Hosting exams

WIDA teachers can apply to host grade or teachers' exams by submitting the following web form: https://docs.google.com/forms/d/e/1FAIpQLSc_1vQzBJYvTHC2bT0pEOVNSgiCHQqVljEA5mFwJMDu9fVI8g/viewform?fbzx=5731267372629508300&pli=1

The form contains guidance and should be filled out in its entirety - with best guess estimates for numbers of each exam to be entered and anticipated costs. Applications should be submitted by 30th September each year for exam sessions to be held in the first six months of the following year or by 30th November each year for exam sessions to be held in the second six months of the following year. The WIDA Examinations and Continuing Education Committee reviews each application on its own merits and will issue a decision by email to the organiser. WIDA can request proposed date changes where dates may cause issues with examiner availability or getting candidate engagement due to event clashes in the same region.

WIDA is responsible for the costs of hosting exam sessions as well as any profit or loss from the session. Exam organisers should keep receipts for legitimate hosting expenses and submit them with an expenses form for reimbursement.

Grade 1-7 exams require one examiner. Grades 8-11, TCRG & TMRF exams require a panel of 3 examiners.

Things to consider for hosting exams:

  1. Remote grade exam session will require a minimum of 20 grades 1-7 to run. Exceptions will only be considered in regions key to WIDA's strategic development. With remote sessions, candidates will all be at the exam centre to ensure the same exam experience worldwide, hosted by local WIDA teachers, and examiners will dial in remotely.

  2. Live grade exam sessions will require a minimum of 40 grades 1-7 to run.

  3. For Grade 8-11, TCRG & TMRF Exams, live sessions require 25 parts per panel per day. Remote sessions need a minimum of 10 parts to run. These are usually hosted by WIDA and we hold one in Western Europe (mainland) and one rotated between England, Scotland & Ireland. Additional TCRG/TMRF sessions will only be considered in the case that a host can guarantee 25 parts (in the case of fewer TC/TM/G8-11 parts being entered than 25, the host must cover the difference financially). In this case, hosts should submit their financial appraisals via the Financial Appraisals Google form.

  4. The venue should have suitable flooring and facilities (toilets, facilities to make eg hot drinks, WiFi for sessions using remote examiners, plug sockets for laptops/music devices, separate rooms for written exams).

  5. For larger teachers’ exams sessions, WIDA will appoint a paid invigilator due to the additional administrative burden. Smaller exam sessions will be run by the organiser. Helpers should be DBS vetted.

  6. WIDA will support you with compiling candidate lists and timetabling. WIDA will also provide hosts with access to resources, examiner sheets and exam papers (unique to each event).

  7. Organisers should ensure examiner hospitality is provided - including arranging accommodation and travel arrangements (including airport/station pick-ups/drop-offs), meals, snacks and soft drinks. Reasonable costs will be reimbursed on providing receipts.

  8. All examiners are assigned by WIDA. Where possible, examiners will be from out of region.

If you have any questions, please contact the WIDA Examinations & Continuing Education Committee.

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