This document sets out Kind Learning Academy’s (KLA) plan to safeguard the interests of learners, and ensure they receive continuity in their programme of learning, should any problems arise.

This plan examines potential risks and issues which could cause disruption to the learning and exam process at Kind Learning Academy (KLA). By outlining actions/procedures to be invoked in case of disruption, it is intended to mitigate the impact these disruptions have on our learning and exam process.

Alongside internal processes, this plan is informed by the ‘Ofqual Exam system contingency plan: England, Wales and Northern Ireland, which provides guidance in the publication ‘What schools and colleges and other centres should do if exams or other assessments are seriously disrupted’.

  1. Contingency Planning
  2. Bomb Threats
  3. Academic Manager Absence at key points
  4. Exams Officer (Academic Manager) Absence at key points
  5. Teaching staff extended Absence at key points
  6. Invigilators – Lack of appropriately trained Invigilators or Invigilator Absence
  7. Exam rooms – Lack of appropriate Rooms or main Venues unavailable at short notice
  8. Failure of IT Systems
  9. Cyber Security – Cyber Attack on Centre Systems
  10. Disruption of Teaching Time – Centre closed for an extended period
  11. In the event of an Exam Disruption
  12. Centre unable to open as normal during the Exams period
  13. Candidates unable to take Examinations because of a crisis – Centre remains Open
  14. Disruption in the distribution of Examination papers
  15. Disruption to the Transportation of completed Examination scripts
  16. Assessment evidence is not available to be marked
  17. Centre unable to distribute results as normal
  19. After the Examination

1. Contingency Planning

1.1. Kind Learning Academy has in place a written examination contingency plan which covers all aspects of learning and examination administration. This allows Kind Learning Academy to act immediately in the event of an emergency or staff absence. The contingency plan reinforces procedures in the event of the centre being unavailable for learning and examinations, owing to an unforeseen emergency.

1.2. The Quality Manager is responsible for ensuring full compliance with an up to date, written Contingency Plan, and has made sure staff are aware of the Contingency Plan.

1.3. Recommendations from the following guidance has been considered:

  • Emergency planning and response from the Department for Education in England
  • Procedures for handling bomb threats from the National Counter Terrorism Security Office.

1.4. In the absence of any instruction from the relevant awarding organisation, Kind Learning Academy will make sure that any exam or timetabled assessment takes place if it is possible to hold it. This may mean relocating to alternative premises.

2. Bomb Threats

2.1. The Quality Manager will ensure emergency response procedures are known and followed, in case of a bomb threat.

2.2. A bomb threat can come in many forms:

  • A phone call, email or anonymous tip;
  • A suspicious package spotted by a member of the public;
  • A verbal warning during an event.

2.3. Whether or not there is a device present, a bomb threat triggers panic, confusion, and potential harm. In crowded venues, this can escalate quickly if staff are unprepared.

Immediate Steps to take during a Bomb Threat

2.4. According to the UK’s National Counter Terrorism Security Office (NaCTSO), venues should follow these key principles when a threat is received or suspected:

Remain Calm

2.5. Panicked reactions can cause more harm than good. Your team’s calm, controlled response is critical.

Record the Details

2.6. If the threat comes via phone or message, make a note of the:

  • Exact wording;
  • Caller ID or email address;
  • Background noise or accent;
  • Time received.

Report to Police

2.7. Dial 999 immediately. Inform police of the threat, your location, and any details received.

Decide on Evacuation

2.8. Use the HOT protocol to assess suspicious items:

  • Hidden?
  • Obvious signs it’s a bomb (wires, ticking)?
  • Typical of the area?

2.9. If in doubt, evacuate.

Evacuate or inevacuate safely

2.10. Avoid public announcements that may cause panic. Use pre-planned procedures and clear, calm instructions.

3. Academic Manager Absence at key points

3.1. The Quality Manager will deputise as Academic Manager, in the event of the Academic Manager being absent.

4. Exams Officer (Academic Manager) Absence at key points

4.1. The Quality Manager will deputise as Exams Officer, in the event of the Academic Manager being absent.

4.2. In a period of extended absence, the Deputy Exams Officer will take responsibility for carrying out the duties of the Exams Officer, and work in consultation with the Quality Manager.

4.3. Procedure manuals are available which cover all exam processes, and regular training is undertaken by the Exams Team to keep abreast of procedural changes. Additional advice and guidance may be sought from awarding body contacts as necessary.

5. Teaching staff extended Absence at key points

5.1. In the event of a period of extended absence of a member of the teaching staff, the Academic Manager will arrange teaching cover. Any new staff providing cover will be briefed as part of their induction process, on arrangements for assessment and examinations. Their practice in terms of assessments will be monitored by the Academic Manager.

6. Invigilators – Lack of appropriately trained Invigilators or Invigilator Absence

6.1. New invigilators will be provided with mandatory training following appointment and prior to allocation of any invigilation sessions. Their first appointment will always be as Assistant to experienced members of the invigilation team.

6.2. New invigilators will only be allowed to work independently, once they and the Exams Manager are happy that they are competent in all processes and procedures. Annual training sessions will be held in order to refresh knowledge, communicate regulation changes and update local information.

6.3. Kind Learning Academy currently has access to a retained pool of invigilators to cover any staff absence.

7. Exam rooms – Lack of appropriate Rooms or main Venues unavailable at short notice

7.1. Kind Learning Academy has sufficient space to accommodate most unforeseen issues affecting rooms. The majority of exams are accommodated within existing large spaces. Where the larger exam spaces are insufficient or unavailable for the cohorts sitting examinations, the Exams team will make arrangements to utilise an alternative site in close proximity to the main venue.

7.2. In the event that centre accommodation is unavailable, unsuitable or insufficient, local resources such as the local community centres and ULan conference spaces may be used as further alternative options.

8. Failure of IT Systems

8.1. Kind Learning Academy endeavours to minimise any IT disruption via resilient design and preventative maintenance.

8.2. Where such failure impacts on scheduled exams, steps will be taken to reschedule exams where possible. If not, options to sit these exams ‘offline’ or at another venue or local provider will be investigated in co-ordination with the awarding body.

8.3. Cloud based storage of key documents should ensure that Records supporting the delivery of paper-based exams may be accessed without reliance on on-site centre infrastructure.

9. Cyber Security – Cyber Attacks on Centre Systems

Detection and Reporting

9.1. Any staff or learner who identifies a potential cyber-attack, must immediately report it to the Quality Manager. The Quality Manager will assess the nature and scope of the incident, referring to specialist support as necessary.

Containment

9.2. Specialist Services will take immediate steps to contain the attack and prevent further damage. This may include disconnecting affected systems from the Network.

9.3. The Quality Manager will inform the Board of Directors of the incident.

Eradication

9.4. Specialist Services will work to eliminate the cause of the attack, such as removing malware from infected systems, and then ensure all affected systems are thoroughly cleaned and secure.

Recovery

9.5

  • Restore Systems: Begin the process of restoring systems and data from backups. Ensure systems are fully operational and secure before bringing them back online.
  • Verification: Verify that all systems are functioning normally and that no traces of the attack remain.

Communication

9.6.

  • Internal Communication: All staff and students will be informed about the status of the incident, and any actions they need to take.
  • External Communication: Relevant external parties including awarding bodies and local law enforcement, will be notified as appropriate.

Post-Incident Review

9.7.

  • Incident Report: Specialist Services will compile a detailed report of the incident- including how it was detected, the response actions taken, and the impact on Kind Learning Academy.
  • Review Meeting: the Academic Board and Quality Manager will convene a meeting to review the Incident Report, and evaluate the effectiveness of the response. A report will be sent to the Board of Directors.
  • Policy Update: the Quality Manager will update this policy and the Incident Management Plan based on lessons learned from the incident.

Preventative Measures

9.8.

  • Regular Backups: Kind Learning Academy will ensure all critical data is backed up regularly, and that backups are stored securely offline.
  • Cybersecurity Training: Kind Learning Academy will provide regular cybersecurity training for all staff and learners.
  • System Updates: Kind Learning Academy will keep all software and systems up to date with the latest security patches.
  • Regular Review of Cyber Defences and Cyber Security: Kind Learning Academy will review technological cyber-defences at date of solution renewal, and seek specialist assurance and recommendations on centre cyber security strategy.

10. Disruption of Teaching Time – Centre closed for an extended period

10.1. All teaching and support staff are equipped to work effectively from home.

10.2. In the event of the centre not being able to open as normal, teaching will continue online following the normal timetable. If necessary, alternative options would be explored such as moving essential provision to an alternative external location (such as local community centres or ULan). In such instances, details will be communicated to students and staff via the Kind Learning Academy website, TutorCruncher, text messaging facilities and Microsoft Teams.

11. In the event of an Exam Disruption

11.1. The Exams Officer will contact the relevant awarding organisation, and follow the instructions provided.

11.2. The Exams Officer will take advice, or follow instructions, from relevant local or national agencies in deciding whether the centre is able to open.

11.3. Where accommodation is limited, Kind Learning Academy will prioritise students whose progression might be severely delayed if they do not take their exam or assessment when planned.

12. Centre unable to open as normal during the Exams period

12.1. In the event of the centre not being able to open as normal, appropriate communication with the relevant Awarding Bodies will be undertaken by the Quality Manager. Alternative options will be explored such as moving exams to an external location, for example local community centres or ULan etc.

12.2. The Exams Officer will identify whether the exam or timetabled assessment can be sat at an alternative venue, in agreement with the relevant awarding organisation, ensuring the secure transportation of questions papers or assessment materials to the alternative venue.

12.3. In the event of an evacuation during an examination please refer to the Centre emergency evacuation procedure.

12.4. All arrangements will be agreed with the Awarding Body before being put in place. In such instances, details will be communicated to learners via the Kind Learning Academy website, TutorCruncher, text messaging facilities and Microsoft Teams. Staff involved in exams (including invigilators), will be contacted by email and telephone.

13. Candidates unable to take Examinations because of a crisis – Centre remains Open

13.1. The Kind Learning Academy response is dependent on the type of issue in question.

13.2. All candidates are made aware, prior to the start of an exam series, of the need to inform the Academic Manager if they are unable to attend an exam.

13.3. If a candidate is able to sit the exam but cannot attend the centre due to a crisis, alternative options may be explored by the Academic Manager with the Awarding Body- home, hospital, alternative centre, etc.

13.4. Special Consideration applications will be submitted to the relevant Awarding Bodies should the candidate(s) be unable to attend due to unforeseen circumstances where alternative arrangements cannot be made, or are not agreed by the Awarding Body, and where the candidate(s) meet the published criteria for such applications.

14. Disruption in the distribution of Examination papers

14.1. The Academic Manager will communicate with awarding organisations to make alternative arrangements for the delivery of examination papers, which may include the use of print facilities at the centre, to produce papers from electronic documents supplied by the awarding organisation.

15. Disruption to the Transportation of completed Examination scripts

15.1. All scripts are returned using the designated dispatch methods prescribed by the Awarding Body concerned. Where this becomes unavailable or inappropriate, the Awarding Body will be contacted to discuss suitable alternatives.

16. Assessment evidence is not available to be marked

16.1 In the event of large-scale damage or destruction of completed examination scripts/assessment evidence before they can be marked, the Exams Officer will notify the awarding body immediately and take action in accordance with their instructions.

17. Centre unable to distribute results as normal

17.1 In the event of an IT failure impacting on the downloading of results, Kind Learning Academy has access to other local internet options if required.

17.2. If publication electronically is not viable, hard copy results will be produced by utilising local printing facilities for collection and/or posting to candidates.

17.3. Any last minute changes to the distribution of results will be communicated to candidates via the Kind Learning Academy website, TutorCruncher, text messaging facilities and Microsoft Teams.

18. After the Exam

18.1. If any students miss an exam or are disadvantaged by the disruption, Kind Learning Academy may ask the awarding organisation about applying for special consideration. Decisions about special consideration, when it is or is not appropriate, is for each awarding organisation to make. Their decisions might be different for different qualifications and for different subjects.

18.2. If appropriate, students will be advised of the opportunities to take their exam or assessment at a later date.

18.3. Kind Learning Academy will ensure that exam scripts are stored under secure conditions.

18.4. Kind Learning Academy will return scripts to awarding organisations in line with their instructions.