Pen or Pencil:

Every year we have cases of students that use the wrong writing medium and eventually there is major concern as to whether they will be penalised for it or not. The answer is that Cambridge never penalise candidates for such a misdemeanour, but we often make their marking process a difficult one. So depending on their level, please remember to tell your students the following:

1. All YLE exams are written in pencil (preferably soft B or HB type). Also the candidates must ensure that they have a set of coloured pencils, which they will need to answer one of the listening tasks.
2. For KEY (KET) exams the candidates will be using only soft B or HB type pencil for all their papers.
3. For PRELIMINARY (PET), FIRST (FCE), ADVANCED (CAE) and PROFICIENCY (CPE) the candidates will be using soft B or HB type pencil for all their papers apart from the WRITING for which they are asked to use BLACK pen.

Correction fluid:

Often we are asked about the use of correction fluid (Blanco). Please inform your candidates that Cambridge will not allow the use of correction fluid, or correction tape or erasable pen for any part of the exam.

Mistakes made on the WRITING paper:

Candidates should just draw a line over the mistake (irrespective of the size) and rewrite the wrong word, or phrase or section. Cambridge guarantee that students will not be in any way penalised for such corrections.

Rough paper:

Only during WRITING will the candidates be provided with a sheet (or more if needed) of rough paper, on which they may draft the outlines of their compositions.

Many students endeavour to write the full task on the rough paper, which often doesn’t allow time for copying on the actual Answer Booklet at the end. Please ensure that your students understand the risk involved in this approach and ask them to allow plenty of time for copying. If they find this to be the only way they can perform their best, please get them to practice doing so on more occasions than one.

Other items to have or not to have during the exam:

Our candidates should know that apart from the above-mentioned pencils and pens (for UMS exams only), on the day of the exam they should also bring along a sharpener, a rubber and possibly a ruler.

They should also remember to bring their ID cards or other form of ID, and their Confirmation of Entry document.

Finally, candidates should know that they are allowed to have a small clear bottle of water on their desks and they may drink during the exam.

Apart from the above candidates should refrain from bringing any other items, foodstuff and drinks.

Mobile phones and watches:

Please inform your candidates that they should not have mobile phones, other electronic devices and watches during the exam. Any candidates who bring any of these items along they will have to hand them in at the receptions and only get them back at the end of the exam.

Malpractice:

There is a natural tendency in some students to attempt copying from a fellow participant, and although we train to invigilators to be highly attentive to such malpractice, there have been occasions that copying is achieved. However, all students should be aware that Cambridge have a highly sophisticated system, which allows them to compare the answers of each candidate with those of the answers of their fellow candidates and spot with extreme accuracy all case of copying from one another.

Candidates should also know that once such a case is spotted, the Results of the culprit are withheld even if they were to be a PASS.

Special Arrangements:

We are ready and willing to stand by your candidates with special needs and engage in helping them to get approval for Special Arrangements ranging from a simple extension of the READING time to the availability of amanuensis or even brail depending on their needs.

Please note that our submission of Special Arrangement requests must take place at the same time as the actual registration of the candidates, and must be accompanied by a medical report in support of the claimed special needs.

Special Considerations:

We are ready and willing to stand by your candidates in the event of some major or even minor disruption during their examination, which may have in some way disadvantaged them in their performance.

Our EDS (Exam Day Staff) have been fully trained to submit the necessary information to the CEM, so that he could in turn engage in requesting Special Considerations from the Cambridge awards committee.

Results enquiry:

All candidates of LMS and UMS examinations are entitled to question the validity of their results. This is done via the Cambridge Results Enquiry system, which follows two stages.

Stage (1) is what we call a Clerical Check and it deals with ensuring that there have been no mistakes in the actual transferring of the scores in the various parts of the exam onto the candidate’s main results folder.

Stage (2) deals more with the remarking of papers like the Writing, as well as certain parts of the Reading and the Listening papers that need the intervention of an examiner of a marker.

The deadline for applying for stage (1) is approx. 5 to 6 weeks from the release of results, while for stage (2) is approx. 8 to 9 weeks from the release of results.

Cambridge promises a response to stage (1) enquiry within 5 working days from submission of application and a response to stage (2) within 15 working days from submission. It should be noted, however, that stage (2) application can only be submitted after stage (1) has been concluded.

Costs: If any of the two stages reveals a change of score to the advantage of the candidate, whatever charges made will be refunded. However, in order for the two stages to run the following payments will need to be made in advance.

Stage (1): 30 € for all levels.

Stage (2): 80 € for KET and PET & 120 € for all other levels.

It should be noted that a results enquiry may well turn out to change the overall grades to the disadvantage of the candidate’s overall score.

Name Amendment on Certificates:

Please ask your students to double-check the details on their certificates as soon as they receive them. Any spelling or other mistakes on them can be corrected mistakes for free if we react immediately.

Mistakes spotted at a later time and up to 2 years from the exam may also be corrected, but at a cost of approximately 50 €.

Replacement of Certificates:

If damaged, the certificate can be replaced providing we send the damaged copy to Cambridge and we pay the cost of 70 €.

If lost, the certificate cannot be replaced, but a Certifying Statement can be requested. A Certifying Statement bears all the information a normal certificate does and may be used for all legal uses, but it is not the actual Certificate.

Candidates may apply for a Certifying Statement providing they know the year that they sat the exam and the name of the Centre, through which the examination was taken. A prepaid cost is involved as follows:

• For examination dates of 01/01/1999 or later   60 €.
• As above but Fast Track search   90 €.
• For examination dates of 31/12/1998 or earlier 110 €
• As above but Fast Track search 135 €
• For any extra copy of the Certifying Statement 15 €

Fast Track service bears the promise of dispatch within 7 working days, providing the search criteria allows for finding the candidate in the (approx. 15 million) archived records Cambridge have.

It should be noted that unsuccessful searches would still result in Cambridge retaining the paid fee for the service.

This is certainly an honour!

It is something that will distinguish me from the crowds of competitors in my area or hometown and will give me added value that in turn could become a promotional aspect.

However, blowing a trumpet is not the best way to enjoy the above benefits. We do not need to “tell the world”, but to “allow the world” to compare and to subtly talk about the difference they see at our school.

This is a privilege that we have to enjoy with modesty.

Regulations:

A venue needs to comply with the qualitative and spatial Cambridge regulations, such as the ones listed below.

Expected Standards

• Availability of a lockable room with a lockable cupboard in it, which cannot be accessed by an alternative door or window
• Good, clean environment in which candidates can perform their best
• Well lit and well ventilated exam rooms
• Appropriate heating or cooling systems
• Good, safe area to spend their break time in
• Good acoustics and free from ambient noises
• Appropriate and in good condition furniture (no rocking desks, chairs…)
• Minimal disturbing noises (no cricking doors, floors…)
• Appropriate Reception Desk
• Easy to access toilet facilities
• Well-placed and accurate wall-mounted clock (with fresh batteries)
• Well-placed blackboard or whiteboard to write clearly on.
• Good sound device for the Listening and a spare one (in case of problem)
• Space to accommodate your candidates with a distance of 1,25 m between them in every direction
• A coat hanger or equivalent for the collection of overcoats and bags

My role:

Providing that the reception desk or your office is at a fair distance from the examination room, you may be sat there waiting for all the candidates to finish and be out for their break.

At no time during the exam should you get into the examination room, talk to or disturb the EDS and or the candidates. At no time should you be involved with the candidates’ answer sheets and/or question papers.

You may quietly entertain and look after any parent escorting the candidates.

Can I be the Venue Representative?

A Venue Representative’s job is as follows:

• Liaises with the CEM for all and any issues relating to the PREPARATION of the venue
• Prepares the Venue and hand’s it to the Exam Supervisor
• Ensures that all printing is done and ready for the Supervisor
• Prepares and places the candidate tags on the desks
• Ensures that there are no posters bearing any sort of writing on the walls of the exam room
• Ensures that the Examination Posters are displayed according to regulations
• Ensures availability of the sound system and knowledge of how it works
• Ensures availability of a backup sound system
• Ensures the good standing of the venue in terms of ventilation, light, heating and cooling
• Provides the Supervisor/ invigilator(s) with a means to write on the board(s)
• Opens and closes the venue
• Looks after the Reception Desk

The answer to the question is that if you can do all the above without stepping out of your role as described above, yes you can. However, a secretary would be a better choice.

Venue Rep Guide:

An annually reviewed Venue Rep Guide in the form of a checklist is available for you to download. Please ensure that you study it and follow it meticulously, or let your Venue Rep do so.

Venue Rep Kit:

The venue representative kit is also updated annually and can be downloaded here. In the kit one will find all the items that will assist in the proper running of the exam.

Other Items to print:

The guide and the kit above are generic. However, there are documents that are specific to each exam and they will be sent to you separately by the CEM.

One could attribute many educational benefits to the YLE exams, but this paragraph is to look at their promotional value.

Any school that chooses to put their young learners through a compulsory end of year YLE Cambridge examinations will soon be ripping the benefits of this move, especially as QLS has decided to subsidise the exams by charging a mere 35 € for each candidate (when other Centres charge as much as 65 €).

Just a few of the said benefits are listed below:

1. Replace the ubiquitous and worthless end-of-year “VEVAIOSI” invariably given to students as proof of completion of a level with one of the YLE certificates of Cambridge.
2. Stand out amidst the many competitors in your area by showing that your work is open to external assessment and that you do not show undue leniency in order to keep your students.
3. Let people choose to come to you knowing that your every step is based on syllabi approved by one of the best universities worldwide and not just the completion of a book.
4. Get your students used to exam participation and lead them towards the “serious” Cambridge certificates, thus making a “quality” name for your school.
5. Show magnanimity by telling your clients that you believe so much in this procedure that you are ready to subsidise your students’ fees with an amount up to the maximum of the 65 €, which they should know is the total cost of participation.

Surely, one can add to the list various promotional ideas and marketing concepts that would in the long run increase your student intake, because of this PROMO deal.

Setting up a Venue Booking:

Whatever the exam you choose to participate in, you will first need to engage in SETTING UP a venue Booking. This will tell Cambridge that on a particular date, particular exam will take place at a particular venue.

All you need to do is to fill in and submit the Venue Form at least 8 weeks before the examination date. The form will ask you the following:

·         Exam Level

·         Exam Date

·         Preferable Exam Time (for LMS and YLE only)

·         Venue Name

·         Venue Address

·         Venue Rep Name and contacts

·         EDS Name(s)

·         Approximate number of candidates

·         Number of rooms you intend to use

The information that you submit will automatically reach the CEM, who in turn will proceed with the booking and confirm of date and venue approval.

Registering Candidates:

Once the venue booking is done you will need to submit the Candidate Details for registration. To do this download the template of the upload file, rename it with your School Code, the exam level and the exam date (for instance: BOA FCE 30.05.21) and once you have filled it in, you either upload it here or send it to the CEM by email (br-link@otenet.gr).

Please ensure that all this is done 8 weeks before the examination date.

Reserved Entries:

During the 2020 and 2021 examination sessions Cambridge had allowed limitless numbers of RESERVED Entries per venue. Currently this facility is still standing, but without guaranty for its longevity.

RESERVED Entries are seen as candidates in wait and could be used for your students who are still contemplating participation or not. At any stage up to one week before the exams these RESERVED Entries can be turned into an actual candidate name and allow Late Entry participation without any extra costs.

Late Entries:

Cambridge can accept Late Entries for a hefty surcharge if there are no Reserved Entries. Currently and until December 2021 the late entry charges have been waived and the new, post-CoViD Cambridge policy is still expected.

For more up-to-date information on both the Reserved and the Late Entries, please contact the CEM.

Reserved and Late Entries for CB exams:

Providing the has been a Venue Booking made and there are Computer Stations available, CB candidates can be registered up to 48 hours before the exam, therefore CB exams do not need and do not allow for Reserved Entries to be made. Late entry fees will apply.

Reserved and Late Entries for YLE exams:

At the time of booking of a YLE exam and before the registration of names, the school is asked to give an approximate number of candidates expected at each level. Based on this number, Cambridge will dispatch the examination materials rounding the number up to the nearest five. (i.e. 5, 10, 15 etc.)

The school is allowed for no extra cost and without the need to have a reserved entry to register or withdraw candidates up to 48 hours before the exam.