For each candidate, keep dated, marked work of board standard: for Cambridge, three substantial pieces per syllabus of at least an hour each, supervised and marked to the mark scheme; for Pearson, a full set of papers under exam conditions. Keep blank papers, conditions and moderation records, and all coursework until after the enquiries about results period.
What counts as defensible assessment evidence?
Evidence an exam board would accept if it had to grade from it. The 2026 contingency rules, used when May/June exams were cancelled in parts of the Gulf, set out that standard in detail.
| Requirement | Cambridge portfolio of evidence | Pearson International Contingency Grading |
|---|---|---|
| How much | Three substantial pieces per candidate per syllabus | Assessments for all components, e.g. Paper 1 and Paper 2 |
| ”Substantial" | "At least one hour of concentrated work” | Full papers, past or centre-set |
| Acceptable types | Whole past or specimen papers, mocks, coursework, extended projects, papers built from past-paper questions | Past papers or a new paper; optional class assessments, essays, timed tests |
| Not acceptable | Multiple-choice papers; current-series materials | Full multiple-choice tests; May/June 2026 papers |
| Conditions | Supervised by a teacher “where local circumstances permit”; the candidate’s “first and only response" | "As close to exam conditions as possible” |
| Selection | ”Most representative”, not simply the best work | All components covered |
| Paperwork | Rationale Document per syllabus, signed by the head of centre | Centre evidence confirmation form with a Centre Declaration, plus a blank copy of each assessment |
Sources: Cambridge Collecting a portfolio of evidence; Pearson International Contingency Grading portfolio guidance (v2.5, May 2026).
Two details catch schools out. Cambridge will not accept multiple-choice papers, so a science mock of Paper 2 alone does not count. And Cambridge asks for representative work: a portfolio of each student’s best three pieces is not what it wants.
What should a school keep for each candidate?
Build one evidence file per student per syllabus, and fill it as the course runs. A defensible file holds:
- At least three substantial pieces, each an hour or more, covering the syllabus’s main components and assessment objectives.
- The conditions for each piece: date, supervised or not, time allowed, and how it was authenticated.
- The marked script and an unmarked copy. Cambridge recommends that schools “make an electronic copy of the work before you mark it” and again “before you return the work to a candidate”.
- A blank copy of each assessment and the mark scheme used.
- The mark and grade, converted with consistent boundaries. See how to set grade boundaries for mock exams.
- Moderation notes where marks were changed.
- Access arrangements the student received, if any.
Cambridge advises schools to “prepare a portfolio of evidence for each candidate in electronic form and have it ready by the start of the exam series”. That is good practice every year, not only in a disrupted one.
How long must schools keep coursework and records?
Until events in the exam cycle, not for a fixed number of months. The Cambridge Handbook 2026 sets these rules:
| What | Keep until | Handbook section |
|---|---|---|
| Coursework and non-coursework tests, marks submitted, internal moderation summary, forms | ”After the enquiries about results period”; do not return work to candidates before then | 3.6.4 |
| Attendance registers | Certificates are received (“We may ask to see them at any time until you receive certificates”) | 5.1.3 |
| Evidence of need for access arrangements | Certificates are issued | 1.3.3 |
| Special consideration evidence | Results are published | 5.5.9 |
The enquiries about results deadlines are 20 September 2026 for the June series and 26 February 2027 for the November series. Cambridge warns that it starts “disposing candidate scripts shortly after these dates”.
For Pearson, the moderation guidance says to “retain internally assessed and moderated work … up until the publication of results” and “until after the closing date for Enquiries About Results” (Pearson). That page lists UK qualifications, so International GCSE and IAL schools should treat it as the minimum sensible practice.
The legal minimum is not the same as a defensible evidence base. Keeping mock scripts and evidence files for a whole course, at least until results, costs little and covers disruption and appeals.
How should internal marks be moderated?
Whenever more than one teacher marks a component. Cambridge’s rule for coursework: “If more than one teacher is involved in marking coursework for a component, you must internally moderate the marking across teachers and teaching groups.” One teacher per component, “usually the head of department”, acts as internal moderator. They may move marks for a teaching group up or down, and they produce a rank order of all candidates. Pearson’s English coursework guidance says the same in plainer terms: “sample double-mark … until you are satisfied that you have achieved comparability.”
Apply the same discipline to mocks that may later count as evidence. Sample double-marking across classes, record any adjustments, and keep the record in the evidence file.
What about data protection?
Evidence files are personal data, so store them securely and limit access. Cambridge’s Handbook uses the UK GDPR definitions for “Candidate Data” and requires materials to be stored “securely”. Its portfolio guidance asks schools to keep electronic copies “secure so that candidates cannot do any extra work to improve their response”. Local data protection law also applies wherever the school operates.
How schools do this with AI Buddy
AI Buddy builds much of the evidence file automatically. Mocks and practice papers set on it are marked instantly and stored per student and syllabus, with the date, the questions attempted, marks and topics. Heads of department can see results by class for moderation, and leaders can see coverage across the cohort. The record does not replace supervised, board-standard papers. Cambridge’s one-hour and no-multiple-choice rules still apply, and teachers select what goes into a portfolio.
Frequently asked questions
What goes in a school assessed grades evidence file?
At least three substantial, supervised pieces of work per syllabus, with conditions recorded, marked and unmarked copies, the blank paper and mark scheme, grades, moderation notes and any access arrangements.
How long should internal assessment records be kept?
Cambridge requires coursework, marks and moderation records until after the enquiries about results period, and attendance registers until certificates are received. Keeping a full course’s evidence until results is safer.
What is moderation evidence?
The record of how marks were checked across teachers: the sample double-marked, any mark changes, and the resulting rank order of candidates.
Can multiple-choice tests be used as evidence?
Not for Cambridge’s portfolio of evidence. Pearson excludes full multiple-choice tests but accepts other timed tests as supporting evidence.
Discover how AI Buddy helps schools strengthen teaching, learning and evidence-informed school improvement. Or start a short consultation with our schools team using the form below — we will get back to you directly.
Sources
- Cambridge International, Collecting a portfolio of evidence: guidance and Portfolio of evidence
- Cambridge International, Cambridge Handbook 2026, sections 1.3.3, 3.2.5, 3.6.4, 5.1.3, 5.5.9, 6.3.2
- Pearson, International Contingency Grading: centre portfolio submission guidance (v2.5, 19 May 2026)
- Pearson, Moderation and internal assessment
- Pearson, International GCSE English submission guidance