Using Read&Write for Window/Equatio
in School Exams
(UK exams only)
Dec 2023
Using Read&Write and Equatio in Exams 3
Why use Read&Write/Equatio as a computer reader 4
Using Read&Write/Equatio as a Computer Reader 10
Who can use a Computer Reader? 10
What process do you have to follow? 11
Using Read&Write as a scribe 11
Who can use dictation as a scribe? 11
What process do I have to follow? 12
How to set up Read&Write Exam mode 19
How to set up Equatio Exam mode 20
Using Read&Write and Equatio in Exams
Introduction
Texthelp provides a number of tools to help students with Access Arrangements so that they can access exams independently and with confidence. Importantly students need to be using these tools as their “normal way of work” to meet the guidelines from JCQ.
Both software contain features which are not allowed in exams. For this reason an Exam Mode is available. The Exam Mode enables the software to be ‘locked down’ to only provide the permitted support.
Meets the JCQ AA Guidelines to qualify as a computer reader and/or a replacement for a scribe in GCSE and A-Level exams.
Meets the JCQ AA Guidelines to qualify as a computer reader for exams with maths notation. Please Note - Equatio is not JCQ approved as a scribe.
Texthelp recommends that for students requiring a reader and undertaking maths/science exams that both products are used where it is their normal way of working.
While the process of using Read&Write/Equatio in exams is simple it does need some preparation and teamwork within the school.
PLEASE NOTE: This information is provided with our understanding of the
Access Arrangements and Reasonable Adjustments JCQ Regulations 2023/24. Please be aware that ultimately the school/college is responsible for ensuring the integrity of exams.
Why use Read&Write/Equatio as a computer reader
There are various benefits to the school and the students using Read&Write/Equatio as a computer reader. When using Read&Write as a scribe as well this can multiply the benefits.
Benefits for the school:
- Money saved from the recruitment and training of human readers/scribes. Costs associated with exams are rising due to the increase in the number of students needing the support of a human reader/scribe
- Time saved from the redeployment of teaching assistants and other support staff
- Easy to implement across all the students requiring its use. Read&Write can be used as both reader and scribe. Equatio can be used as the reader where maths and science notation is used
- Using a computer reader levels the playing field for students, giving those who qualify equitable access to their exams.
Benefits for the student:
- A computer reader is allowed in some exams where a human reader is not permitted. For example an exam that assessed reading
- Independent control over the reading
- A human reader may repeat phrases at different speeds which could cause confusion
- Increased independence and confidence.
“The same students who would otherwise sit and struggle in an exam, not understanding the words on the page, are now having every word read to them and are confidently answering questions they may otherwise have left blank.”
Susie Timney, Exams Officer, The Academy, Selsey
What you need to know
Choose your role:
Senior Leadership Team
As part of the SLT you focus on leading, monitoring and developing the school and for this reason it is vital that you support the use of Read&Write/Equatio in exams. Only with your backing will this strategy of using a computer reader/scribe be successful. JCQ regulations state that “members of the senior leadership team must support the SENCO in identifying, determining and implementing appropriate access arrangements and reasonable adjustments.” It is also a requirement that for Read&Write/Equatio to be used in exams it must be the students “normal way of working”. Therefore, as part of the SLT you must empower all teaching staff to use the software. This can include:
- enabling Read&Write/Equatio training for staff so they feel confident in using Read&Write/Equatio in class
- ensuring access to adequate IT equipment
- driving staff to incorporate Read&Write/Equatio in their day-to-day teaching
- maintaining awareness of Read&Write/Equatio within the school
- communicating with parents the availability of Read&Write/Equatio for free home use
- acceptance of Read&Write/Equatio as the norm for exam reader and/or scribe use
- monitoring use of Read&Write/Equatio in mocks and exams.
USEFUL RESOURCES
General:
Enabling Exam Success with Read&Write (YouTube 3:14 mins) - find out how other schools have been using Read&Write to help students during exam time.
Communication to parents:
Supporting students to achieve in reading and writing - lots of information for parents on how they can download and install Read&Write at home.
Using Read&Write at Home - A Parents Guide - (make a copy) a guide for parents to use to install Read&Write at home and use with their child.
Communication to all teachers:
Read&Write
Making the exam rooms a level playing field for every student - explains how Read&Write can be used in exams.
A Guide to Read&Write - describes how teachers can use Read&Write.
Communication to Maths and science teachers:
Equatio
Using Equatio in Exams - a short video to explain why and how to use Equatio in exams.
Ripping up the rulebook in the maths classroom - this webpage created by our Teaching and Learning Specialist, SJ White has a series of videos to show you lots of different ways to use Equatio in the classroom.
Equatio and Accessibility - this short video explains how important using Equatio in class can be.
Classroom Teacher
For a student to use Read&Write/Equatio in exams it should be their “normal way of work”. Therefore, they must use the software in their day to day classes for routine schoolwork, class tests, and end of year mocks and exams. As a class teacher you should be enabling this daily use of the software in your class where at all possible.
To be best placed to do this it is recommended that you understand what the software does and how the student can use it daily and in exams. The schools licence also allows the free use of Read&Write/Equatio at home, so where possible you should also facilitate the use of the software in homework.
USEFUL RESOURCES
Read&Write
Understanding the software:
Read&Write Quick Reference Card - shows the tools available and how they work.
Read&Write Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video.
Read&Write Quick Start Guide - a quick guide to learning how to use Read&Write.
Read&Write Feature videos - small videos to demonstrate how each feature in Read&Write works.
Using Read&Write in class:
Sample Lesson plans for:
Biology
English Literature
Geography
History
French
Spanish
Equatio
Understanding the software:
Equatio Quick Reference Card - shows the tools available and how they work.
Equatio Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video. Please note it will only be the Screenshot Reader that will be accessible during exams.
Using Equatio in class:
Ripping up the rulebook in the maths classroom - this webpage created by our Teaching and Learning Specialist, SJ White has a series of videos to show you lots of different ways to use Equatio in the classroom.
Equatio and Accessibility - this short video explains how important using Equatio in class can be.
SENCO
This information is provided with our understanding of the
Access Arrangements and Reasonable Adjustments JCQ Regulations 2023/24. Please be aware that ultimately the school/college is responsible for ensuring the integrity of exams.
As the SENCO you have one of the most important roles in ensuring the successful use of Read&Write/Equatio in exams. Being responsible for SEND support you, of course, lead on the access arrangements process which will include the request for a computer reader and/or scribe for those students assessed as requiring such arrangements. You also work with staff and exams office personnel to ensure that approved access arrangements are put in place for internal school tests, mocks and exams. Most likely you will also of course assess students, process access arrangements and hold the evidence for inspection purposes for GCSE and/or GCE qualifications.
As SENCO you should be part of the team that supports the use of Read&Write/Equatio in exams and as such you should know how to set up and use Read&Write - Exam Mode and Equatio - Exam Mode. Also see Mock Exams and Exam Day to read some tips on best practice when using the software.
To use Read&Write/Equatio in exams it is essential that you request the exam as a non-interactive electronic (PDF) question paper. Please see the JCQ Regulations for the deadlines for these.
Using Read&Write/Equatio as a Computer Reader
Who can use a Computer Reader?
A computer reader can be considered an “Access Arrangement”, or a “reasonable adjustment” - allowing those candidates/learners with special educational needs, disabilities or temporary injuries to access the assessment without changing the demands of the assessment. Access Arrangements are pre-examination adjustments for candidates based on evidence of need and normal way of working and include the use of Computer Readers, Technology, Human Readers or Scribes.
Where can it be used?
A computer reader can be used in paper based exams (including those where digital copies, for example, in PDF, are made available). This includes GCSE and A-Level, Functional Skills exams, BTEC, OCR, WBQ, C&G, CCEA and IB, amongst many others. It also includes exams where a human reader is not permitted - for example, GCSE English Language and MFL subjects. A computer reader may also be used in online exams where permitted by the awarding body and the examination integrity is maintained. For regional use, outside of JCQ scope, please check your exams awarding body.
What process do you have to follow?
For a computer reader to be used, you must be satisfied that there is a genuine need for the arrangement. The use of a computer reader requires advanced approval by completing Form 9.
Using Read&Write as a scribe
Who can use dictation as a scribe?
Computer based speech recognition (dictation) can be considered an “Access Arrangement”, or a “reasonable adjustment” - allowing those candidates/learners with special educational needs, disabilities or temporary injuries to access the assessment without changing the demands of the assessment. Access Arrangements are pre-examination adjustments for candidates based on evidence of need and normal way of working and include the use of Computer Readers, Technology, Human Readers or Scribes.
Where can it be used?
Dictation can be used in paper based exams (including those where digital copies, for example, PDF, are made available). This includes the majority of GCSE and A-Level exams except for MFL exams. It can be used in exams where written skills are part of assessment including GCSE English Language,
English Literature, Geography, History and RE. It may also be used in Functional Skills exams, BTEC, OCR, WBQ, C&G, CCEA and IB amongst many others. Dictation may also be used in online exams where permitted by the awarding body and the examination integrity is maintained. This will require the input of the school’s IT support. For regional use, outside of JCQ scope, please check your exam’s awarding body.
What process do I have to follow?
Use of dictation as a scribe must firstly be the student’s normal way of working all year round. You’ll need to have its use pre-approved for the candidate by completing Form 8 or Form 8RF. More information about Access Arrangements Online can be found here. During the exam, your IT team will need to ensure the computer used is secure and maintains exam integrity, and after the examination, a Scribe cover sheet must be submitted.
Please note: The successful use of Talk&Type (Read&Write’s dictation feature) in exams will require your IT to correctly set up the computers and microphones. Details of how this is done can be found here.
USEFUL RESOURCES
Read&Write
Understanding the software:
Read&Write Quick Reference Card - shows the tools available and how they work.
Read&Write Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video.
Read&Write Quick Start Guide - a quick guide to learning how to use Read&Write.
Read&Write Feature videos - small videos to demonstrate how each feature in Read&Write works.
Understanding Exam Mode in Read&Write:
Exam Quick Reference Card - shows the tools permitted from Read&Write when used in exams and how they work.
Read&Write for Exams - this short recorded webinar will explain how to use Read&Write in Exams.
Scan a PDF for Reading using Read&Write - shows the steps that should be taken to scan the PDF Exam Paper so that it reads better for the student.
Equatio
Understanding the software:
Equatio Quick Reference Card - shows the tools available and how they work.
Equatio Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video. Please note it will only be the Screenshot Reader that will be accessible during exams.
Understanding Exam Mode in Equatio:
Using Equatio in Exams - a short video to explain why and how to use Equatio in exams.
How to use Equatio in exams - this webpage explains how Equatio can be used as an exam accommodation.
Equatio and Read&Write in Exams - an interactive toolbar to explain the features that are allowed in exams.
JCQ regulations:
Access Arrangements and Reasonable Adjustments 2022/23
Exams Officer
This information is provided with our understanding of the
Access Arrangements and Reasonable Adjustments JCQ Regulations 2023/24. Please be aware that ultimately the school/college is responsible for ensuring the integrity of exams.
As the Exams Officer you play a critical role in the school in the administration, management and conducting of exams and therefore also have a crucial role in the use of Read&Write/Equatio as an exam reader.
With the introduction of Read&Write/Equatio as a reader/scribe your role can include:
- liaising with a wide range of internal and external stakeholders on the use of the software as an exam reader/scribe, including students, parents, Heads of Departments, Heads of Years, teachers, reception staff, site staff, IT staff and awarding organisations.
- setting up and leading an exams team that will be involved in making sure Read&Write/Equatio is used correctly and successfully in exams
- updating examination-related policies to include the use of Read&Write/Equatio.
- supporting the process for access arrangements to enable the use of Read&Write/Equatio in the exams (for example, supporting the SENCO in making applications, rooming, training invigilators, etc.)
- setting up Exam Mode with the support of the exam team.
- managing the exam preparation process to ensure that those students using Read&Write/Equatio have the correct equipment for the exam.
- managing invigilators. This includes training new invigilators and updating existing invigilators on the use of Read&Write/Equatio as a reader/scribe
- managing exam days in accordance with awarding body regulations regarding the use of Read&Write/Equatio as a computer reader/scribe to ensure the integrity of the exam and the approved access arrangements
- contingency planning in case something should happen to prevent the use of the software.
As the Exams Officer you should lead the team that supports the use of Read&Write/Equatio in exams. See Mock Exams and Exam Day.
USEFUL RESOURCES
Read&Write
Understanding the software:
Read&Write Quick Reference Card - shows the tools available and how they work.
Read&Write Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video.
Read&Write Quick Start Guide - a quick guide to learning how to use Read&Write.
Read&Write Feature videos - small videos to demonstrate how each feature in Read&Write works.
Using Read&Write in Exams:
Read&Write for Exams - this recorded webinar will explain how to use Read&Write in Exams.
Setting up Read&Write exam mode - this explains how Read&Write can be set up to prevent access to features which students are not allowed to use in exams.
Read&Write Approved features - this is a list of the features that are normally allowed for students.
Scan a PDF for Reading using Read&Write - shows the steps that should be taken to scan the PDF Exam Paper so that it reads better for the student.
Mock Exams - explains how you should use Read&Write for mock exams.
Exam Day - steps to follow on the day.
Equatio
Understanding the software:
Equatio Quick Reference Card - shows the tools available and how they work.
Equatio Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video. Please note it will only be the Screenshot Reader that will be accessible during exams.
Using Equatio in Exams:
Using Equatio in Exams - a short video to explain why and how to use Equatio in exams.
How to use Equatio in exams - this explains how Equatio can be used as an exam accommodation.
Mocks - explains how you should use Equatio for mock exams.
Exam Day - steps to follow on the day.
JCQ regulations:
Access Arrangements and Reasonable Adjustments 2023/24
IT Support
IT support have 3 key roles in the use of Read&Write/Equatio in exams:
Installation Read&Write
- Initial installation of Read&Write
When Read&Write is installed on the school network it should be installed using the recommended deployment process. This will make it easy for exam staff to set up Read&Write correctly for exams. This guide will walk you through the process step by step.
Read&Write for Windows -Installing for Exam Use
Installation Equatio
- Initial installation of Equatio
It is Equatio for Windows that is used for exams so please ensure this is installed on the necessary computers. If you require help with this please see this support article - Deploying Equatio for Windows.
Note: for the exam only the Screenshot Reader is enabled. This requires the Exam Mode to be set up on each machine. To see how to do this please see this support article - Using Exam Mode in Equatio Desktop.
Exam Set up
- Computer setup for using Read&Write/Equatio as:
- A computer reader
As a computer reader the computer will need to have the sound enabled and have a headset.
- A scribe
Read&Write’s Talk&Type uses Windows online speech recognition. There are a number of settings that need to be in place for this to be used correctly in exams. Details can be found here. The computer will need to have access to the URL’s required for Talk&Type to work but be prevented from accessing the web. Details of the required urls that need to be whitelisted can be found here: URLs for Whitelisting Texthelp Products.
If you need help with this please contact us support@texthelp.com.
- IT Support should be part of the team that supports the use of Read&Write/Equatio in exams. See Mock Exams and Exam Day.
Exam Invigilator
As an invigilator you support the Exams Officer with day to day operations during the exam season and play a critical role in ensuring that exam procedures and regulations are adhered to thoroughly. To assist with the use of Read&Write/Equatio as an exam reader/scribe it is important that you understand how a student accesses Read&Write/Equatio and what features they are permitted to use in an exam. This means that you can alert the Exams Officer to any irregularities. It is also recommended that you understand how Read&Write/Equatio works in order to assist with any questions or issues that might arise.
USEFUL RESOURCES
Read&Write
Understanding the software:
Read&Write Quick Reference Card - shows the tools available and how they work.
Read&Write Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video.
Read&Write Quick Start Guide - a quick guide to learning how to use Read&Write.
Read&Write Feature videos - small videos to demonstrate how each feature in Read&Write works.
Using Read&Write in Exams:
How to use Read&Write in exams (5.53mins) - video to show students how to use Read&Write in exams. Please note you will need to register to see this.
Read&Write for Exams - this recorded webinar will explain how to use Read&Write in Exams.
Approved features - this is a list of the features that are normally allowed for students.
Mocks - explains how you should use Read&Write for mock exams.
Exam Day - steps to follow on the day.
Equatio
Understanding the software:
Equatio Quick Reference Card - shows the tools available and how they work.
Equatio Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video. Please note it will only be the Screenshot Reader that will be accessible during exams.
Using Equatio in Exams:
Using Equatio in Exams - a short video to explain why and how to use Equatio in exams.
How to use Equatio in exams - this explains how Equatio can be used as an exam accommodation.
Mock Exams - explains how you should use Equatio for mock exams.
Exam Day - steps to follow on the day.
Exam Mode
Read&Write Exam Mode
Exam Mode is the method by which the features available on the Read&Write toolbar are limited to only those permitted for use in the exam according to the access arrangements.
Read&Write has two exam modes:
Simple - for individual machines. It allows an administrator or Exams Officer to switch exam mode on, limit the features and secure the tool easily for one user on one machine. This can be practical for a small number of computers but if exam mode is required on more we recommend the Advanced Mode.
Advanced - admins can access a dashboard to allow groups of student profiles to enter exam mode, select which permitted features are available, or even set a time limit to revert to normal use.
The Exam Mode is secured by a password which is set up by the relevant staff member responsible for controlling access to Read&Write/Equatio. In most cases this will be the Exams Officer in conjunction with the SENCO.
Approved Features
The approved features that may be used in exams are:
Text-to-Speech - enables the exam to be read aloud for the student.
Screenshot Reader - reads aloud text within pictures or diagrams.
Screen Masking - provides a tint over the screen that can be set to the student’s preferred or prescribed colour.
PDF Reader - to open and display the exam which will be in PDF format.
Talk&Type - enables the student to dictate their answers instead of using a human scribe.
Highlighters - let’s the student highlight text in the question paper.
How to set up Read&Write Exam mode
This support article from the Texthelp website will take you through step by step how to set up exam mode either using the Simple of the Advanced option:
Using Exam Mode in Read&Write for Windows
Equatio - Exam Mode
Exam Mode is the method by which the features available on the Equatio toolbar is limited to the Screenshot Reader for use in the exam according to the access arrangements.
Equatio has one simple exam mode. It allows an administrator or Exams Officer to switch exam mode on, limit the features and secure the tool easily for any user on one machine.
The Exam Mode is secured by a password which is set up by the relevant staff member responsible for controlling access to Equatio. In most cases this will be the Exams Officer in conjunction with the SENCO.
Approved Features
The approved feature that may be used in exams is:
Screenshot Reader - reads maths aloud from within the exam paper.
How to set up Equatio Exam mode
This support article from the Texthelp website will take you through step by step how to set up exam mode:
Using Exam Mode in Equatio Desktop
Mock Exams
Mock exams will be the perfect opportunity to check that the use of Read&Write/Equatio as a reader/scribe has been properly prepared for. There are some very simple steps to run through before exam day and after:
BEFORE THE MOCK EXAM
Step 1 - Exam paper
- Make sure that the mock exam is being made available in PDF format. (if a PDF version of the exam is not available, use Read&Write to scan the exam paper to PDF).
Step 2 - Exam Mode
- Set up Exam Mode for the relevant students.
Tip - for Read&Write use Advanced Exam Mode and you can have this set up well before the day of the exam.
Step 3 - Equipment
- Check the computers that are going to be used for the exams are working correctly.
- Check Read&Write/Equatio is working correctly and has the correct features enabled.
- Check the sound is enabled.
- Check the headsets that are going to be used by the students.
MOCK EXAM DAY
Step 4 - Exam Paper
- Although it is just a mock it is good to get into the habit of opening the exam paper 90 minutes before the start. This is permitted within the Access Arrangements and enables you to complete the following:
- Use Read&Write to scan the PDF exam paper to PDF - this is best practice and an important step to ensure that the reading order of the exam paper is correct. Details on how to do this can be found here.
- Securely distribute the exam paper to the computers being used by the students.
Step 5 - Student access
- Check students have access to the exam paper and Read&Write/Equatio.
- Check Read&Write/Equatio settings are correct for each student.
Step 6 - Monitor
- Troubleshoot if any issues arise.
AFTER THE MOCK EXAM
Step 7 - Review
- Have a follow up meeting with the Exams team.
- Assess the parts of the process that went well and analyse if any parts of the process failed.
- Adjust your process to take into consideration any weaknesses found in it.
- Talk to students and get their feedback.
Exam Day
Exams can be stressful for the students and the Exam team. The more practice that the team has had the better the use of Read&Write/Equatio as a reader/scribe will be. The process is nearly identical as that for mocks except that the exam paper will be sent from the exam board.
BEFORE THE EXAM
Step 1 - Exam paper
- Make sure that the exam is requested in PDF format. This is really important and prevents you having to scan the physical exam paper on exam day.
Step 2 - Exam Mode
- Set up Exam Mode for the relevant students.
Tip - for Read&Write use Advanced Exam Mode and you can have this set up well before the day of the exam.
Step 3 - Equipment
- Check the computers that are going to be used for the exams are working correctly.
- Check Read&Write/Equatio is working correctly and has the correct features enabled.
- Check the sound is enabled.
- Check the headsets that are going to be used by the students.
EXAM DAY
Step 4 - Exam paper
- Open the PDF exam paper 90 minutes before the start. This is permitted within the Access Arrangements and enables you to complete the following:
- Use Read&Write to scan the PDF exam paper to PDF - this is best practice and an important step to ensure that the reading order of the exam paper is correct.
- Securely distribute the exam paper to the computers being used by the students.
Step 5 - Student access
- Check students have access to the exam paper and Read&Write/Equatio.
- Check Read&Write/Equatio settings are correct for each student.
Step 6 - Monitor
- Troubleshoot if any issues arise.
AFTER THE EXAM
Step 7 - Review
- Have a follow up meeting with the Exams team.
- Assess if the process went as planned.
- Adjust your process to take into consideration any weaknesses found in it.
- For Scribe users, the Scribe cover sheet must be submitted.
FAQ
What is “Exam Mode”?
Exam Mode allows an administrator or Exams Officer to limit the Read&Write/Equatio features that a student will have access to in an exam.
Does the computer need to be online?
As a reader - no.
As a scribe - it is preferred.
To provide the most accurate results with Talk&Type dictation, it is recommended that the online option is used. This meets JCQ current Regulations as long as IT configures the computers to only access what is allowed. There is an offline option but this requires the student to train the Talk&Type feature and then for IT to move the student’s profile to the exam computer.
What features are approved for exams?
Read&Write
Text-to-Speech, Screenshot Reader, Screen Masking, PDF Reader, Talk&Type, and Highlighters.
Equatio
Screenshot Reader
Does the student need a word processor?
Yes, the student will require a word processor on the same computer which must have its spelling and grammar functions turned off.
Does it require lots of training?
No. However, under JCQ Regulations students should be familiar with the tool as their normal way of working in other assessments and in class.
Need Help?
We have a dedicated Customer Care team that are here to help you get your school using Read&Write/Equatio in exams successfully. If you have any questions please contact us:
Email - customercare@texthelp.com
Phone - 028 94428105
Resources
Understanding the software:
Quick Reference Card - shows the tools available and how they work.
Interactive Toolbar - an interactive toolbar that contains snippets of information about each feature and an overview video.
Read&Write Quick Start Guide - a quick guide to learning how to use Read&Write.
Feature videos - small videos to demonstrate how each feature in Read&Write works.
JCQ regulations:
Access Arrangements and Reasonable Adjustments 2022/23
Using Read&Write in exams:
How to use Read&Write in exams (5.53mins) - video to show students how to use Read&Write in exams. Please note you will need to register to see this.
Enabling Exam Success with Read&Write (YouTube 3:14 mins) - find out how other schools have been using Read&Write to help students during exam time.
Read&Write for Exams - this recorded webinar will explain how to use Read&Write in Exams.
Using Exam Mode in Read&Write for Windows - this support article from the Texthelp website will take you through step by step how to set up exam mode.
Communication to parents:
Supporting students to achieve in reading and writing - lots of information for parents on how they can download and install Read&Write at home.
Communication to teachers:
Making the exam rooms a level playing field for every student - explains how Read&Write can be used in exams.
A Guide to Read&Write - describes how teachers can use Read&Write.
Public Information