EXAM PROCEDURE FOR TEACHERS & REGISTRAR (background information)
Seven weeks before the scheduled exam session, teachers must submit an exam request form (original plus one copy) with all the students listed for each grade level to be examined. Students should be put into groups of 4 or 5 (for Grades I through III); groups of 4 students are preferable. The students should be listed in the order they will stand for the exam. The teacher should inform the students that they could be assigned to an exam session anytime during a 4-day period (Thursday through Sunday of the scheduled exam weekend), and that they may have to miss school to take their exam). If a special request is necessary for any student, it must be made on the request form -- for example, students who are taking SATs on Saturday afternoon, or students who attend church on Sunday morning, etc. A single check to cover fees for all students must accompany this request form; if you email or fax your request form, please put your check in the mail the same day.
Once the request forms are received, the National Registrar in Michigan is contacted. Examiners and paperwork are requested and the long organizing process begins. Studio space must be found for each day, and the teachers who have at least 5 hours of exams are usually contacted first. Whenever possible, students are sent to studios that are not too far from their home studio; however, this is not always feasible and students should be prepared to be examined anywhere within the ECC exam area. Please do NOT assume you will have exams at your own studio until the registrar has contacted you to confirm this. The registrar also contacts teachers who have agreed to help with the session, e.g. picking up examiners at the airport or train station, providing lunch, hosting exams, transporting examiners to the next studio or their hotel, etc. Once all the pieces start to fit together, the schedule for each day is arranged.
As soon as possible, the registrar emails the schedule to each presenting teacher with daily times and locations for each group. When changes are requested after this point, it causes problems for everyone because it affects the schedule and people have to be re-contacted. Then the registrar begins filling out all the paperwork, which includes exam charts, marking sheets, request for majors certificates and teacher certificates, mailing envelopes for each presenting teacher, and of course the certificates and cards that go to each student. As you can imagine, this is a very time consuming process, and teachers are asked to be as cooperative as possible in order to keep everything running smoothly. Our larger sessions this year involved up to 154 students. Last minute changes are particularly difficult, because they involve all the paperwork that has already been completed.
Because the examiners come from all over the country, their schedules must be coordinated to minimize time spent transporting them to and from the airport. This whole process is expensive, involving airfares, hotels, and reimbursement for the examiners' time and expenses. It helps to know everything that is involved in this process to understand why deadlines must be met.
Teachers, remember that when you present candidates you should be the primary teacher of those candidates. You are taking responsibility for the outcome of the exam by putting your name down as the sponsoring teacher. Make sure your students look presentable, and remember that you are responsible for providing someone (who does not normally work with the students) to play for the exams.
Thank you for your cooperation! -- Leslie & Jennifer
For the current year's exam dates, deadlines, fees and forms, see next page and attachments at bottom of that page.