Examination & Invigilation Policy

Bespoke Consultancy and Education Ltd (BCE)

Examination and Invigilation policy

It is the responsibility of all nominated tutors and invigilators to read and familiarise themselves with this policy.

All the exam papers must be kept secure in their sealed bag and should not be opened until no more some five minutes before the commencement of the examination.

When papers taken to another site they should be transported in a secure, locked container.

When two or more learners are taken and examination at the same time, tutors/invigilators should randomly distribute a range of paper codes from the available stock. Where the learner is resitting an examination they should have a paper code which has not already been attempted.

Tutors/invigilators should make clear to learners well in advance of the examination that they should notify the centre should they require reasonable adjustments and/or special consideration.

Learners should be made aware that they are permitted to bring a dictionary (Maths and English) and the calculator (Maths only) for use in examination.

Invigilators must not be related to learners.

All learners must bring identification to the examination. This must be checked by the invigilator and recorded on the register. Recommended proof of the learner identity does include;

  • Valid passport (any nationality)
  • Signed UK photo card driving license
  • Valid warrant card issued by HM forces, and police
  • Other photographic ID, e.g. employee ID card (must be current employer), student ID card, travelcard.

In the event does the learner is unable to produce any of the forms of identification listed an invigilator mayexcept another form of identity containing signature, for example credit card. The invigilator must, however, be the signature on the identity matches the learners own signature on the learner list.

If the learner is unable to supply any of the above then verification of the learners identity by a third-party representative, such as a line manager, human resources manager or invigilator, will be accepted. This situation may apply, for example, when all learners are employees of BCE.

At the beginning of the examination, the invigilator must check there in receipt of the following materials:

  • Examination question papers
  • Examination learner list and declaration
  • Security bags to return the examination materials
  • Additional sheets of paper
  • Spare pens and, for functional skills mathematics, pencils and erasers

Prior to the examination invigilators should:

  • Inspect the examination room to ensure that the accommodation is suitable and the seating is arranged in such a way to avoid malpractice.
  • Ensure that there is an ‘exam in progress’ sign visible on any entry door to the examination room
  • Ensure that all learning aids (such as wall posters) that may assist the learners with the examination are covered or removed
  • Verify that all learners present
  • Check the front of the sealed security bag to ensure that the correct examination materials have been sent
  • Identify any individual to him special arrangements have been approved
  • Familiarise themselves with the examination and individuation procedures of the awarding organisation
  • Explained evacuation arrangements to learners, in the event of an emergency
  • Be confident that all individuals attempting to take the examination are who they say they are
  • Ensure all learners at the details to the learner list

Prior to the examination, invigilators required to:

  • Arrive at the examination location in good time
  • Inform the learners of the correct centre and tutor number
  • Inform the learners of the start and finish in time of the examination, referring to a clock that should be visible to all learners
  • Ensure all learners are positioned sufficiently apart to avoid the risk of malpractice
  • Inform learners that they are not permitted to refer to any materials other than standard standard dictionary and, for maths, calculator. Invigilators should check that only authorized materials are on the learners desks and that dictionaries and not annotated
  • Inform learners that multimedia devices, such as mobile phones and tablets, need to be turned off and not placed on the examination desk
  • Inform all learners that they should read all instructions instructions on the examination paper before answering the questions
  • Informal all learners they are forbidden from communicating with other learners during the examination and that the invigilator is not permitted to provide any further explanation or guidance on examination questions
  • Once the learners are settled, ensure that the learners open the sealed security bag and check they have the correct examination paper, noting the title of the examination and paper number.

Prior to the examination starting, the invigilator should ensure that all learners complete the following information on their examination booklet:

  • The learners full name
  • The approved centre number
  • The nominated tutor number of the person who delivered the training
  • Examination date
  • Whether the examination is resit
  • The examination start time

During the examination the invigilator must supervise the learners at all times throughout. Absolute silence must be maintained throughout to the examination. Learners who arrived after the starting time for an examination may, at the discretion of the invigilator, enter the room and sit the examination providing that they do not disturb the other learners.Learners who need to leave the examination room must be accompanied by an invigilator, who must ensure that they do not speak to anyone else, make a telephone call or refer to any notes.

Any learners wishing to leave the examination room early must hand in the examination paper I must not be readmitted to the room under any circumstances.

In the event that the invigilator observes or suspects a learner of cheating, that learner should be asked to stop. Should the be considered serious enough, hey learners examination paper should be collected and the learner are asked to leave the examination room. In this latter scenario the invigilator must submit a written report to the centre contact who should notify the awarding organization of the incident.

Invigilators are expected to remind the learners of the time remaining approximately 15 minutes before the end of the examination.

In the event of an emergency, the invigilators should evacuate the examination venue in accordance with venue procedures. All examination papers should be left on the learners desks. If an invigilator is satisfied that the integrity of the examination has not been compromised, the examination can be resumed for the remaining allocated time. The invigilator must submit a full report of the incident to the centre, who should also report this to the awarding organization.

After the examination has finished, the invigilator should ask all learners to note the examination finish time on the examination paper and sign the document. The invigilator later should check to ensure that the number of completed in examination papers matches the number of learners. They should also check to ensure that the learners have correctly entered their details on to the front sheet of the examination paper. The invigilator should also check to ensure that she/he signed the declaration for the examination and any approval forms for learners who have special arrangements in place. Details of any extenuating circumstances should also be recorded. The invigilator should check the dates of birth are entered for all candidates.

After the examination the invigilator must place the examination papers and other materials in the security bag and seal it whilst still in the examination room in front of a witness. On no occasion should the invigilator leave the examination room without the examination papers being sealed in the security bag.

It is not permitted to copy any part of the examination question paper.

Completed examination papers must be returned to the awarding organisation within two working days of the examination taking place.