Word Processor Policy (Exams) 
 2024-2025

This policy is reviewed annually to ensure compliance with current regulations

Approved/reviewed by	
Matthew Buckland 	
Date of next review	7th May 2025	

Key staff involved in awarding and allocating word processors for exams

Role	Name(s)	
SENCo	Natalie Long	
School accredited assessor	Alison Blake	
Exams officer	Martin Ruck	
Senior leader(s)	Matthew Buckland	
IT manager	Dave Quinney	

Contents
Key staff involved in awarding and allocating word processors for exams	2
Introduction	4
Purpose of the policy	5
The use of a word processor	5
Arrangements at the time of the assessment for the use of a word processor	6
Appendix 1	8
The criteria Bloxham School uses to award and allocate word processors for examinations	8

This policy is reviewed and updated annually on the publication of updated JCQ regulations and guidance on access arrangements and instructions for conducting exams.
References in this policy to AA and ICE relate to/are directly taken from the Access Arrangements and Reasonable Adjustments 2021-2022 and Instructions for conducting examinations 2021-2022 publications.

Introduction
The use of a word processor in exams and assessments is an available access arrangement.

(AA 4.2.1)
The purpose of an access arrangement is to ensure, where possible, that barriers to assessment are removed for a disabled candidate preventing him/her from being placed at a substantial disadvantage as a consequence of persistent and significant difficulties.
The integrity of the assessment is maintained, whilst at the same time providing access to assessments for a disabled candidate.

(AA 4.2.2)
Although access arrangements are intended to allow access to assessments, they cannot be granted where they will compromise the assessment objectives of the specification in question.

(AA 4.2.3)
Candidates may not require the same access arrangements in each specification. Subjects and their methods of assessments may vary, leading to different demands of the candidate. The SENCos must consider the need for access arrangements on a subject-by-subject basis.

(AA 4.2.1)
The SENCo must ensure that the proposed access arrangement does not disadvantage or advantage a candidate.

(AA 4.2.7)
The candidate must have had appropriate opportunities to practice using the access arrangement(s) before their first examination.

Purpose of the policy
This policy details how Bloxham School complies with AA chapter 4 (Managing the needs of candidates and principles for centres), section 5.8 (Word processor) and ICE (sections 14.20-25) when awarding and allocating a candidate the use of word processor in examinations.
The term ‘word processor’ is used to describe for example, the use of a computer, laptop or tablet.

The use of a word processor
Bloxham School will
•	allocate the use of a word processor to a candidate with the spelling and grammar check/predictive text disabled (switched off) where it is their normal way of working within the centre (AA 5.8.1)
•	award the use of a word processor to a candidate appropriate to their needs. For example, a candidate with:
o	a learning difficulty which has a substantial and long-term adverse effect on their ability to write legibly
o	a medical condition
o	a physical disability
o	a sensory impairment
o	planning and organisational problems when writing by hand
o	poor handwriting (AA 5.8.4)
•	only permit the use of a word processor where the integrity of the assessment can be maintained (AA 4.2.1)
•	not grant the use of a word processor where it will compromise the assessment objectives of the specification in question (AA 4.2.2)
•	consider on a subject-by-subject basis if the candidate will need to use a word processor in each specification (AA 4.2.3)
•	process access arrangements at the start of the course, or as soon as practicable having firmly established a picture of need and normal way of working, ensuring arrangements are always approved before an examination or assessment (AA 4.2.4)
•	provide word processors to candidates in non-examination assessment components as standard practice unless prohibited by the specification (AA 5.8.2)

The centre will not
•	simply grant the use of a word processor to a candidate because they now want to type rather than write in exams or can work faster on a keyboard, or because they use a laptop at home. (AA 5.8.4)

Exceptions
The only exceptions to the above where the use of a word processor would be considered for a candidate would be
•	in the event of a temporary injury or impairment, or a diagnosis of a disability or manifestation of an impairment relating to an existing disability arising after the start of the course (AA 4.2.4)
•	
Arrangements at the time of the assessment for the use of a word processor

A candidate using a word processor is usually accommodated in the main exam hall. Some candidates will be accommodated in a smaller or separate room where other access arrangements apply.
In compliance with the regulations the centre:
•	provides a word processor with the spelling and grammar check facility/predictive text disabled (switched off) unless an awarding body’s specification says otherwise (ICE 14.20)
•	(where a candidate is to be seated with the main cohort without the use of a power point) checks the battery capacity of the word processor before the candidate’s exam to ensure that the battery is sufficiently charged for the entire duration of the exam (ICE 14.21)
•	ensures that the students have practised and know how to use the software ExamWritePad.
•	ensures the candidate is reminded to input the centre number, candidate number and the unit/component code at the start of the exam into ExamWritePad (ICE 14.22)
•	ensures the candidate understands that each page of the typed script must be numbered, e.g. page 1 of 6 (ICE 14.23)
•	ensures the candidate is reminded to save their work at the start of the exam so that ExamWritePad will set up ‘autosave’ (ICE 14.24)
•	instructs the candidate to use a minimum of 12pt font and double spacing in order to make marking easier for examiners (ICE 14.24)

(ICE 14.25)
The centre will ensure the word processor:
•	is only used in a way that ensures a candidate’s script is produced under secure conditions
•	is not used to perform skills which are being assessed
•	is not connected to an intranet or any other means of communication
•	is in good working order at the time of the exam
•	is accommodated in such a way that other candidates are not disturbed and cannot read the screen
•	is used as a typewriter, not as a database, although standard formatting software is acceptable and is not connected to an intranet or any other means of communication
•	is cleared of any previously stored data
•	does not give the candidate access to other applications such as a calculator (where prohibited in the examination), spreadsheets etc.
•	does not include graphic packages or computer aided design software unless permission has been given to use these
•	does not have any predictive text software or an automatic spelling and grammar check enabled unless the candidate has been permitted a scribe or is using speech recognition technology (a scribe cover sheet must be completed), or the awarding body’s specification permits the use of automatic spell checking
•	does not include speech recognition technology unless the candidate has permission to use a scribe or relevant software
•	is not used on the candidate’s behalf by a third party unless the candidate has permission to use a scribe

Portable storage medium

(ICE 14.25)
The centre will ensure that any portable storage medium (e.g. a memory stick) used
•	is provided by the centre
•	is cleared of any previously stored data
•	
Printing the script after the exam is over

(ICE 14.25)
The centre will ensure
•	the word processor is either connected to a printer so that a script can be printed off, or have the facility to print from a portable storage medium
•	the candidate is present to verify that the work printed is his or their own
•	a word-processed script is attached to any answer booklet which contains some of the answers
•	where an awarding body requires a cover sheet to be completed this is included with the
candidate’s typed script (according to the relevant awarding body’s instructions)

Centre specific processes
•	where an exam is taking place in a separate or smaller room, scripts will be saved to pdf and then on a USB stick and brought to the main exam room for printing as described above.
•	
Appendix 1 The criteria Bloxham School uses to award and allocate word processors for examinations
The ‘normal way of working’ for exam candidates, as directed by the head of centre, is that candidates handwrite their exams. An exception to this is where a candidate may have an approved access arrangement in place, for example the use of a scribe/speech recognition technology.

The use of word processors

A word processor cannot simply be granted to a candidate because he/she prefers to type rather than to write or can work faster on a keyboard, or because he/she uses a laptop at home. The use of a word-processor must reflect the candidate’s normal way of working within school and be appropriate to the candidate’s needs which have been firmly established over time and by not being awarded a word processor would be at a substantial disadvantage to other candidates.

Appropriate need would include where a candidate has:
•	a learning difficulty which has a substantial and long-term adverse effect on their ability to write legibly
•	a medical condition
•	a physical disability
•	a sensory impairment
•	planning and organisational problems when writing by hand
•	poor handwriting

The only exception to the above where the use of a word processor may be considered for a candidate would be
•	on a temporary basis as a consequence of a temporary injury at the time of the assessment

Arrangements for the use of word processors at the time of the assessment
Appropriate exam-compliant word processors will be provided by the IT department in liaison with the SENCo and the exams officer.

Statement produced by: Natalie Long (SENCo)	Statement date: 5/5/24