Handbook for centres 2015

Transcription

1 Handbook for centres 2015

2 Contact us Helpdesk Please see the support website: support.cambridgeenglish.org This website answers many frequently asked questions, includes information and updates, and contains instructions and information on running our exams. You can also use it to contact our Helpdesk by submitting a query or instant messaging with a Helpdesk Analyst. You can also reach the Helpdesk at: helpdesk@cambridgeenglish.org Tel: (for urgent queries) Application Support For technical queries about computer- based tests, please contact Application Support. The support website: support.cambridgeenglish.org applicationsupport@cambridgeenglish.org Inspections Unit To inform us about changes in venue details and for queries about inspections of centres, please contact the Inspections Unit. inspections@cambridgeenglish.org Postal address Cambridge Assessment DC10 Hill Farm Road Whittlesford Cambridge CB22 4FZ United Kingdom When contacting us, always include your centre number in the subject line. This will speed up the processing of your query. Please avoid using personal contact details and do not disclose them to your contacts or customers. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

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4 Contents Introduction 7 Important changes and developments for Centre administration Centre approval and being a centre Communications, information and training Who can take Cambridge English exams? Staffing and recruitment Centre inspections Fees Meeting market demand Speaking exam arrangements for UK centres Test day photos Pretesting Legal matters Where to find information 28 Exam cycle Exam planning Choosing an exam date Candidate Registration forms and ID Choosing suitable venues and exam rooms Computer- based exam rooms Listening test rooms Speaking test rooms Skills for Life Speaking & Listening rooms Preparing for Speaking exams Non-UK centres UK centres Skills for Life Interlocutor training packs Skills for Life Speaking & Listening test packs Entries and timetabling Making entries Late entries Entries Systems Minimum entry numbers Candidate numbers Reserve entries Materials for multiple venues and rooms Ordering Listening CDs (except Skills for Life) Venue and timetabling details for all exams Confirmation of Entry/Statement of entry 49 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

5 2.10 Amending a candidate s name Changes to syllabus and exam session Transferring entries between centres Withdrawing entries Cambridge English Candidate Identifier (CECI) for TKT and Skills for Life Candidates with special requirements Timetables Speaking tests Sittings Exam sessions and time slots Timetable deviation Exam materials Modified materials Notice to candidates Candidate Information Sheets (CIS) What to provide for your invigilators Checking your exam materials when they arrive Checking Listening materials when they arrive Storing exam materials securely Storing exam materials at your centre Storing exam materials at venues Transporting exam materials Exam day Instructions and regulations Candidate ID (except Cambridge English: Young Learners) Sequence of test components Running the Listening test Running the Speaking test Speaking tests for computer- based exams Skills for Life Speaking & Listening test dummy partners Incidents Security risks Test day photos Inspections The inspection report The recording of Speaking tests (except Cambridge English: Young Learners) After the exam Returning exam materials Bar code information Securely destroying exam materials Securely destroying Speaking packs Securely destroying Listening CDs Securely destroying Skills for Life Speaking & Listening packs Speaking test marks for computer- based exams Test day photos 78 4 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

6 5.6 Actions following an inspection Post-exam service Results & certificates Results release dates Results for centres Results for candidates Results for preparation centres Results enquiries Certificates Skills for Life Unit and Level certificates Candidate name errors on certificates Replacing damaged and lost certificates Results Verification Service Applying for a certifying statement 85 Appendix 1: Glossary 86 Appendix 2: Syllabus numbers 94 Appendix 3: Code of Practice for Cambridge English SELT exams invigilators in the UK 95 SELT Appendix 4: Procedure for recording a speaking sample 97 Appendix 5: Procedure for recording Skills for Life Speaking & Listening tests 99 Index 101 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

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8 Introduction The Handbook for centres contains regulations and information you need to run Cambridge English exams. This Handbook forms part of your Authorised Centre Agreement with Cambridge English Language Assessment and the centre agrees to abide by all the regulations contained in this Handbook. In this Handbook, we, us and our means Cambridge English Language Assessment, you and your means the centre and your CEM means your Centre Exams Manager acting on behalf of the centre. The regulations in this Handbook are for Cambridge English: Key, Key for Schools, Preliminary, Preliminary for Schools, First, First for Schools, Advanced, Proficiency, Business Certificates, Legal, Financial, Young Learners, Teaching Knowledge Test, Qualifications in ESOL Skills for Life, Delta Module One and any computer- based versions of these exams. All references to the Teaching Knowledge Test in this Handbook cover all modules except TKT: Practical. Instructions for running TKT: Practical are in the Teaching Qualifications section of the support website. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

9 Cambridge English exams Throughout this Handbook we refer to exams by their current names. Please see the table below for an overview of the current and old names of our exams. Some of our exams are still listed with their old names on some of our systems. Exam name Old name Exam name Old name Cambridge English: Young Learners YLE Cambridge English: First for Schools FCE for Schools Cambridge English: Starters YLE Starters Cambridge English: Advanced CAE Cambridge English: Movers YLE Movers Cambridge English: Proficiency CPE Cambridge English: Flyers YLE Flyers Cambridge English: Business Certificates BEC Cambridge English: Key KET Cambridge English: Business Preliminary BEC Preliminary Cambridge English: Key for Schools KET for Schools Cambridge English: Business Vantage BEC Vantage Cambridge English: Preliminary PET Cambridge English: Business Higher BEC Higher Cambridge English: Preliminary for Schools PET for Schools Cambridge English: Financial ICFE Cambridge English: First FCE Cambridge English: Legal ILEC Key Some items in this Handbook are new or are specific to certain exams. To help you, we have marked these sections with the following symbols: this highlights a change since the last edition of this Handbook these regulations are only relevant to computer- based exams these regulations are only relevant to Skills for Life exams (UK only) MODULE ONE these regulations are only relevant to Delta Module One exams these regulations are relevant to test day photos these regulations are relevant to the Centre Print Scan option key regulations that are checked during an inspection. Failure to comply with these will result in a low rating at an inspection. If you would like to see all items checked during inspections, see the selfassessment checklists on the support website. SELT these regulations apply only to sessions where there are candidates taking the exam for UK visa purposes these are additional regulations that are only relevant to sessions that include one or more candidates taking an exam for UK visa purposes at approved UK SELT centres. Getting started If you are new to Cambridge English exams, we recommend that you go to the New to running our exams section on the support website for further information. 8 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

10 Important changes and developments for 2015 Although throughout the Handbook we use a NEW symbol to highlight changes, we would like to draw your attention to some key changes: Events for teachers Due to requirements from our UK regulators, no one, including current Speaking Examiners, who has seen current, live, confidential exam materials, is allowed to deliver or attend training events for teachers on the papers they assess. This includes live online training, such as webinars. This means: Speaking Examiners will not be able to deliver sessions on Speaking skills or Speaking assessment for the exam they examine for. No one who has seen current, live, confidential exam papers is permitted to present at or attend seminars on that specific paper. Writers are not covered by this rule, as they do not know when or if questions they have written have been included in live materials. Speaking Examiners are allowed to prepare materials for training events, but are not allowed to attend the event. This rule applies to the qualifications listed below, regardless of where in the world the training is delivered: Cambridge English: Key Cambridge English: Key for Schools Cambridge English: Preliminary Cambridge English: Preliminary for Schools Cambridge English: First Cambridge English: First for Schools Cambridge English: Advanced Cambridge English: Proficiency Cambridge English: Business Certificates IELTS Cambridge English: Legal Cambridge English: Financial Delta Module One Skills for Life. Entries systems Throughout 2015 there will be changes to the Entries Systems you use for some of our exams. Please check the support website for up- to- date information on where to make your entries. We will also keep you updated via Centre News. Centre Print Scan Centre Print Scan is available as an option for some of our exams. For further information about its availability, see our support website. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

11 If you choose Centre Print Scan for a session, you will: order question papers by telling us the number you will need (you won t have to give us candidate names at this stage) submit named entries on the Entries System on a date that suits you (but do allow enough time for processing Confirmations of Entry and preparing test day photo files) print personalised answer sheets locally scan the completed answer sheets locally, enabling marking to start immediately store the answer sheets securely until a month after the results have been issued. This new option means you can submit named entries later and return candidates responses more quickly, speeding up the whole exam process. It may also help to reduce your courier costs. We will keep you informed of further developments via Centre News. SELT Secure English Language Tests (SELT) for UKV&I The UK Visa and Immigration service (UKV&I) recognises certain exams for specific types of visa. These exams are often referred to by the Home Office as Secure English Language Tests (SELT). For details of which exams are recognised, please see At the time of going to print, any centre outside of the UK can offer Cambridge English exams for UKV&I purposes. If a candidate wants to take a Cambridge English exam for UK visa purposes, there are additional requirements that you need to put in place. If you do not observe these regulations, the candidate will not be able to use their result for UKV&I purposes. Additional regulations for SELT candidates The additional regulations that apply to SELT candidates are all summarised in this section of the Handbook. They are also repeated in the relevant sections of the Handbook and the Exam Day Booklets and you can find guidance and frequently asked questions on the support website. There might be changes to these during 2015 and we will put updates on the support website. For SELT candidates, you must follow all the usual regulations in the Handbook for centres and the relevant Exam Day Booklet, and in addition you must comply with all the regulations contained in this section. UK SELT centre network We have established a restricted network of centres in the UK for offering Cambridge English SELT exams. If you are not one of those centres, you cannot offer Cambridge English SELT exams in the UK. You therefore do not need to put in place these additional requirements. Cambridge English SELT centres in the UK only need to comply with these requirements for sessions that include SELT candidates, not for other non- SELT sessions. 10 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

12 SELT Candidate Registration form You must ensure that all SELT candidates at your centre fill in the relevant Cambridge English Candidate Registration form. Checking the IDs Candidates who do not have the correct ID must not be allowed to sit the exam. Outside of the UK, you must only accept passports for SELT candidates. For UK SELT candidates, please see the following guidance. In the UK, only the following types of ID are accepted for SELT exams: Candidates must use the following ID: Tests taken outside the candidate s country of origin Tests taken overseas within the candidate s country of origin Valid Passport or European Union (EU) ID card Valid photographic Government ID card Valid Biometric Residence Permit Tests taken in the UK SELT European Union ID cards can only be accepted for candidates whose country of origin is within the European Union. Biometric Residence permits can only be accepted for tests taken in the UK by candidates who do not have a valid passport. For example, asylum seekers who have been awarded refugee status or leave to stay here under a form of temporary protection will not usually possess a national passport endorsed with leave to enter or remain in the UK. For Skills for Life, the centre must record the candidate s Speaking & Listening test, store this locally and provide copies to us on request. Interlocutors will need to be provided with equipment and be given training on doing this. You must ensure that your centre complies with UK law with regard to ensuring exam day staff have the appropriate legal status in the UK for the work they are undertaking. All new invigilators and other new exam staff must have at least one acceptable reference in order to be recruited. All invigilators and other exam staff must have at least C1 level of English. Centres must keep records of the evidence they collect showing their invigilators comply with the requirements and provide this evidence to Cambridge English Language Assessment when requested. All invigilators must sign a Code of Practice (see Appendix 3) before invigilating SELT exams. The ID must be checked when the candidate arrives at the venue before the exam this can be at the door of the exam room, or when they arrive at the venue and when recording a voice sampling, and is in addition to checking ID when taking photos and in addition to checking IDs at the candidates' desks. The ID must be checked each time the candidate leaves and returns to the exam room (for example, after a toilet break). Check the candidate's signature by comparing the one in their photo ID with something they sign on the day, such as an answer sheet. It is enough to check this once per exam day, and it must be checked on each day if the written and Speaking components are on different days. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

13 SELT Test day photos You must take a photo of the candidate on the test day using Identica. You must input the candidate s ID number and nationality into Identica. Voice sample: regulations You must make a recording of a speaking sample. This must be done on the day of the exam (either on the day of the written components or the Speaking test day). For instructions on doing this, see Appendix 4. If requested by Cambridge English Language Assessment after the exam day, you must record a second voice sample of the candidate. Staffing and invigilators There must be a minimum of one invigilator per 15 candidates in an exam room. You must ensure the following for all invigilators and centre staff involved in SELT sessions: all invigilators must be trained in delivering Cambridge English SELT sessions before they are allowed to invigilate all invigilators and other exam staff must be able to fulfil the requirements of the role, as defined by Cambridge English Language Assessment. Malpractice investigations Additional regulations apply for malpractice investigations. We will require a handwritten statement from the candidate. We will require a second voice sample from the candidate. Consequences of non- compliance If you do not comply with the SELT regulations, the candidate might not be able to use their result for UKV&I purposes. It will affect your centre authorisation. Candidate statements In cases of suspected malpractice, the candidate must submit a written statement. We will contact you if we need you to supply such statements for any of your candidates. Skills for Life We will be introducing a system of fixed dates for Reading and Writing tests from January Speaking & Listening tests will take place in scheduled windows. For more information about dates and windows, please see the customer support website. Computer-based YLE CB YLE will be made available throughout It is run on a different system from our other computer- based exams, which are all on Connect Plus. Please see the Cambridge English Young Learners Guide to CB testing and the Computer- based Young Learners Exam Day Booklet on the support website for more details. 12 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

14 The Cambridge English Scale From January 2015 results for Cambridge English: First, Cambridge English: First for Schools and Cambridge English: Advanced will be reported on the Cambridge English Scale. Cambridge English: Key, Cambridge English: Key for Schools, Cambridge English: Preliminary, Cambridge English: Preliminary for Schools and the Business English exams will be added later in the year. We will be in touch during the year to keep you informed about the latest developments. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

15 Centre administration You must familiarise yourself with the content of this Handbook and ensure that all relevant centre staff (including supervisors and invigilators) are trained accordingly and comply with this Handbook and other exam administration documentation, wherever applicable. You must have a copy of the Handbook for centres available in your centre, electronic or printed. 1. Centre approval and being a centre Ensuring that your centre is authorised to offer an exam Please read the Centre Registration Booklet for Exam Centres which outlines the responsibilities of a centre and its CEM. You can download the Centre Registration Booklet from the support website. This booklet provides a summary of your responsibilities; please also see your Centre Agreement for further information. If you want to offer an exam or qualification that you are not currently eligible for, see the Centre Registration Booklet, which explains what to do. In some cases you can fill in an Examination Authorisation form, available from the support website. In other cases, you may need to submit a fuller application (for example, if you want to run a Teaching Qualification). We aim to process applications as promptly as possible. However, please do not advertise your centre or register candidates for an exam or qualification until you have received written confirmation of authorisation from the Centre Registration team. Suspension of centre approval Cambridge English Language Assessment reserves the right to suspend a centre s authorisation to administer exams. A decision to suspend authorisation will only be taken in exceptional circumstances and is normally due to suspected malpractice or maladministration at the centre, failure to ensure Speaking Examiners Quality Assurance requirements are met, non- payment of invoices, misuse of the Cambridge English logo or repeated failures to meet the terms of the Authorised Centre Agreement. Whilst a centre s authorisation is suspended Cambridge English Language Assessment may refuse to accept candidate entries for future exam sessions or authorise future Teaching Qualification courses, withhold candidates results and certificates and remove the centre from the list of authorised Cambridge English Language Assessment centres. The length of the suspension will vary from case to case depending on the situation, and Cambridge English Language Assessment will keep the centre informed (where possible) of any processes being carried out. Whilst Cambridge English Language Assessment will always act reasonably and according to procedures, the length of suspension is ultimately at our discretion. The consequence of suspension and any processes may be that a centre is allowed to return to full or conditional operation or its authorisation may be terminated. Requirements for offering computer- based tests If you are approved to offer computer- based (CB) tests, you must ensure you complete the following steps: Register your centre on Connect Plus at least two weeks before your first CB session using Connect Plus. Install the Connect Plus system by following the Connect Plus installation and test administration instructions fully. 14 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

16 Ensure all relevant staff at your centre are fully trained and know how to use Connect Plus. Run a familiarisation test on each computer which is going to be used during a live test session, both to validate the Connect Plus installation and to provide training. You must do this: after Connect Plus has been installed for the first time after adding new computers or making changes to any network or computer settings on an existing Connect Plus installation two days before each computer- based test date if no test has been administered in the previous seven days. You can find further information in the Test Centre Admin Guide from the support website. With regard to test preparation, you must: only use computers and networks which meet the minimum technical specifications for the Connect Plus system as outlined in the Connect Plus documentation (available from the support website) only use screens bigger than seven inches download test content no later than (centre s local time) the day before the test date print candidate logins and create test sittings no later than (centre s local time) the day before the test date ensure that your Test Administrators and invigilators follow the instructions in the Computer-Based Testing Exam Day Booklet fully before, during and after the test sessions immediately inform the Helpdesk of any issues which could impact or could have impacted on candidates upload candidate responses and close test sittings as instructed in the Test Centre Admin Guide and Computer Based Testing Exam Day Booklet before switching off the computers and leaving the test venue; do not uninstall the Connect Plus system from any computers for at least three working days after the test is completed. Cambridge English will provide you with support, including: comprehensive guidance and training to support Connect Plus installation and CB exam administration, from the support website full support in the run- up to each CB exam session 24- hour on- call support services ( , phone and live chat) on the day of a CB test. Please note that Cambridge English Language Assessment will not be liable for any Connect Plus failures caused by the centre failing to meet the conditions listed in these documents or failing to follow instructions given by Cambridge English Language Assessment. Failure to adhere to these conditions might result in the removal of your approval to run CB exams. Requirements for computer- based YLE If you are approved to offer computer- based YLE, you must ensure you complete the following steps: Create test venues and rooms in the CB YLE Entries and Results portal and ensure entries are confirmed seven days before the test on the CB YLE Entries and Results portal. Ensure accounts are set up for your Speaking Examiners on the Centre Management portal. Ensure Speaking Examiners install the ATA Marking software. Install the MTS Test Client and set up the MTS box by following instructions in the Cambridge English: Young Learners Guide to CB Tests. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

17 Run a familiarisation test on each computer which is going to be used during a live test session, seven days before each computer- based test date, both to validate the MTS box and to provide training. Ensure examiner groups are assigned to marking tasks in the Centre Management portal in order to allow examiners to begin marking. For further information about CB Cambridge English: Young Learners, see the Exam Day Booklet and the Cambridge English Young Learners Guide to CB testing on our support website. Centre names What to do if your centre name changes If your centre has changed its name and this is simply a change of branding, but not of anything more, please inform the Helpdesk so that we can amend our records. Please contact us in good time to request a change. Centre names and using Cambridge in them In all cases please ask us before a centre change of name takes place if it involves Cambridge in any way. Centre name previously including Cambridge ESOL Centres which had previously used the name 'Cambridge ESOL' as part of their name will be allowed to change to a name including Cambridge English if they make a request and there is a good business reason. Centre name previously including Cambridge Centres which have 'Cambridge' only in their name and ask to change will be allowed to change to a name including 'Cambridge English' if there is a good business reason. Centre name previously including ESOL Use of ESOL in the name does not automatically mean a change to 'Cambridge English' is allowed. Centre name not previously including Cambridge / Cambridge ESOL / ESOL Centres which did not have Cambridge / Cambridge ESOL / ESOL as part of their name will not be allowed to change to Cambridge English if they now ask to. New centres New centres will not be allowed to use Cambridge or Cambridge English as part of their centre name, nor to register a company called Cambridge English. Preparation centres Preparation centres cannot use Cambridge English in their name. 16 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

18 What to do if the ownership structure of your centre has changed If the ownership structure of your centre has changed (for example if the business has been sold to another company, taken over/merged or one company has been ended and a new one started), we will need more information from you. The new organisation may need to apply for centre approval and sign a new Centre Agreement. Please inform our Helpdesk as soon as you know any change like this is planned, so we can send you the forms to complete and arrange the relevant checks. We will also need to ensure the old organisation has no outstanding issues with us, such as incomplete follow- up to inspections, outstanding invoices or other queries. If there are such issues and they are not cleared, we may not be able to sign an agreement with the new organisation. 2. Communications, information and training The support website The support website (support.cambridgeenglish.org) provides useful help and information for candidates and exam centres. You can find exam dates, copies of this Handbook for centres and other key documents, answers to typical questions and articles explaining how to run the exams. You can log and track your Helpdesk queries online and chat live with a member of the Helpdesk about your query via instant messaging. We regularly post news items and important announcements on the support website when there are developments and changes during the year, so we encourage you to subscribe to any forums that you are interested in to ensure you receive the latest updates. All content previously held on CentreNet is now available on the customer support site. This means you have one place to go for all of the documentation, forms, information and support that you need when running our exams. Centre News Centre News is ed regularly to all Centre Exams Managers, and contains important information such as changes to regulations, changes to exam dates, downtime for systems etc. You must read this promptly and make sure you pass on information to your colleagues as appropriate. You can see recent editions of the Centre News on the support website. Providing information to your schools and candidates You must make all relevant information available to schools and private candidates. This includes the Regulations and Summary regulations and Notice to candidates which contain important information that all candidates must be made aware of at the time of registration. You must send these to candidates alongside their Confirmation/ statement of entry, and you can download them from the relevant Entries System. You can also find these documents at and on the support website. You must also make sure that candidates are familiar with the concept and use of answer sheets. We recommend you use the Handbook for the relevant exam, available from Please also inform your preparation centres about this, so it can be included in exam preparation lessons. You can order preparation and promotional materials from the Cambridge English Examinations, Support and Preparation Materials catalogue on Teacher handbooks are on our website: CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

19 Providing customer service Please provide candidates with information about your centre s terms and conditions relating to non- payment of fees and outstanding fees, internal complaints procedures, support, etc. If a candidate wishes to complain directly to Cambridge English Language Assessment, they should contact the Helpdesk immediately after the exam. When we receive a complaint, we normally contact the centre and ask for an investigation of the issues raised. In order to meet our Service Level Agreement, your centre must respond within five working days of receiving a Cambridge English Language Assessment investigation request. Training for Centre Exams Managers (CEMs) We provide training for Centre Exams Managers on all aspects of running an exam centre. This can be self- study modules, face- to- face training and webinars. For more information on this and how to train your invigilators, see the support website or contact your local Cambridge English Language Assessment office. For advice on marketing the exams, please contact your nearest Cambridge English Language Assessment office. 3. Who can take Cambridge English exams? Cambridge English exams can be taken by people of any age, gender, race, nationality or religion. Although they are designed for people whose native language is not English, no language- related restrictions apply. However, some exceptions apply. Please see each specific exam on for further details. 4. Staffing and recruitment The roles of supervisors and invigilators Invigilators are responsible for the administration of the exam in a room/part of a room. A supervisor is a person who co- ordinates a number of invigilators. For example, you may have two venues with five invigilators at each. You may decide to supervise one venue yourself, and delegate the supervision of the other venue to a supervisor who will manage the invigilators for you. Centre staff in a venue CEM Can also act as supervisor in a venue Supervisor Responsible for the overall running of exams at a venue. Can also act as invigilator Invigilators Responsible for the administration of the exam in a room/part of a room 18 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

20 Your supervisors and invigilators must adhere to our regulations and must preserve the confidentiality and integrity of Cambridge English exam materials before, during and after the exam, whether used or unused. They must not explain exam questions and must not read or amend the answers submitted by candidates. They must also not allow anyone else to read or amend the answers. They are also responsible for carrying out ID checks on all candidates (except for Cambridge English: Young Learners). Minimum requirements for invigilators You are responsible for ensuring that you have enough suitable and trained invigilators for each of your exams. We recommend having a back- up list of extra invigilators in case someone has to cancel at the last minute. Recruitment: Invigilators must have passed character checks to ensure suitability for the role (such as at least one reference, Criminal Records Bureau checks, etc.). You must keep a record showing when the check was carried out and the outcome. Copies of any records must be treated in accordance with UK or local data protection laws. If you hire staff through an agency, ensure that the agency carries out such checks as part of its recruitment process. Number of invigilators: There must be at least one invigilator in the exam room for every 25 candidates; this applies to both paperbased and computer- based tests. Each invigilator must have a clear view of all candidates for whom they are responsible. Hire additional invigilators if necessary. Selecting your invigilators: Invigilators must not be friends, relatives or English teachers of candidates. If there is another invigilator in the exam room, teachers of other subjects can invigilate their own students. These rules also apply to boarding schools or other internal centres. If there is only one invigilator in the exam room: In addition to the conditions above, the invigilator must not have taught the candidates in any subject or have been a colleague if running Teaching Qualification exams. These rules also apply to boarding schools or other internal centres. A means of summoning assistance must be available in the exam room if a candidate needs to temporarily leave the room, or for emergencies. The assistance must be available within a couple of minutes. Additional requirements: You must have an invigilator, or other member of staff, who is trained to use the test day photo software (where relevant). Invigilators must not wear shoes that make a lot of noise when they patrol the exam room. Supervisors: When recruiting and selecting supervisors, ensure they have a competent level of English in order to understand the Exam Day Booklets. In the case of external venues, we might request your centre to appoint an external supervisor (not connected with the venue). CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

21 Records: You must keep records of the invigilation arrangements for each exam paper for up to three months and make them available to us on request. Employ additional invigilators if needed to ensure that invigilators can see candidates screens at CB exams when patrolling the test room. SELT Additional invigilator requirements for SELT exams Please see page 12 for further information. Training You must ensure that all relevant centre staff are familiar with all relevant regulations and instructions. This includes all staff who have to deal with candidates on the day of the exam, for example Speaking Examiners, supervisors, invigilators, marshals and Skills for Life Interlocutors. You must train your supervisors and invigilators at least once a year and preferably before each large exam session. For training your invigilators, see the advice and materials on the support site. The training must include the following: checking candidate IDs, ensuring IDs are valid, detecting impostors, and preventing and detecting fraud and malpractice reading out the full instructions that are in the relevant Exam Day Booklet being vigilant about use of electronic items following exam regulations as contained in the relevant Exam Day Booklet being familiar with emergency procedures in their venue reporting incidents such as late arrivals, malpractice and cases requiring special consideration. You must keep brief records showing that all invigilators and supervisors have been trained, including details of when and how. Records can either be electronic or in paper copy and you must keep them at your centre for two years. Skills for Life centres: recruiting and training Interlocutors Skills for Life centres are responsible for recruiting and training Interlocutors. See the Glossary and Section 1.5 for further information. Non- UK centres: requirements for Speaking Examiners In order for your centre to run any exams you must have a sufficient number of Speaking Examiners (SEs) who meet Cambridge English Language Assessment s Quality Assurance requirements. You must not accept any entries until you have taken steps to ensure that you will have enough SEs who have been inducted, trained and certificated as outlined on the next page. Check whether you have enough at least 12 weeks before the relevant exam session in order to allow enough time for recruitment etc. if new SEs will be required. Details of these requirements and guidance on Speaking Examiners and setting up/managing your SE network are on the support website. 20 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

22 Key: CEM Centre Exams Manager PSL Professional Support Leader RTL Regional Team Leader TL Team Leader SETC Speaking Examiner Trainer Co-ordinator SE Speaking Examiner Quality Assurance procedures Recruitment/Registration Induction If additional SEs are required, applicants submit CVs to CEM. Centres can also receive applications from prospective examiners online, submitted via the Cambridge English website. TL/SETC interviews candidates who meet the requirements. Appropriate applications are endorsed by the PSL/RTL. On approval, Examiner IDs are issued. Carried out online. Training TL/SETC runs a face- to- face training meeting. Certification TL/SETC runs a face- to- face Certification of Procedure (CoP) meeting and SE carries out Certification of Assessment (CoA) online. Performance Feedback (Monitoring) The most significant of several sources of feedback information is face- to- face monitoring of SEs during live Speaking tests by TLs. Monitoring must take place at least once every two years. We have established a Team Leader System to provide professional support for these Quality Assurance procedures. Details of how the Team Leader System works are on the support website. CEMs work closely with TLs/SETCs and PSLs/RTLs to ensure that these procedures are carried out in an efficient and timely manner. You must review your examiner requirements well in advance of any exam sessions and decide if any additional examiners are needed and/or any existing examiners will need training for additional exams. In addition, you must: Engage suitably qualified and experienced SEs, who should be recruited from a range of appropriate local institutions, not only from your centre or other branches within your organisation. You can share a pool of examiners with neighbouring centres. Ensure that accurate SE nomination forms reach us at least eight weeks before the start of the relevant examining window (via the Team Leader System in most cases see below). Ensure that SEs are inducted, trained and certificated before examining is due to start in accordance with our Quality Assurance procedures, summarised above. You will need to work with TLs/SETCs to arrange SE training and certification, and ensure this is in place before enrolling candidates for exams. For monitoring purposes, provide TLs with detailed timetables of all SE assignments. The SE assignment timetables must be provided well in advance of the dates of the Speaking tests. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

23 Note that when a TL is carrying out monitoring, an extra three minutes should be scheduled at the end of each test to allow time for the TL to feed back to the SE in question. See Section below for more details. Return completed monitoring checklists to Nominations promptly once monitoring has taken place. Deploy the SEs to ensure that the Speaking tests are conducted according to the regulations and in the best interests of the candidates. SEs must not examine candidates known to them in a personal capacity, or candidates whom they have taught within the previous three years, or candidates they have examined in the previous six weeks. It is your responsibility to ensure that this regulation is followed. Ensure that SE details are kept up to date on any relevant systems. In addition, please note that: Speaking Examiners must not, without the written permission of the Chief Executive of Cambridge English Language Assessment, allow their name to be used in association with Cambridge English Language Assessment, for example for the public endorsement or promotion of any materials, products or services. Citing this status in formal job applications/cvs is acceptable. Because of the commercially sensitive nature of examining work, and in order to avoid any potential conflicts of interest in the future, we expect examiners not to work as examiners for any other providers of ESOL exams and tests. SEs must at all times maintain confidentiality and security in all aspects of Cambridge English examining work (test materials, candidate assessments, training and other procedures, etc.) and uphold the good reputation of Cambridge English Language Assessment in all examining and public environments. Ordering Speaking packs You need to order Speaking packs and copies of the Instructions to Speaking Examiners in advance of your exams. Please see Section for further details. Instructions to Speaking Examiners can also be downloaded from the support website. 5. Centre inspections We run a rigorous programme of centre inspections, reinforcing our commitment to quality in the provision of exams, for the benefit of centres and their candidates. All candidates worldwide must experience similar exam conditions so that no candidate is either unfairly advantaged or disadvantaged. We regularly inspect centres and their venues during live exams to evaluate the security of confidential materials storage, exam administration and invigilation, and to advise centre representatives accordingly. All Inspectors are trained to record fair and accurate findings and to fulfil a supportive role towards centres, encouraging improvement where needed. We monitor our Inspectors regularly. On some occasions your centre will be visited by an Inspector who will be observing your exam administration and a Monitoring Inspector who will be observing the Inspector s work. This does not imply your centre is under any particular scrutiny. Many inspections are surprise visits, so please always remind your supervisors and invigilators that an Inspector may arrive at any time on an exam day. You may also be subject to inspections by the UK Home Office, or the Department of Immigration and Border Protection of Australia or other regulatory bodies with whom Cambridge English Language Assessment works. 22 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

24 We recommend that you carry out your own internal checks of exam administration, and you can use the self- assessment checklists for this, available from the support website. There is one checklist for written tests and one for Speaking tests, and they closely resemble the inspection report used by Centre Inspectors. The selfassessment checklists are updated annually and you should ensure you are using the current versions. If you are running an exam in a venue that is secure and an Inspector would not be able to access it without arranging it in advance, please contact the Centre Inspections Unit or submit venue details on the support website including relevant details so that suitable arrangements can be made. In order for the inspection programme to be successful and to provide you with support for running your exams, it is essential that you tell us where and when you are holding the exam. Please see Section 2.8 for how to do this. We reserve the right to suspend the centre s authorisation, to charge for inspections that could not be carried out, or to recover any additional costs incurred in the undertaking of an inspection, due to not having been provided with accurate venue, date or start time information or not getting access to the venue by the published deadline. Inspectors can stay at the centre for the entire exam day or might decide to stay only for some of the components. They will observe the exam administration in one or more rooms, check the security arrangements for exam material storage (including Speaking test packs), and will ask you a number of questions regarding the items that cannot be observed on the day. Inspectors have the right to check the candidates photo IDs and ask candidates questions in relation to them. They will give you feedback regarding your exam administration between components or at the end of the visit, depending on your centre s schedule. At the end of the visit you will be given one of the following four ratings: Fully compliant excellent exam administration and security Generally satisfactory a few areas require attention In need of improvement some cause for concern Unsatisfactory serious/numerous faults. You will also have an opportunity to ask questions and leave comments during the feedback session. We recommend that you use the inspection visit to ask the Inspector questions about exam day administration and discuss areas of concern. Please note that Inspectors are not trained to help with technical issues but can record your queries and pass them on to us. Please see Section 4.10 for more information about inspections. Self-audit To further enhance the Quality Assurance programme we may require you to complete a self- audit. The Centre Inspections Unit will contact you if you have been selected for self- audit. Self- audits do not replace face- to- face inspections. Records from inspections and self- audits are used in regular reviews of a centre s performance. Poor performance at an inspection, failure to complete the self- audit process, failure to respond to post- inspection feedback, or failure to correct non- compliance with regulations may result in withdrawal of your centre s authorisation. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

25 6. Fees You must follow correct financial procedures in relation to candidate fees (e.g. in the matter of issuing receipts, keeping accounts, etc.). More information on this and other aspects of correct fee handling is available in the Centre Registration Booklet Exams which is downloadable from the support website. Details of the fees are in the Exam Fees booklet, which is ed directly to your CEM every year (usually in March). If you need another copy, please contact the Helpdesk. For most exams, you will be invoiced by Cambridge English Language Assessment when your entries have been accepted. Invoices must be settled within 28 days from the date of issue. If there are any problems in settling invoices by the due date (e.g. delayed or mislaid invoices) you must inform the Finance Department by ing If invoices have not been settled by the time of the issuing of results for the relevant exam session, we reserve the right to take action as stated in your Centre Agreement. Please note that failure to adhere to the payment terms listed in your Centre Agreement may lead to termination of your authorisation. Cambridge English Language Assessment is not able to give you advice on aspects of tax and VAT relating to your own business. 7. Meeting market demand There is a wide range of exam dates available for you to choose from. See the Exam dates section within each exam on for a list of these dates. To ensure that candidates have plenty of opportunities to take exams, centres, especially open centres, need to offer enough exam sessions to meet candidates needs (where possible). Open centres must do everything possible to facilitate entries from external and private candidates. We might review a centre s authorised status if there is evidence that the centre is failing to reach external candidates. Setting and publishing your own local closing dates for receipt of entries We set entry closing dates as close to the exam date as possible and publish the entry closing dates in the calendars on the support website as soon as possible before each exam session. We have been working hard to reduce the time between the entry closing date and the exam date, to give you more time to make your entries and to give candidates greater flexibility. Please set your own local closing dates for receipt of entries as close as possible to the entry closing dates. Your local closing dates must not be more than two weeks in advance of the entry closing dates. If you wish to set local closing dates more than two weeks earlier than the advertised entry closing date on a regular basis you must request permission from the Helpdesk. 8. Speaking exam arrangements for UK centres Cambridge English Language Assessment provides Speaking Examiners in the UK. You will find instructions on how to arrange Speaking Examiners for your exams in Section CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015