrs Paxman.

The personal data we hold

We hold some personal information about you to make sure we can help you learn and look after you at school.

For the same reasons, we get information about you from some other places too – like your previous school, the local council and the government.

Personal information that we may collect, use, store and share (where appropriate) about you includes, but is not restricted to:

· Your contact details

· Your test results

· Your attendance records

· Details of any behaviour issues or exclusions

We may also collect, use, store and share (where appropriate) information about pupils that fall into special categories of more sensitive personal data. This includes, but is not restricted to information about:

· Information about your characteristics, like your ethnic background or any special educational needs

· Information about any medical conditions you have

· Photographs and CCTV images

Why we use this data

We use this data to help run the school, including to:

· Get in touch with you and your parents when we need to

· Check how you are doing in exams and work out whether you or your teachers need any extra help

· Track how well the school as a whole is performing

· Look after your wellbeing

Where you have given consent to do so, we may send information by email promoting school events, campaigns, charitable causes or services that may be of interest.

Consent may be withdrawn at any time, in order to do this please contact the School Office (This email address is being protected from spambots. You need JavaScript enabled to view it., 01427 880395).

Our lawful basis for using this data

We will only collect and use your information when the law allows us to. Most often, we will use your information where:

· we need to comply with a legal obligation – we need to process data to meet our responsibilities under law

· we need to perform a public task - we need to process data to fulfil our statutory duty as a school

Less commonly, we may also process you personal data in situations where:

· we have obtained consent to use it in a certain way

· we need to protect the individual’s vital interests (or someone else’s interests)

· we need to process data to fulfil a contract with the pupil or to help them enter into a contract with the school

· there is a legitimate interests basis where there is a minimal privacy impact and there is a compelling reason

Where we have obtained consent to use your personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using your personal data overlap, and there may be several grounds which justify our use of this data.

For special category data (more sensitive personal information) we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in UK data protection law:

Ø we have obtained your explicit consent to use your data in a certain way

Ø we need to use your information under employment, social security or social protection law

Ø we need to protect an individual’s vital interests (i.e. protect your life or someone else’s life), in situations where you are physically or legally incapable of giving consent

Ø the information concerned has already been made obviously public by you

Ø we need to use it to make or defend against legal claims

Ø we need to use it for reasons of substantial public interest as defined in legislation

Ø we need to use it for health or social care purposes, and it is used by, or under the direction of, a professional or by any other person obliged to confidentiality under law

Ø we need to use it for public health reasons, and it is used by, or under the direction of, a professional obliged to confidentiality under law

Ø we need to use it for archiving purposes, scientific or historical research purposes, or for statistical purposes, and the use is in the public interest

For criminal offence data, we will only collect and use it when we have a lawful basis, as set out above, and a condition for processing as set out in UK data protection law. Conditions include:

Ø we have obtained your consent to use it in a specific way

Ø we need to protect an individual’s vital interests (i.e. protect your life or someone else’s life), in situations where you are physically or legally incapable of giving consent

Ø the data concerned has already been made obviously public by you

Ø we need to use it as part of legal proceedings, to obtain legal advice, or to make or defend against legal claims

Ø we need to use it for reasons of substantial public interest as defined in legislation

Collecting this information

While the majority of information we collect about you is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you, we make it clear if you have to give us this information (and if so, what the possible consequences are of not doing that), or if you have a choice.

Most of the data we hold about you will come from you or your parents/carers but we may also hold data from:

Ø local authorities

Ø government departments or agencies

Ø police forces, courts, tribunals

How we store this data

We keep personal information about you while they are attending our school. We may also keep it beyond your attendance at our school if this is necessary in order to comply with our legal obligations. The school’s School records and safe data destruction schedule sets out how long we keep information about pupils – a copy of this is available from the School Office.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We will dispose of personal data securely when it is no longer needed.

Data sharing

We do not share personal information about you with anyone outside the school without permission from you or your parents/carers, unless the law and our policies allow us to do so.

Where it is legally required, (and it complies with UK data protection law), we may share personal information about you with:

· Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about exclusions

· The Department for Education

· Government departments or agencies

· The pupil’s family and representatives

· Examining bodies

· Our regulator - Ofsted

· Suppliers and service providers – to enable them to provide the service we have contracted them for

· Central and local government

· Health authorities

· Police forces, courts, tribunals

· The school’s auditors

· Health and social work organisations

· Professional advisers and consultants

National Pupil Database

We have to provide information about you to the Department for Education (a government department) as part of data collections such as the school census.

Some of this information is then stored in the National Pupil Database, which is managed by the Department for Education and provides evidence on how schools are performing. This, in turn, supports research.

The database is held electronically so it can easily be turned into statistics. The information it holds is collected securely from schools, local authorities, exam boards and others.

The Department for Education may share information from the database with other organisations which promote children’s education or wellbeing in England. These organisations must agree to strict terms and conditions about how they will use your data.

You can find more information about this on the Department for Education’s webpage on how it collects and shares research data.

You can also contact the Department for Education if you have any questions about the database.

Transferring data internationally

If we transfer personal data to a third party country or territory, we will do so in accordance with UK data protection law.

Your rights

How to access personal information we hold about you

You have a right to make a ‘subject access request’ to gain access to personal information that the school holds about you.

If you make a subject access request and if we do hold information about you we will (unless there is a valid reason why we should not):

· Give you a description of it

· Tell you why we are holding and using it, and how long we will keep it for

· Explain where we got it from, if not from you or your parents

· Tell you who it has been, or will be, shared with

· Let you know whether any automated decision making is being applied to the data (decisions being taken by a computer or machine, rather than by a person) and any consequences of this

· Give you a copy of the information in an understandable form

You may also have the right for your personal information to be shared with another organisation in certain circumstances.

If you want to make a request please contact our Data Protection Team through the School Office (This email address is being protected from spambots. You need JavaScript enabled to view it., 01427 880395).

Your other rights over your data

Under UK data protection law, you have certain rights regarding how your personal data is used and kept safe, including the right to:

· Say that you do not want your personal information to be used (unless there is another lawful basis to process the data)

· Stop it being used to send you direct marketing

· Say you do not want it to be used for automated decisions (decision made by a computer or machine, rather than by a person)

· In certain cases have it corrected if it is inaccurate

· In certain circumstances, have it deleted or destroyed, or restrict its use

· Withdraw your consent, where you previously provided consent for your personal information to be collected, processed and transferred for a particular reason

· In certain cases be notified of a data breach

· Make a complaint to the Information Commissioner’s Office

· Claim compensation if the data protection rules are broken and this harms you in some way.

To exercise any of these rights, please contact our Data Protection Team c/o the School Office.

Complaints

We take any complaints about how we collect and use your personal data very seriously. If you think our collection or use of personal information is unfair, misleading or inappropriate, or have any other concerns about out data processing please let us know first.

You can make a complaint at any time by contacting our Data Protection Team c/o Mrs Fox.

For independent advice about data protection, privacy and data sharing issues you can contact the Information Commissioner’s Office (ICO):

· Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

· Telephone: 0303 123 1113

· Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

· Report a concern online at https://ico.org.uk/make-a-complaint

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Team.

· Data Protection Team c/o Mrs Fox (This email address is being protected from spambots. You need JavaScript enabled to view it., 01427 880395)

Privacy notice for parents/carers – use of your child’s personal data

Introduction

Under UK data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about pupils at the school.

This privacy notice applies while we believe your child is not capable of understanding and exercising their own data protection rights. Once your child is able to understand their rights over their own data (generally considered to be age 12, but this has to be considered on a case-by-case basis) you should instead refer to the school’s Privacy notice for pupils to see what rights they have over their personal data. This can be found on the school’s website (www.theorchardschool.co.uk) or a paper copy can be requested from the School Office.

We, Orchard School, South Leverton, Retford, Notts, DN22 0DJ, (01427 880395) are the ‘data controller’ for the purposes of UK data protection law.

Our Data Protection Data Team is: Mrs Fox (lead), Mrs Hurley, Mrs Stokes, Miss Fox and Mrs Paxman.

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:

· Contact details, contact preferences, date of birth, identification documents

· Results of internal assessments and externally set tests

· Pupil and curricular records

· Exclusion information

· Attendance information

· Safeguarding information

· Details of any support received, including care packages, plans and support providers

The school may also collect, use, store and share (where appropriate) information about pupils that fall into special categories of more sensitive personal data. This includes, but is not restricted to information about:

· Any medical conditions we need to be aware of, including physical and mental health

· Photographs and CCTV images captured in school

· Characteristics, such as ethnic background or special educational needs

We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.

Why we use this data

We use this data to:

· Support pupil learning

· Monitor and report on pupil progress

· Provide appropriate pastoral care

· Protect pupil welfare

· Assess the quality of our services

· Administer admissions

· Comply with the law regarding data sharing

Where you have given consent to do so, we may send information by email promoting school events, campaigns, charitable causes or services that may be of interest.

Our lawful basis for using this data

We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:

· we need to comply with a legal obligation – we need to process data to meet our responsibilities under law

· we need to perform a public task - we need to process data to fulfil our statutory duty as a school

Less commonly, we may also process pupils’ personal data in situations where:

· we have obtained consent to use it in a certain way

· we need to protect the individual’s vital interests (or someone else’s interests)

· we need to process data to fulfil a contract with the pupil or to help them enter into a contract with the school

· there is a legitimate interests basis where there is a minimal privacy impact and there is a compelling reason

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

For special category data we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in UK data protection law:

Ø we have obtained your explicit consent to use the pupil’s data in a certain way

Ø we need to perform or exercise and obligation or right in relation to employment, social security or social protection law

Ø we need to protect an individual’s vital interests (i.e. protect the child’s life or someone else’s life), in situations where you are physically or legally incapable of giving consent

Ø the data concerned has already been made manifestly public by you

Ø we need to process it for the establishment, exercise or defence of legal claims

Ø we need to process it for reasons of substantial public interest as defined in legislation

Ø we need to process it for health or social care purposes, and the processing is done by, or under the direction of, a health or social work professional or by any other person obliged to confidentiality under law

Ø we need to process it for public health reasons, and the processing is done by, or under the direction of, a health professional or by any other person obliged to confidentiality under law

Ø we need to process it for archiving purposes, scientific or historical research purposes, or for statistical purposes, and the processing is in the public interest

For criminal offence data, we will only collect and use it when we have a lawful basis, as set out above, and a condition for processing as set out in UK data protection law. Conditions include:

Ø we have obtained your consent to use it in a specific way

Ø we need to protect an individual’s vital interests (i.e. protect the child’s life or someone else’s life), in situations where you are physically or legally incapable of giving consent

Ø the data concerned has already been made manifestly public by you

Ø we need to process it for, or in connection with legal proceedings, to obtain legal advice, or for the establishment, exercise or defence of legal rights

Ø we need to process it for reasons of substantial public interest as defined in legislation

Collecting this information

While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

Most of the data we hold about a pupil will come from the parents/carers but we may also hold data from:

Ø local authorities

Ø government departments or agencies

Ø police forces, courts, tribunals

How we store this data

We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations. The school’s School records and safe data destruction schedule sets out how long we keep information about pupils – a copy of this is available from the School Office.

We have put in place appropriate security measures to prevent pupils’ personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We will dispose of personal data securely when it is no longer needed.

Data sharing

We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with UK data protection law) we may share personal information about pupils with:

· Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about exclusions

· The Department for Education

· Government departments or agencies

· The pupil’s family and representatives

· Examining bodies

· Our regulator - Ofsted

· Suppliers and service providers – to enable them to provide the service we have contracted them for

· Central and local government

· Health authorities

· Police forces, courts, tribunals

· The school’s auditors

· Health and social work organisations

· Professional advisers and consultants

National Pupil Database

We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census and early years census.

Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research.

The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.

The Department for Education may share information from the NPD with third parties, such as other organisations which promote children’s education or wellbeing in England. These third parties must agree to strict terms and conditions about how they will use the data.

For more information, see the Department’s webpage on how it collects and shares research data.

You can also contact the Department for Education with any further questions about the NPD.

Transferring data internationally

If we transfer personal data to a third party country or territory, we will do so in accordance with UK data protection law.

Parents and pupils’ rights regarding personal data

You have a right to make a ‘subject access request’ to gain access to personal information that the school holds about your child.

Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12 but this has to be considered on a case-by-case basis), or where the child has provided consent for a subject access request to be made on their behalf.

If you make a subject access request, and if we do hold information about your child, we will:

· Give you a description of it

· Tell you why we are holding and processing it, and how long we will keep it for

· Explain where we got it from, if not from you or your child

· Tell you who it has been, or will be, shared with

· Let you know whether any automated decision-making is being applied to the data, and any consequences of this

· Give you a copy of the information in an intelligible form

You may also have the right for your child’s personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request please contact our Data Protection Lead c/o the School Office (This email address is being protected from spambots. You need JavaScript enabled to view it., 01427 880395).

Parents/carers may be allowed access to their child’s educational record. To request access, please contact Mrs Fox c/o the School Office. The pupil in question must be under the age of 18 and information will not be released if it might cause serious harm to the physical or mental health of the pupil or another individual, or if it would mean releasing exam marks before they are officially announced.

Other rights

Under UK data protection law, you have certain rights regarding how your child’s personal data is used and kept safe, including the right to:

· Object to the school’s use of your child’s personal data if it would cause, or is causing, damage or distress (unless there is another lawful basis to process the data)

· Prevent your child’s data being used to send direct marketing

· Object to and challenge the use of your child’s personal data being taken by automated means (by a computer or machine, rather than by a person)

· In certain circumstances, have inaccurate personal data corrected

· In certain circumstances, have personal data deleted or destroyed, or restrict its processing

· Withdraw your consent, where you previously provided it for the collection, processing and transfer of your child’s personal data for a specific purpose

· In certain circumstances be notified of a data breach

· Make a complaint to the Information Commissioner’s Office

· Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our Data Protection Team c/o the School Office.

Once your child is able to understand their rights over their own data (generally considered to be age 12, but this has to be considered on a case-by-case basis), we will need consent from your child for you to make these requests on their behalf.

Complaints

We take any complaints about our collection and use of personal information very seriously.

If you think our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

You can make a complaint at any time by contacting our Data Protection Lead through the School Office (This email address is being protected from spambots. You need JavaScript enabled to view it., 01427 880395).

For independent advice about data protection, privacy and data sharing issues you can contact the Information Commissioner’s Office (ICO):

· Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

· Telephone: 0303 123 1113

· Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

· Report a concern online at https://ico.org.uk/make-a-complaint

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Lead.

· Data Protection Lead care of the School Office (This email address is being protected from spambots. You need JavaScript enabled to view it., 01427 880395).

Privacy notice for parents/carers – use of your personal data

Introduction

This privacy notice explains how we collect, store and use personal data about parents and carers of pupils at the school.

We, Orchard School, South Leverton, Retford, Notts, DN22 0DJ, (01427 880395) are the ‘data controller’ for the purposes of UK data protection law.

Our Data Protection Team is: Mrs Fox (Lead), Mrs Hurley, Mrs Stokes, Miss Fox and Mrs Paxman.

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

· Contact details and contact preferences (such as your name, address, email address and telephone numbers)

· Details of your family circumstances

· Details of any safeguarding information including court orders or professional involvement

· Records of your correspondence and contact with us

· Records of any complaints you have made

The school may also collect, use, store and share (where appropriate) information about you that fall into special categories of more sensitive personal data. This includes, but is not restricted to information about:

· Any health conditions you have that we need to be aware of

· Photographs and CCTV images captured in school

We may also hold data about you that we have received from other organisations, including other schools and social services.

Why we use this data

We use the data listed above to:

· Report to you on your child’s attainment and progress

· Keep you informed about the running of the school (such as emergency closures) and events

· Send out invoices

· Provide appropriate pastoral care

· Protect pupil welfare

· Administer admissions

· Assess out services

· Carry out research

· Comply with our legal and statutory obligations

Where you have given consent to do so, we may send information by email or by letter promoting school events, campaigns, charitable causes or services that may be of interest.

Our lawful basis for using this data

We only collect and use your personal data when the law allows us to. Most commonly, we process it where:

· we need to comply with a legal obligation – we need to process data to meet our responsibilities under law

· we need to perform a public task - we need to process data to fulfil our statutory duty as a school

Less commonly, we may also process your personal data in situations where:

· we have obtained consent to use it in a certain way

· we need to protect the individual’s vital interests (or someone else’s interests)

· we need to process data to fulfil a contract with you or to help you enter into a contract with the school

· there is a legitimate interests basis where there is a minimal privacy impact and there is a compelling reason

Where we have obtained consent to use your personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using your personal data overlap, and there may be several grounds which justify our use of this data.

For special category data we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in UK data protection law:

Ø we have obtained your explicit consent to use your personal data in a certain way