1. Purpose
  2. Security of Assessment Materials
  3. The Assessment Environment
  4. Invigilation
  5. Candidate Conduct
  6. Access Arrangements
  7. Post-Assessment Procedures
  8. Malpractice and Reporting

1. Purpose

This policy ensures that all externally set assessments (Reading, Writing, and Speaking & Listening) are conducted in a secure, consistent, and fair environment. It is designed to meet the regulatory requirements of the Awarding Body and to ensure the integrity of the assessment process for adult ESOL learners.

2. Security of Assessment Materials

Receipt: All exam papers and assessment materials are checked upon arrival. Any discrepancies are reported to the Awarding Body immediately.

Secure Storage: Materials are stored in a secure, non-portable, locked cabinet in a room with restricted access.

Confidentiality: Assessment packets are only opened at the time of the exam in the presence of the candidates.

3. The Assessment Environment

Room Setup: Assessment rooms must be quiet and free from distractions. All “learning aids” (posters, grammar charts, vocabulary lists) must be removed or covered.

Seating: Desks must be arranged so that candidates cannot see each other’s work. A minimum distance of 1.25 metres between desks will be maintained.

Visibility: A clock and a board displaying the start and finish times must be visible to all learners.

4. Invigilation

Training: All assessments are supervised by a trained invigilator who understands the Awarding Body’s regulations.

Ratios: A ratio of at least 1 invigilator per 30 candidates (or as per specific board guidelines) is maintained.

Conflict of Interest: To maintain impartiality, a subject teacher will not invigilate their own learners unless specifically permitted by the Awarding Body and overseen by a second member of staff.

5. Candidate Conduct

Identity Checks: Invigilators must verify the identity of every learner (e.g., via Passport, Driving License, or Centre ID) before the assessment begins.

Prohibited Items: Mobile phones, smartwatches, and all other electronic devices must be switched off and placed in a designated area away from the desks.

Dictionaries: Dictionaries are only permitted if explicitly allowed by the specific assessment criteria for that level.

Late Arrivals: Learners arriving late may only enter with the permission of the Centre Manager, provided no other learner has already completed the assessment and left the room.

6. Access Arrangements

Reasonable Adjustments: Requests for extra time, a reader, or a scribe must be approved by the Lead IQA and/or Awarding Body prior to the assessment date.

Special Consideration: If a learner’s performance is affected by an unforeseen event (e.g., illness), a report will be submitted to the Awarding Body for consideration.

7. Post-Assessment Procedures

Collection: All scripts and used/unused papers must be collected by the invigilator before candidates are allowed to leave the room.

Submission: Completed scripts are sealed in a secure envelope and handed to the Lead IQA for immediate postage or secure digital upload.

8. Malpractice and Reporting

Any breach of these rules, such as cheating or plagiarism, will be treated as Malpractice.

The invigilator will record the incident, and the Centre will report it to the Awarding Body within 24 hours.