Exam Booking Conditions
EXAM BOOKING - TERMS AND CONDITIONS 2017 EXAMS
1. DRESS: A properly well-fitted hat to current BSI or Euro standard must be worn. It is strongly recommended that hats should have shock absorbing material down to the lower rim. Body Protectors are mandatory in some examinations. Candidates are strongly advised to read the 'Guidelines on Dress for Examinations' (available from the Education Department).
2. In the case of a riding examination, candidates must provide their accurate height and weight in their riding clothes. Please note if it is suspected that a candidate’s weight is in excess of the venue’s weight limit the venue may request for the candidate to be weighed. Candidates who are found to considerably exceed their stated weight may be asked to withdraw from the exam.
3. BOOKING CONFIRMATION: Candidates will receive written notification of an examination date/venue. Candidates who do not receive written confirmation within 10 working days are asked to contact the Education Department as failure to arrive at an examination may result in loss of exam fee. Exams close at least 10 working days prior to the exam date, applications received after the closing date will not be accepted.
4. RETIRING FROM EXAMINATIONS: Candidates who are well below standard may be asked to retire from the examination by the Chief Assessor to avoid risk of an accident to candidates and/or to school horses (applicable for all examinations).
5. BAD WEATHER CONDITIONS: Candidates are advised that in the event of ice, snow or flood, examinations may be cancelled. Whilst the Education Department will try to notify all candidates, candidates are advised to telephone the exam venue the day before if there is doubt. If the examination does take place, candidates who fail to arrive for any reason (including the weather conditions), are liable to forfeit their fee. Candidates are, therefore, advised to bear this point in mind when choosing to book their examination during the winter months.
6. EXAMINATION CANCELLATIONS: All examinations are subject to cancellation/alteration/postponement should circumstances prove necessary. The Education Department will make reasonable endeavours to provide candidates with 10 working days notice in the event of their exam being cancelled, altered or postponed. However, there may be circumstances when it is not possible to provide 10 working days notice. In the event of cancellation/alteration/postponement, the Education Department will use their reasonable endeavours to offer a candidate a suitable alternative booking. If the candidate chooses not to accept the alternative booking a full refund of the exam fee will be provided. The Education Department is unable to reimburse costs, other than the exam fee (e.g. travel, flight/rail tickets or accommodation) and candidates may wish to arrange independent insurance to cover their costs in the event that an exam is cancelled, altered or postponed.
7. CONDITIONS FOR CANCELLING OR TRANSFERRING EXAMINATION BOOKINGS: In all cases, written notification must be made to the Education Department and should be accompanied by the appropriate fee and medical evidence where applicable.
All exams - Cancellations and transfers on medical grounds
a) cancellations: Candidates who are unable to attend their examination due to medical reasons are required to forward evidence of this (i.e. doctor’s note), no later than 5 working days after the intended examination date. 75% of the exam fee will be refunded on receipt.
b) transfers: Candidates who are unable to attend their examination due to medical reasons are required to forward evidence of this (i.e. doctor’s note), no later than 5 working days after the intended examination date, along with a fee of £25 in order to transfer their booking.
Other cancellations / transfers excluding Senior Equitation, Senior Coach and Stable Manager (BHSI exams) and BHS Fellowship
a) cancellations: Candidates are required to give a minimum of 4 weeks written notice before the exam date if they wish to cancel their exam and obtain a part refund. Candidates will be refunded 50% of the original exam fee.
b) transfers: Candidates are required to give a minimum of 4 weeks written notice before the exam date if they wish to transfer their examination. Candidates wishing to transfer to another examination will be charged a transfer fee of 25% of their examination fee.
Candidates wishing to cancel/transfer within 4 weeks of the exam date will forfeit their examination fee unless on medical grounds.
Other cancellations / transfers - Senior Equitation, Senior Coach and Stable Manager (BHSI exams) and BHS Fellowship
a) cancellations: Candidates are required to give a minimum of 8 weeks written notice before the exam date if they wish to cancel their exam and obtain a part refund. Candidates will be refunded 50% of the original exam fee.
b) transfers: Candidates are required to give a minimum of 8 weeks written notice before the exam date if they wish to transfer their examination. Candidates wishing to transfer to another examination will be charged a transfer fee of 25% of their examination fee.
Candidates wishing to cancel/transfer within 8 weeks of the exam date will forfeit their examination fee unless on medical grounds.
8. All exam results and certificates will be sent by post, results will not be issued on the exam day. The Education Department regrets it is unable to give out results over the telephone or by e-mail, therefore please allow 10 working days for delivery before contacting the office. Riding and Road Safety certificates will be sent to candidates within 4 weeks of the test date.
9. Assessments carried out in the UK and Ireland will be conducted in the English language except where formal translation arrangements are in place. Candidates unable to communicate effectively in English (where no such translation arrangements is in place) may be withdrawn from their exam. Any language difficulty or special requirement should be declared at the time of booking.
10. Candidates may not take any practical examination if they are pregnant.
11. REASONABLE ADJUSTMENTS: Assessors are unable to accept any medical certificates produced by candidates on the day. If a candidate wishes an injury or disability to be taken into account by the assessors, they should complete and return the Reasonable Adjustments questionnaire, with supporting medical evidence. The Education Department must receive these documents at least 4 weeks before the intended examination date. If a candidate is unable to submit a medical certificate in time, they should contact the Education Department immediately.
12. The BHS, or the exam venue, cannot provide supervision for candidates during breaks and lunch time. It is a recommendation that any candidate below the age of 16 years should be accompanied by a responsible adult who remains at the exam venue for the duration of the exam. For candidates aged 16-17, or a vulnerable adult, it is at the discretion of their parent/guardian/carer. However, the accompanying adult may not enter, or observe, the exam environment. Please note, this may mean the accompanying adult will need to bring provisions for food and refreshments as the exam venue may not be able to provide this. To check the facilities and provisions for remaining at the exam please contact the exam venue.
13. APPEALS PROCEDURE: If you consider your examination was not conducted in line with the syllabi requirements, you may wish to appeal against this. To do so please obtain an Appeals Form from the Education Department. This must be completed and submitted, along with the relevant fee to the Education Department within 30 working days of the date of your examination.
14. The use of any recording equipment (by candidates, accompanying adults, or venue staff) is prohibited during any part of the examination.