Programmes & Qualifications

Cambridge Exams Officers’ Guide

Phase 4 – Before the exams

This phase is about getting everything in place so that you are ready for the start of the exams. This includes storing your question papers securely, preparing the exam room and training invigilators.

On this page you can find information about:

Forecast grades
Pre-exam despatches
Additional exams material
Damaged, open or missing paper packets
Storing confidential materials
Preparing the exam room
Training invigilators
Managing science practical exams

Forecast grades

We ask you to submit forecast grades for all of your candidates. A forecast grade is the grade the teacher expects each candidate to achieve for each syllabus they are entered for. We use forecast grades:

to inform decisions about syllabus grade thresholds
to help make a post-exam adjustment to a candidate's mark if you need to apply for special consideration to make allowances for some adverse circumstances, for example illness, bereavement or temporary injury
to carry out checks before we release results

If you do not submit forecast grades you will disadvantage your candidates. We cannot apply the above quality assurance processes without them.

Submit your forecast grades by the following deadlines:

June series: 30 April
November series: 31 October

Submit your forecast grades using one of the following methods:

CIE Direct
A2C Migration Application (only available to UK centres)
Forecast grade forms (F1): We send these to you in hard-copy in your Cambridge pre-exam despatch. Complete and send them back to us using the envelope provided. If you need an additional copy of the form you can download Supplementary Forecast Grade Sheet (F1) - Before the exams – Form 1 (PDF, 1MB).

See Part 4 of the relevant Cambridge Handbook for more information.

VIDEO: Our video explains how to submit forecast grades.

Pre-exam despatches

We will send you a number of pre-exam despatches so that you have all the materials you need to administer our exams. They are:

Cambridge early question paper despatch: Question papers and exam materials for specific components, such as practical, project or speaking components where materials are needed before the main timetable period.
Cambridge entries confirmation despatch: Documents confirming the details of your entries.
Cambridge pre-exam despatch: Exam stationery, key administrative documents, despatch labels and envelopes. This despatch also includes a guide explaining what you need to do with each item. Download the relevant pre-exam despatch guide below.
Cambridge pre-exam despatch guide - June 2019 (International) (PDF, 1MB)
Cambridge pre-exam despatch guide - June 2019 (UK) (PDF, 1MB)
Cambridge pre-exam despatch guide - June 2019 (Cambridge Associate Schools) (PDF, 1MB)
Cambridge pre-exam despatch guide - June 2019 (Pre-U) (PDF, 1MB)
Cambridge bar-coded labels despatch: Bar-coded labels for timetabled exams to identify the contents of each script packet you send back
Cambridge question paper despatch: Confidential question papers and supporting materials.

For guidance on handling confidential materials, download our poster from the Administrative forms and guidance documents page, under ‘Before the exams’.

Please do not worry if you do not receive materials for any late or amended entries in the main despatches; they will arrive at a later date. You can find out more about your pre-exam despatches in the Cambridge Handbook, including what to do if a despatch does not arrive or if you are missing any items.

Additional exams material

Use the Additional exams material lists below to find which additional exam materials are needed. The list is updated ahead of each exams series and provides the following information:

The additional materials candidates need in each exam
The exam materials we provide
Whether candidates should answer directly on the answer paper, on multiple-choice answer sheets or on an answer booklet provided as an insert in the question paper.

Documents being updated and will appear here shortly.

Download the relevant version of the Additional exams material list below. Use the bookmarks in the document to search by Qualification, Syllabus and Component.

Additional Materials List November 2019 - International
(PDF, 940KB)

Additional Material List November 2019 - UK (PDF, 497KB)

Damaged, open or missing paper packets

When your question paper despatch arrives check that you have all the materials listed on the despatch note. If any of your question paper packets are damaged, open or missing you must let us know straight away. To do this complete and return the relevant form below:

Missing question paper packet - Before the exams - Form 2 (PDF, 605KB)

Damaged or opened question paper packet - Before the exams - Form 3 (PDF, 669KB)

Storing confidential materials

Before the exams start we will send you question papers and other confidential materials. You must keep them stored unopened, in a secure place at all times. See Part 4 of the Cambridge Handbook for detailed guidance

You can also view our video below.

VIDEO: The security of confidential materials is vitally important. View our video on how to receive, check and store confidential materials.Video transcript

Preparing the exam room

To give all candidates the same experience each room needs to be set up in exactly the same way.

Desks 1.25m apart in all directions
No helpful display material visible
A clock that all candidates can see
Appropriate heating, lighting and ventilation
Noise levels outside the exam room at a minimum
Display the centre number, start and finish time so all candidates can see them
Display the Notice to Candidates and Candidate warning poster both inside and outside the exam room. We send these in your pre-exam despatch. You can download additional copies here.

For more information see Part 4 of the Cambridge Handbook.

Training invigilators

You are responsible for conducting a training session with your invigilators before the exam, even if they are experienced.

You need to make sure that they:

Recognise key terms used in exams
Understand what is expected of them
Know the regulations for conducting our exams
Feel confident and supported so they can invigilate all your exams effectively.

See the links below for our presentation, accompanied by step by step training notes to help you run this training session. The training is interactive and includes information for less experienced invigilators. You can adapt the training to your invigilators based on their experience. You can download the presentation and notes below. Please choose the International or UK versions depending on your centre's location.

Invigilating Cambridge Exams
(PPTX, 2MB) Invigilating Cambridge Exams, UK, training notes
(PDF, 162KB) Invigilating Cambridge Exams, International
(PPT, 3MB) Invigilating Cambridge Exams, International - training notes (PDF, 158KB)

Managing science practical exams

We have created some guidance for exams officers, teachers, and supervisors in centres that offer Cambridge International science qualifications that include a practical component. The document below offers advice on how to use and store confidential instructions, chemicals and materials, and ways in which to manage the number of candidates in practical exams.

Managing science practical exams (PDF, 71KB)

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Cambridge Exams Officers' Guide

Programmes & Qualifications

Phase 4 – Before the exams

Forecast grades

Pre-exam despatches

Additional exams material

Damaged, open or missing paper packets

Storing confidential materials

Preparing the exam room

Training invigilators

Managing science practical exams