Introduction
This Document should be read in conjunction with the current version of the JCQ Instructions for Conducting Examination (ICE). This document contains requirements that are in addition to the criterion in the JCQ ICE document. It is intended for Francis James Ltd centres undertaking paper based and/or onscreen models of the examination requirements for external exams and Level 1 or Level 2 Functional Skills and focuses on all centres.
The Quality and Standards approved by for example: NCFE, Pearson Edexcel and City & Guilds are defined for the purpose of this document as the Head of Centre (Sarah Graham). The Head of Centre is responsible for the proper conduct of the external examinations by observance of these instructions. If a situation arises which in not covered by these instructions, please email your enquiry to examsofficer@francisjames.co.uk
Each Francis James centre has a designated manager responsible for system security, the quality of provision and resources within the centre. The Head of Centre and Examination Officer are familiarised themselves with the contents of this document.
Other Information
For guidelines on dealing with instances of suspected malpractice in examinations, please refer to:
(List not exhausted)
Roles and Responsibilities
Examination Officer
The Examination Officer is responsible for:
Booking all tests in an appropriate and timely manner
The safe and secure storage of all assessment’s equipment prior to administration
Allocating invigilators
Ensure testing software is securely managed and available on assigned to Francis James assets
Managing the security arrangements following receipt and completion of the external test
Ensure logs are maintained for all exam booking, invigilation records and attendance registers
Maintain audit records for all results, first time passes, re-sits
Ensure tutors are informed of exam results in a timely manner
Head of Centre
The Head of Centre is responsible for making sure all examinations/assessments are conducted in line with instructions and qualifications specified for example Pearson.
Specific Instructions – Exams Booking
Centres can arrange the exams sessions to suit the needs of their candidates – please be mindful that exam bookings placed for weekends will be subject to online platforms being available. Francis James Ltd cannot be held responsible for external bodies’ technical problems.
Exams bookings must be made for a specific date and time for each individual candidate
Teaching can take place up to the specific date booked for each exam
Exams booking can be made up to 10 working days before the planned exam date
Exams office will only book tests with 10 working days’ notice from receipt of the booking:
Example: Booking form at 16/08/2024 – test date will be 26/08/2024. Add one additional day for all booking forms received after 12:00 noon as booking forms will not be processed until the following day.
No open-ended booking of exams.
Attendance registers completed for each test assigned on a given test date and time.
Where more than one exam session is held, centres must keep an accurate record of candidates present at each session, together with details of the invigilation arrangements.
It is the responsibility of the centre to inform candidates of the date and time and location of their exams.
It is permissible for candidates sitting different subjects Level 1 and Level 2 exams to do so in the same room.
Exam Booking
Tutors and/or assessors can arrange the test session to suit the needs of their candidates.
The tutor and/or assessor will complete the booking form including the following information and send email to the examsofficer@francisjames.co.uk
Full Name of the Candidate – name to be on certificate
Candidates Date of Birth
Exam subject
Exam level
Awarding body
Date, Time and location
The Head of Centre must ensure that suitable qualified and experienced adults carry out invigilation. The Head of Centre must ensure that appropriate arrangements are in place to enable all Invigilators to carry out adequate checks on the identity of all candidates/candidates.
Invigilator
The Invigilator is the person in the examination room responsible for the conduct of an examination session in the presence of candidates.
The Invigilator must not be a trainer who has prepared the candidates for the subject of the examination.
In exceptional circumstances a trainer who has prepared the candidate for the subject of the examination can be the invigilator if accompanied by a supervisor during the examination in the subject if an alternative invigilator in not practically possible e.g. a remote candidate sitting the test in the workplace.
General Instructions of the Paper-based and Onscreen Assessment
Invigilation Arrangements
The Head of Centre must ensure that suitable qualified and experienced adults carry out invigilation. Whilst the Head of Centre has discretion to decide who is suitably qualified and experienced, any relative of a candidate in the examination room is specifically not eligible to serve as the sole Invigilator.
Invigilators must give their whole attention to the proper conduct of the examination.
Invigilators are not to perform any additional task, e.g. marking, in the examination room.
Enough invigilators must be appointed to ensure that the examination is conducted in accordance with the following:
At least one Invigilator must be present for every 20 candidates or part thereof.
Invigilators may be changed, provided that the number present in the examination room does not fall below the number prescribed.
When one invigilator is present, he/she must be able to summon assistance easily, without leaving the examination room and without disturbing the candidates.
Arrangements must be such that an Invigilator can always observe every candidate in the examination room.
Each invigilator in the examination room must have the following documents available:
Francis James Ltd Instructions for Conducting Examinations (this document)
JCQ Instructions for Conducting Examinations
The most up to date Warning to Candidates and Mobile Phone poster issued by Francis James Ltd must be displayed outside and inside the examination room.
Display materials (e.g. diagrams, wall charts, session work) that might assist candidates to answer test questions must be removed.
Possession of unauthorised items is an infringement of the regulations and could result in disqualification from the examination. Any unauthorised materials and mobile phones, whether switched on or within reach, must not be in candidates’ possession.
An invigilator must not:
Rephrase a question for a candidate.
Explain any subject-specific or technical terms to a candidate.
Give any indication of the time elapsed or remaining where the question paper consists of a distinct section.
Seating plans
Centres must keep signed records of the seating plan and invigilation arrangements for each examination session for twelve months. Awarding bodies may ask for access to this information at any time during the 24 months for the purpose of enquiries about results, appeals and investigations.
A seating plan must show clearly how the candidates have been seated during the test and provide an accurate record to demonstrate how the exam room is set up. A seating plan is required for every test even if there is just one candidate present. This is to ensure:
The test is being conducted under exam conditions
Invigilation is not intrusive
The candidate has an appropriate space to complete the test
Identification of Candidates
Centres must check that identity of their candidates at enrolment and record the items of identification seen. Invigilators must carry out an ID check for each individual candidate on the day of a test and record the evidence of candidates ID. For onscreen tests, the invigilator must check the identity of each candidate to ensure that the correct ID and password (keycode) are issued.
In line with awarding body requirements, Francis James are fully aware of their responsibility to check candidates’ identity and confirm that the correct candidates have taken the correct tests. For candidates who attend regularly and are known to the invigilator it is not necessary to carry out a photographic identity check at the time of the assessment. Where there are any concerns, the invigilator, photographic documentary evidence must be requested to confirm candidate identity.
Candidates who are not known to the invigilator, or Francis James are required to present photographic documentary evidence that they are the same person who were entered for the examination each time they attend an examination session and before an examination is taken. Appropriate photographic evidence would be a valid passport (of any nationality) or a photo card driving licence.
People Present
Only candidates taking the test(s) and persons authorised by the Head of Centre in connection with examinations are allowed in the examination room.
Francis James Ltd are aware that awarding body authorities may visit centres at any time to inspect the arrangements made for the security of confidential examination material and for the conduct of the examination.
Before the Examination
An examination is deemed to be in progress from the time the candidates enter the room until all candidates have completed the examination and left the room.
Arranging the Examination Room
The seating arrangements must prevent candidates from overlooking (intentionally or otherwise) the work of others.
The minimum distance in all directions from the centre to centre of the candidates’ chairs must be 1.25 metres.
Switching on the PCs and opening the software before candidates enter the room
Make sure that a wall clock is clearly visible to all candidates
Display a board showing the centre code and the examination start and finish times.
Make sure the room is quiet and well lit. The room should also be well ventilated and at a reasonable temperature with sunlight glare blocked out.
Follow any subject-specific invigilation instructions.
Ensure candidates are seated five minutes before the start of the test.
Before the Examination
Place a notice on the door of the room that says ‘Quiet please-examination in progress. No admittance’.
Check that candidates have not brought into the examination any material they are not allowed such as revision notes, mobile phones or electronic dictionaries.
Read out the Warning to Candidates.
Tell candidates when they may begin and how much time they have to complete the examination
Make provision for candidates to securely store their personal belongings outside of the room if possible or out of reach.
Before candidates are permitted to start work the invigilator must:
Ensure the candidates are seated in accordance with the prescribed seating arrangements.
Inform the candidates that they are now subject to the regulations of the examination and read out the relevant notices and warnings.
Warn candidates that any unauthorised material must be handed in (this should also include any food or drink, which may only be allowed at the express discretion of the Head of Centre)
Check that candidates have all the necessary material to enable them to complete the examination.
Remind candidates that they are forbidden to communicate in any way with, seek assistance from, or give assistance to, another candidate whilst they are in the examination room.
Ensure the candidates login under the name of the correct candidate booked to take the test.
During the Examination
The invigilator must not offer any advice or comment on the work of the candidates.
Once the test has started candidates may not ask questions about the test.
Invigilators must not talk to or distract candidates during the test.
Be vigilant and always supervise the candidates to prevent cheating.
No request for help from the candidates in relation to the test can be dealt with during the test.
If you discover cheating, take away any unauthorised materials and allow the candidate to continue. This should be reported as malpractice on the invigilation report which must be submitted to the appropriate awarding body.
Make sure that a responsible adult is available to accompany any candidates who need to leave the room temporarily. They must always remain with the candidate and ensure that they cannot access restricted material. The candidates remaining in the exam room must continue to be invigilated.
Report immediately following the tests any issues which may occur during the assessment to the Head of Centre and complete details on the external assessment documentation.
Leaving the Assessment
If candidates request to leave an assessment, the following applies:
External assessment lasting 2 hours or more – candidates will not be permitted to leave the room during the first hour of the assessment
External assessment lasting less than 2 hours – candidates will not be permitted to leave the room before half the assessment time has passed.
Centres must ensure the integrity of the assessment is considered for late arrival candidates and those leaving early.
For online assessments using a hot desk method, candidates can leave the assessment at the discretion of the Invigilator when they have finished
Sign the invigilation report and record any late arrivals, disturbances, or malpractices.
Candidates with special requirements
In some circumstances, candidates with requirements may be given additional time to complete the examination. In other circumstances, candidates may be entitled to take a supervised rest break, where the examination should be split into two or more parts for each session either side of the break. For further information and details on how to apply for access arrangements for candidates with particular requirements, please refer to www.jcq.org.uk or email: examsofficer@francisjames.co.uk.
Misconduct
This type of examination relies heavily on the integrity of the candidates. In those cases where misconduct occurs, or is thought to have occurred, this will be investigated, and candidates may have their results withheld.
It is the centres’ responsibility to inform the Head of Centre of any breach of regulations by emailing coordination@skills4steam.co.uk. Invigilators should provide as much information as possible, including:
Full details of the incident
Names and roles of individuals involved
Signed statements
Following receipt of your email, further guidance will be provided by the Head of the Centre Investigation Team.
Irregular Conduct
The invigilator should remove and retain any unauthorised material discovered in the possession of a candidate in the examination and make a note of the circumstances.
It is the duty of the Head of Centre to ensure that all cases of irregularity and suspected or actual misconduct in connection with the examination are reported to the appropriate awarding body within 48 hours.
The Centre manager/invigilator is empowered to expel a candidate from the examination room, but such action should only be taken when it is considered essential or when the continued presence of a candidate would cause disruption to other candidates.
Any infringement of the regulations must be reported and may lead to disqualification of the candidates. The decision on disqualification rests solely with the appropriate awarding body.
Emergencies
The invigilator must take the following actions in an emergency such as a fire alarm or a bomb alert.
Stop the candidates
Collect attendance registers (to ensure all candidates are present)
Evacuate the examination room in line with the evacuation instructions
Supervise candidates as closely as possible while they are out of the examination room
Make note of the time of the interruption and how long it lasted
If unable to allow the candidates full working time set for the examination (on-line)
Make a full report on the incident by emailing the exams officer examsofficer@francisjames.co.uk your venue details and the candidates’ details, explaining the incident.
On-demand English and Maths
These tests are offered on-demand at any time of the year.
Seating Plan
Awarding bodies require you to use a seating plan for each external assessment. This allows the Centre to track which candidates have attended an external assessment and helps when conducting investigations should they occur.