This organisational strategic object speaks to “delivering an enhanced stakeholder experience through investment in the right people, consistent use of technology and adherence to quality standards.”

The following are the outcomes from this objective achieved by the various divisions:

Examinations Administration and Security
The monthly meetings with Local Registrars were maintained to support improved stakeholder engagement. While virtual meeting technology was mostly used, there was, one meeting held at CXC’s Headquarters in October. Unfortunately, some of the territories that were badly affected by hurricanes Irma and Maria were unable to attend. This meeting finalized some of the new operation procedures for working with the Local Registrars.

To improve the pool of markers for future marking exercises, e-Marking training sessions were carried out in Guyana between 31 October and 5 November and similarly in Trinidad and Tobago between 6 and 11 November 2017. The sessions were facilitated by EAS staff and were well attended. Examining Committee members were also engaged in training sessions designed, not only to build capacity on the marking tool, but also to enhance their preparation of examinations and marking instructions for electronic delivery.

Archive and Records Management Unit (ARMU)
The records of the Caribbean Examinations Council (CXC®) are an important resource that support the business activities and decision-making processes. Records provide proof of business actions and contain evidence to protect the integrity of CXC®’s business operations.

The Archives and Records Management Unit (ARMU) focuses on the management of information in the physical or electronic forms of records. From the time records are received and/or created, these valuable resources are processed, used, and placed in storage and retrieval systems until eliminated or permanently archived. The Unit uses a structured approach to records creation, retention and disposition and facilitates access to active (live) information and references resources.

The newly established Information Management Governance Committee held its first meeting in May where the AR (Records) made a presentation on the review of the electronic records management software currently used. AR (Records) alerted this focus group of the Unit’s need for a replacement that addresses the new strategic requirements in records and information management at CXC®.

The Unit continues its transitioning into more advanced electronic solutions that allow internal stakeholders to search and retrieve records in permanent storage. Scanned images were indexed and metadata added to facilitate quicker access. Historical and archival records are inventoried, and content descriptions captured in preparation for the next scanning project.

Savings continue to be derived from efficient records management practices. Adherence to records retention schedules resulted in the transfer of semi-active records from the Finance and Office Management Division to the Records Unit for retention.

Outreach programme
The outreach component of the ARMU and the Desmond Broomes Knowledge Resource Centre (DBKRC) succeeded in attracting visitors to CXC® Headquarters. In May, the Finance and Office Management Division and the Archives Management Unit collaborated to welcome participants from A Ganar Alliance on a tour of the new CXC® facilities. A Ganar Alliance is a youth workforce development programme wrapped up in a soccer ball. By utilizing soccer and other team sports to help “at risk youth” in Latin America and the Caribbean, (ages 16-24), find jobs, learn entrepreneurial skills, or re-enter the formal education system. Participants were split into two teams and based on their areas of interest/study were exposed to: CXC® product presentation; Law in Business presentation; Front Office Procedures, Mail and Registry Procedures to name a few.

The annual CXC Summer Internship programme took place from June to July 2017. Mr Jurad Mason from the Barbados Community College was attached to the FOM/ARMU teams. During his period of internship in ARMU Jurad was exposed to File Management – handling of physical and electronic correspondence; Inventorying of semi-active records; and Reprographics. At the end of the programme, Mr Mason, along with the other interns, expressed their gratitude for the exposure and valuable lessons learnt.

Interns from the Open Campus, The University of the West Indies, Summer Internship programme visited the Archives and Records Management Unit in August. The tour included a viewing of the physical records repository: a brief explanation of the operations of the ARMU; and exhibit samples of record centre and archival storage supplies used in retention and preservation activities.

Examinations Development and Production Division

Secure Printing of question papers
As a critical partner in the Council’s drive to deliver an enhanced stakeholder experience through improved quality, service and customer satisfaction, the Printery continues to produce work for internal and external clients. The jobs undertaken by this area included examination papers, promotional materials for new subject offerings, other marketing materials, and examination results. These products are categorized as secure, semi-secure and unsecure materials. Below is a summary of the number of pages printed up to mid October 2017.

E-authoring and Live Pre-testing
A major strategic focus for the 2015-2017 period is the development and commissioning of an e-authoring testing system that seamlessly integrates browser-based item writing, and online testing features to support CXC’s assessment programs¹. By October 2017 the following related activities were completed:

Digitization BTPE and CPEA
Authoring all CPEA, CCSLC, CSEC® and
CAPE® Specimen Papers (MCQ and CR)
Publishing all CCSLC, CSEC® and CAPE® Operational Papers (MCQ only)
Training 145 Item Writers (including nine Examining Teams)

Related to the commissioning of the e-authoring software was the thrust to extend the CXC item banks. Via short contracts, and at a cost of $38,735, by October 15, the bank has been augmented with 1519 multiple choice items and 174 extended response questions. Most of these will be used in the construction of papers for 2018 to 2019.

Some of the items collected in 2017 will be used to support the thrust into live pretesting. This initiative has the benefits of securing representative and motivated candidates who have had the opportunity to learn the content before they are administered per test items on live examinations. The ultimate beneficiaries of this approach will be candidates who will receive higher quality questions on live examinations and this proposition was well received by stakeholders with whom it was shared in several fora.