FULL INSTRUCTIONS FOR STEWARDS

PRACTICAL EXAMS AT CENTRES

FULL INSTRUCTIONS FOR STEWARDS
A responsible adult (aged 18 or above) must be in attendance throughout the exams to act as steward,
and their duties are listed below. If you are intending to ask others to steward during the exam period
please make sure they are fully briefed and a copy of these instructions is held at the centre. It is
essential that those taking on this important role are aware of their responsibilities and of the guidance
we give.
Please contact us (see final page) if you would like any more copies of these instructions or you require
further guidance about the stewards role.

STEWARDING DUTIES
The Stewards Role
Your main responsibilities are to:

Treat candidates sensitively and sympathetically at all times to ensure they have every chance to
do their best in their exam.
Supervise arrangements in the waiting room, oversee the timetable and show each candidate
into their exam.
Support the examiner by ensuring the smooth running of all arrangements at the centre.

If you are ever unsure about how to deal with a difficult situation the general rule must be to treat the
candidate as the most important person involved. You should always put the candidates interests
and feelings first.
Welcoming
Candidates

Your most important task is to make candidates feel welcome and relaxed. Some
candidates will be nervous, others will respond to the calm and friendly atmosphere
you create and will perform with more confidence because of this. Whatever the
eventual outcome of an exam, the aim is for every candidate to feel the experience has
been a positive one.

Attendance

Please arrive at the centre at least 30 minutes before the exams are due to start and
remain until the last candidate has left the centre. Before leaving, make final contact
with the examiner to check that everything is in order.

Stewards
Badge

You should always wear an official stewards badge (available to order from ABRSM).
This enables candidates and their escorts to identify you as the official representative
of ABRSM.

Agreeing
Arrangements
with the
Examiner

It is important to consult with the examiner at the start of the day to agree
arrangements for showing candidates into the exam and ensuring the exams run to
time. This will vary depending on the examiner and the layout of the centre. Most
examiners will ask you to have the next candidate waiting outside the exam room as
the previous exam finishes.
Please consult with the examiner to confirm when they would like to take their break.
Candidates and escorts should be kept fully informed of any slight delays to the
timetable - a little flexibility is normal and is understood if they are kept informed.

FULL INSTRUCTIONS FOR STEWARDS

Mobile
Phones

Please remind teachers, candidates and their escorts to turn off mobile phones while
they are at the exam centre.

Candidate
Lists

A candidate list, showing candidates names and exam details, is provided for the
steward the examiner has a separate copy. You may find it helpful to compare your
candidate list with the examiners at the start of each day so that any discrepancies can
be spotted and resolved.
On arrival, candidates should be shown into the waiting room. If a candidate arrives
whose name is not on the candidate list, consult with the examiner and arrange for the
candidate to be examined if there is time available. As always, it is important that you
do and say nothing to upset the candidate.

Order of
Candidates

Teachers may rearrange the order of their own candidates within their given block of
time and we ask them to provide the steward with a revised list. Full details of exam
times for each subject and grade are given on page 5 of the Examination Information
and Regulations booklet.

Warming Up

A warm-up room is highly valued by candidates, but providing one is not always
possible. If a warm-up room is not available we ask you to offer reassurance and
constructive advice as follows:

Introducing
Candidates to
the examiner

Reassure the candidate that the examiner is aware that there is no warm-up
room.
Suggest ways of warming up silently in the waiting room, including moving
fingers to loosen them and blowing through wind instruments.
Let pianists know that they may try the piano at the start of the exam.
Remind instrumentalists that they can warm up their instrument briefly whilst
tuning to the piano.
Confirm that candidates may do the exam in any order. Some candidates may
prefer to begin with the scales instrumentalists should let the steward know
so that the accompanist can be called in for the pieces.
You may find it useful to refer them to the My Turn Next leaflet.
Water should be available for any candidates who ask for it.

When the candidates exam time arrives they should be introduced by name to the
examiner. It is your responsibility to ensure there is no confusion over which
candidate is being heard and the examiners responsibility to establish which subject
and grade they are taking.
When more than one examiner is present tell candidates this before they enter the
exam room, but inform them that only one examiner will be assessing them.

Absentees

Tell the examiner if a candidate is absent. Ask Applicants to notify ABRSM directly of
any withdrawals.

Time-keeping

If the timetable is running early you may ask candidates if they would like to go in
ahead of time, but be clear that the choice is theirs. It is essential they do not feel
obliged to go in early and that they are not taken into the exam room before they are
ready.

FULL INSTRUCTIONS FOR STEWARDS

It is also important that candidates who arrive late do not disrupt the timetable. It may
be advisable to show in the following candidates and reassure the late arrival that they
will be heard when there is a gap. However, you should not criticise the late candidate
who may have been delayed for reasons beyond their control and may already be
distressed.
Tea Breaks

We ask you to provide refreshments for the examiners morning and afternoon tea
breaks (tea, coffee, biscuits). These should normally be taken to the examiner during
the official tea breaks or, if necessary, between exams but not while an exam is in
progress.
Generally, a 10-minute tea break is included in the morning and afternoon timetables,
although there may be no breaks if the examiner is working a short day.

Diplomacy
and Discretion

You are in a privileged position, party to what happens inside and outside the exam
room and may overhear comments made at a sensitive time by anyone present at the
centre. Any concerns should be referred to the HLR or ABRSM. Diplomacy and
discretion are vital at all times.

Escorts and
Interpreters

Welcome escorts and aim to put them at ease so they can support their candidate
effectively. If space is limited you may need to allow only one escort per candidate in
the waiting room, explaining politely the reasons for this.
Only the candidate, examiner and accompanist are normally allowed in the exam
room. Teachers with very young candidates may, with the examiners permission,
settle them in before the exam starts. A candidate whose first language is not English is
allowed to bring an independent person in to the exam to act as an interpreter and
remain throughout the exam.
Some anxious parents or teachers may wish to listen to the candidates performances
and not realise why this is not allowed. Please inform them politely that the exam is a
private assessment rather than a public performance and that no-one is allowed to
listen outside the exam room, either to the performances or the confidential tests. Only
the steward and the next candidate and their accompanist are permitted to wait at the
exam room door.

Help tuning
Instruments

The teacher or accompanist may tune the candidates instrument for Grades 1 to 5.

Accompanists

Accompanists should only be in the exam room while accompanying. For Grade 8
exams they are allowed to bring along their own page-turner.

Page-turning

Candidates are required to make their own page-turns. In certain circumstances

permission is given for a candidate to bring a page-turner. We confirm this by letter,
which the candidate is asked to bring with them to their exam.
If a candidate brings a page-turner with no permission letter, your priority is to avoid
causing any distress or upset. Inform the examiner who will probably allow the pageturner to be present. The examiner will know to follow this up with ABRSM.

FULL INSTRUCTIONS FOR STEWARDS

Complaints

If someone wishes to make a formal complaint please ask them to contact ABRSM
directly or refer them to the complaints procedure in the Information and Regulations
booklet (regulation 18).

Special
Consideration

If a candidates exam performance has been affected by circumstances beyond their

control (e.g. broken instrument, candidate feeling unwell, personal circumstances),
please consult with the examiner to make them aware and also notify ABRSM yourself
straight away. Refer the escort/candidate to our Special Consideration policy in the
Information and Regulations booklet (regulation 16).

Child
Protection

The following Code of Practice forms part of ABRSMs Child Protection Policy. All
stewards are required to be aware of the Code of Practice and to follow it. Full copies
can be requested from ABRSM or can be downloaded from www.abrsm.org.

Code of
Practice

Access for
Candidates
with Specific
Needs

The examination process should be as open as possible, and it is important that

no more time should be spent alone with children than is necessary to conduct
the examination
It is important not to have physical contact with children and this should be
avoided
It is not good practice to take children alone in a car on journeys, however
short
Do not make suggestive or inappropriate remarks to or about a child, even in
fun, as this could be misinterpreted
It is important not to deter children from making a disclosure of abuse
through fear of not being believed, and to listen to what they have to say.
Guidance on handling a disclosure is set out in Appendix C of the Child
Protection Policy. If this gives rise to a child protection concern it is important
to follow ABRSMs procedure for reporting such concerns, and not to attempt
to investigate the concern yourself
Remember that those who abuse children can be of any age (even other
children), gender, ethnic background or class, and it is important not to allow
any personal preconceptions about people to prevent appropriate action
taking place
Good practice includes valuing and respecting children as individuals and the
adult modelling of appropriate conduct which will always exclude bullying,
shouting, racism, sectarianism or sexism.

ABRSM wishes to make exams accessible to candidates with particular needs. Special
arrangements exist for candidates with learning difficulties, sensory impairments or
physical access needs. These provisions concern the administration of the exam only,
and there is no adjustment to the standards applied by the examiner when awarding
marks.
The applicant requests these arrangements at the time of entry, either by detailing the
relevant code in the Specific Needs box on the entry form or by giving specific details
in writing. We then put in place the necessary arrangements, which may include:

Allowing extra time

Supplying special tests to the examiner
Giving special guidance to the examiner
Allowing a third party to be present
Allowing candidates to use a scale book or some other aide

FULL INSTRUCTIONS FOR STEWARDS

For practical exams, candidates with particular needs are indicated on the stewards
and examiners candidate list with a code letter to the left of the candidates name. In
all cases detailed guidance together with any special tests are issued to the examiner,
and not to the steward.
It is essential that stewards are sensitive towards candidates with particular needs, and
that nothing is said or done to make them feel singled out in any way. The following
table lists the extra time and special tests required for each code:
Code

Indicates

Used by

Extra Time Allowance

Braille memory test in place of

sight-reading

Blind or partially sighted

candidates

Aural repetition test in place of

sight-reading
Large notation sight-reading test
or quick study
Large notation memory test in
place of sight-reading
Modified staff notation sightreading test or quick study
Modified staff notation memory
test in place of sight-reading or
quick study
Alternative aural tests

Blind or partially sighted

candidates
Blind or partially sighted
candidates
Blind or partially sighted
candidates
Blind or partially sighted
candidates
Blind or partially sighted
candidates

Grades 1-3
Grades 4-5
Grades 6-7
Grade 8
5 mins

L
M
P
T

S
D
N
C
W

Special arrangements but no

special tests
Special arrangements plus large
notation sight-reading test
Special arrangements but no
special tests
Disabled access requested

Special non-standard
arrangements have been made

Deaf or hearing impaired

candidates
Dyslexic candidates
Dyslexic candidates
Candidates with autistic
spectrum disorders
Wheelchair users and
candidates with limited
mobility
Those not catered for by
the above codes

5 mins
10 mins
15 mins
20 mins

5 mins including 2 mins

extra for sight-reading
As for Braille
5 mins including 2 mins
extra for sight-reading
As for Braille

5 mins
5 mins including 3 mins
extra for sight-reading
5 mins including 2 mins
extra for sight-reading
5 mins general extra time
5 mins general extra time

Variable see candidate

list.

If we are notified that a candidate uses a wheelchair or has difficulty walking, we will
contact you prior to the exam to check whether there are likely to be problems with
access. If the centre proves to be unsuitable they will be transferred elsewhere. You
will be informed well in advance of the exams if any special arrangements need to be
made.

Guiding
Visually
Impaired
Candidates
5

Very few blind people have no sight at all, and all will be aware of light, whatever
their level of vision. Here is some advice on meeting, guiding and seating visually
impaired candidates:

FULL INSTRUCTIONS FOR STEWARDS

Meeting

Introduce yourself
Dont talk through a third person
Be clear about where you are going and what is going to happen next.

Guiding

Always ask if candidates would like to be guided

If yes he/she will lightly hold your arm at the elbow, with your arm relaxed
at your side
If you are going through a narrow gap, put your arm behind your back and
warn the candidate you are guiding that you are going through a narrow gap
Warn about steps/obstructions, and say when you are approaching the first
and last step.

Seating

Deaf and
Hearing
Impaired
Candidates

Here are some points to remember when talking to a deaf candidate:

Candidates
with Learning
Difficulties

To seat a blind person, put your hand on the back of the chair. The candidate
can then trail his/her hand down our arm and find the chair. He/she should
then be able to seat themselves.

Make sure you have their attention and they are looking at you.
Make sure that background noise is at a minimum.
Look directly at the candidate and do not turn away whilst talking. Ideally be
between 3 and 6 feet apart.
Make sure that sufficient light is on your face.
Make sure that your face or mouth is not hidden behind your hands.
Keep the normal rhythm of speech, but slow down slightly.
Do NOT shout. If a sentence is not heard then try to rephrase it, or as a last
measure write it down.
Do not say: 'It doesn't matter' as this is extremely frustrating.
Use facial expression, body language and gestures where appropriate.
Always be patient and friendly, take time to communicate.

Candidates will have a range of different needs and behaviours, and sometimes this
may not be obvious. Here are some common difficulties experienced by candidates
you may come across:
Dyslexic and dyspraxic candidates may often have trouble with sight-reading and
short-term memory. There will usually be no outward signals of these types of
learning difficulty, but sometimes candidates may be shy, clumsy, and/or afraid of
seeming 'stupid'.
Autism and Asperger syndrome candidates on the autistic spectrum will have a huge
range of different needs and will all be very different. Some of the common difficulties
experienced by these candidates may be with communication, routine and meeting
unfamiliar people.
Candidates may want to familiarise themselves with the room before or at the
beginning of their exam. They may also find it extremely difficult to come to a strange
place, and to meet unfamiliar people. It is very important that stewards appear calm
and unfazed by anything unusual that may occur.

FULL INSTRUCTIONS FOR STEWARDS

CONTACT US
If you require further guidance about your role as steward please consult your HLR. For centres
without an HLR please contact ABRSM direct - the relevant telephone number is given on your
candidate list.
We offer support throughout the exam process and are pleased to help with any enquiry. Our offices are
open on weekdays from 08:00 to 17:30. During the exam period we are open on Saturdays from 08:30 to
17:30 and on Sundays from 12:30 to 17:30.
Email londonandnorthern@abrsm.ac.uk or call us on 0207 467 8261.
Email midsandsouth@abrsm.ac.uk or call us on 020 7467 8211.
Email ireland@abrsm.ac.uk or call us on 0207 467 8296
UK & IRELAND OPERATIONS
Tel: 020 7636 5400

Revised Feb 2009