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: [email protected] Tel: (for urgent queries) Application Support For technical queries about computer- based tests, please contact Application Support. The support website: support.cambridgeenglish.org [email protected] Inspections Unit To inform us about changes in venue details and for queries about inspections of centres, please contact the Inspections Unit. [email protected] 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

26 9. Test day photos Test day photos are mandatory for the following exams: Cambridge English: Preliminary (but not Cambridge English: Preliminary for Schools) Cambridge English: First (but not Cambridge English: First for Schools) Cambridge English: Advanced Cambridge English: Proficiency Cambridge English: Legal Cambridge English: Financial Cambridge English: Business Certificates For other exams, such as Cambridge English: Key or Skills for Life, you only need to take a photo of the candidate if they are using their result for immigration purposes. The exams involved might change. We will keep you updated via Centre News and the support site. The UK Home Office will not accept a candidate s result for visa purposes if their requirements are not met, this would include a centre failing to take a photo of the candidate on the test day. There are references throughout this Handbook that explain the key points to consider when planning and running exams that require test day photos. Please note that the regulations can vary according to the country that you are in. Certain regulations apply only to centres running exams in the following regions: UK and Ireland (UK includes England, Northern Ireland, Scotland and Wales) Africa (includes North Africa) Asia (includes India, China, the Middle East and all other countries in Asia) Australasia (includes Australia, New Zealand, New Caledonia and Papua New Guinea). If you are unsure which region your centre is in, please contact the Helpdesk. The full set of instructions for offering test day photos is in the Guide to test day photos on the support website. Note that this is an additional measure and does not replace candidate ID checks. ID checks must still be carried out as normal for each component when candidates are seated at their desks and in the waiting room before Speaking tests, and when taking the photo itself. There are extra regulations for UK SELT centres, please refer to pages Pretesting Pretesting is a vital element in Cambridge English Language Assessment s exam development process. To ensure tests are fair and at the appropriate difficulty level, we ask students around the world to take part in trials of exam material in simulated test conditions. Pretesting material is free to all centres and postage is paid by Cambridge English Language Assessment. Signing up for our pretests means your candidates can practise taking Cambridge English exams using real questions under exam conditions, completely free of charge. Pretesting students receive scores and feedback from Cambridge English Language Assessment trained examiners. This helps students to know which areas they need most practice in, and gives them experience and confidence in taking tests. For teachers, it helps highlight areas where their students might need more help. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

27 If you would like to take part, please contact the Cambridge English Pretesting team at to register for the pretesting e- zine, which gives you useful information about pretests, upcoming sessions and deadlines for submitting requests. Visit our website at to find out more about pretesting. 11. Legal matters Cambridge English Language Assessment aims to operate according to ethical testing principles. This means, amongst other things, adopting policies and practices which ensure data protection, individual privacy and protection, and equal opportunities, as well as being subject to anti- bribery legislation. As key stakeholders in the delivery of Cambridge English exams we expect you to work to similar principles. You must comply with all local laws and regulations, and must ensure that you are properly registered as a business in the country or countries in which you operate. If you believe that Cambridge English Language Assessment s regulations or other requirements are inconsistent with the law in your country, please contact the Helpdesk in the first instance. You must also be aware of potential conflicts of interest. As a Centre Exams Manager, you personally must not take any Cambridge English exams at your centre. If any of your staff want to take an exam at your centre, think about any potential conflict of interest and how you will manage it. Anti-bribery Cambridge English Language Assessment is subject to the Prevention of Corruption Acts and the Bribery Act As part of a Centre Agreement, the centre signs up to clauses to confirm that it has not: committed offences under these Acts offered any gift or consideration as an inducement to enter into the Agreement paid or agreed to pay any commission in relation to the Agreement and that it will not do these things in relation to carrying out the Centre Agreement. Breach of these things would be a reason for termination of the Centre Agreement. Data protection You must handle candidate data on behalf of Cambridge English Language Assessment in a way which complies with the UK Data Protection Act (1998). This means: ensuring that all personal information (e.g. name, address, contact details, date of birth, exam results) is stored securely either in password- protected computer systems or in secure/locked filing cabinets ensuring that candidates personal data is not used for anything other than exams processing (e.g. marketing) without first gaining their explicit consent anonymising any records which are to be used for ongoing statistical analysis (e.g. publication of centre results in marketing material). In addition, no candidate s personal data can be held for longer than can be justified for exams processing purposes. This means: 26 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

28 Returning to Cambridge English Language Assessment all named/personalised exam material (e.g. answer sheets and attendance registers) immediately after the exam. This includes any audio and video material. Destroying all personal information, whether held in computer or paper files, after two years. This includes not only the personal information outlined above, but also additional items such as medical certificates and information collected on exam entry forms. Destroying securely any statements of results or certificates unclaimed after two years. We recommend destroying these after one year. Whether you hold candidate data for processing exams on our behalf or for any other reasons, you must accept that Cambridge English Language Assessment has no responsibility for the way in which this data is stored or processed. You must make this clear to candidates and you are strongly advised to take adequate steps to ensure that you comply with local data protection legislation in respect of this information. Individual privacy and protection You must respect individuals privacy in relation to the administration of the Cambridge English exams and ensure that candidates are adequately protected against any potential dangers. What this means in practice may be the subject of local law, and you are advised to take professional advice on this. In particular, you must make sure that the safety of children and young learners is assured in all matters relating to the administration of Cambridge English exams. For further information, please refer to the Child Protection Policy on the support website. Equal opportunities and disability discrimination Subject to local law and culture, you must provide equal access to Cambridge English exams to all candidates, regardless of, but not limited to, race, age, colour, nationality, ethnic origin, gender, marital status, religion, sexuality, political belief or disability. It may be necessary to take local legal advice on this matter. In order to accommodate this principle, you may need to make special provision for test takers who would otherwise be disadvantaged by a temporary or permanent disability or other adverse circumstances. Centres in the UK should note that, under the terms of the Equality Act 2010, it is a legal requirement to make reasonable adjustments so as to be able to cater for candidates with disabilities, and you must operate according to similar principles in this respect. This means, for example, that you must, where reasonably practicable, make appropriate provision to enable: physically disabled candidates to access exam halls visually impaired candidates to sit an exam using either a Braille paper or an enlarged print version (sanctioned with the necessary period of notice beforehand and supplied by Cambridge English Language Assessment) dyslexic candidates to receive additional time (sanctioned beforehand by Cambridge English Language Assessment) candidates requiring an Amanuensis or Reader to be given appropriate access (sanctioned beforehand by Cambridge English Language Assessment). Note that this is not an exhaustive list. Further information about Cambridge English Language Assessment s special provision is available in the Special Requirements Booklet, available to download from the support website. Centres in the UK can obtain advice on UK disability legislation from CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

29 Intellectual property The copyright on all documents, question papers, CDs, past paper packs, etc. produced by Cambridge English Language Assessment is owned by the University of Cambridge ( UCLES). Such materials must not be copied or reproduced without express written permission from Cambridge English Language Assessment. In particular, making copies of any question paper or CD without express written permission from Cambridge English Language Assessment is strictly forbidden and may lead to termination of the centre s authorisation. For further information, please see the Regulations on the support website. The Cambridge name and the University shield are registered trademarks throughout the world and are protected by law in most countries. You must not reproduce the University shield in any format, except as specified in the Logo regulations, available from the support website. Every document, webpage, etc. that features the Cambridge English Language Assessment logo or the University shield must be approved in advance by Cambridge English Language Assessment. Misuse of the Cambridge name, shield, etc. (including unauthorised publication) is a serious infringement of the terms under which Cambridge English Language Assessment centres are authorised to operate. Changes We reserve the right to implement changes to these regulations and procedures. We will notify you of these changes by and/or Centre News. We advise you to consult the Cambridge English Language Assessment website and the support website regularly. Make sure you read the regular Centre News and any s from us. 12. Where to find information Your support website: support.cambridgeenglish.org The support website is where you can log and track support requests with the Helpdesk and Application Support. On this site you will also find: answers to common queries about Cambridge English exams, websites and software important announcements regarding systems outages/ problems and changes to administrative processes Handbook for Centres and Exam Day Booklets exam dates and admin dates self-assessment checklists Exam Admin Toolkit (posters, etc.) order forms for Speaking packs and Listening CDs information and downloads for the Authorised Centre logo order forms for free marketing materials information about training for CEMs and invigilators guidance on how to get started downloads for the Identica test day photo software. 28 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

30 KET/KETfS PET/PETfS FCE/FCEfS CAE CPE BEC P BEC V BEC H ILEC/ICFE TKT Delta This booklet contains regulations for the following paper-based Cambridge English exams: Cambridge English: Key (KET) Cambridge English: Proficiency (CPE) Cambridge English: Key (KET) for Schools Cambridge English: Business Certificates (BEC) Cambridge English: Preliminary (PET) Cambridge English: Financial (ICFE) Cambridge English: Preliminary (PET) for Schools Cambridge English: Legal (ILEC) Cambridge English: First (FCE) Teaching Knowledge Test (TKT) Cambridge English: First (FCE) for Schools Delta Module One Cambridge English: Advanced (CAE) To save space, they are referred to throughout this document by their abbreviations. Please note there are separate Exam Day Booklets for Cambridge English: Young Learners (YLE) and Certificates in ESOL Skills for Life (Skills for Life). There is also a separate Computer- Based Testing Exam Day Booklet for any computer- based versions of the above exams. If you are running TKT: Practical, please use the TKT: Practical module Handbook for teachers. Throughout this booklet, You means the centre and/or the Centre Exams Manager (CEM) on behalf of the centre or any supervisor or invigilator who needs to carry out these tasks. As required in your Centre Agreement, you are responsible for ensuring these and any other instructions from Cambridge English Language Assessment are followed. You must have a copy of this booklet in each exam room and in the waiting room of the Speaking test venue. Key Although you need to follow all the instructions in this booklet, you need to pay extra attention to some items. To help you, we have marked these sections with the following symbols: this highlights a change since the last edition of this Exam Day Booklet CBT YLE SfL these regulations are relevant to test day photos these regulations are relevant to the Centre Print/Scan option regulations with this symbol show that failure to follow them will result in a low rating at an inspection. If you would like to see all items checked during inspections, see the self- assessment checklists on the support website. submit a form to Cambridge English this regulation applies only to sessions where there are candidates taking the exam for UK Visa and Immigration purposes EXAM DAY BOOKLET 1 For instructions on running the exams, download the following from the support site: Handbook for Centres Exam Day Booklet Cambridge English: Young Learners Exam Day Booklet Skills for Life Exam Day Booklet Computer- Based Testing Exam Day Booklet Special Requirements Booklet Guide to test day photos Speaking Examiners information CPS User Guide Handbook for centres 2015 SELT Exam Day Booklet 2015 Supervisors and invigilators should find everything they need in the relevant Exam Day Booklet, but make sure there is a way for them to contact you, or a nominated representative, in case they have any urgent queries on the exam day. Cambridge English website: Information for candidates, including exam dates and a list of centres where they can take the exams Centre search list CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

31 Exam cycle 4. Exam day 3. Exam materials This part of the Handbook is divided into sections according to a typical cycle of an exam session: 6. Results & Certificates 1. Exam planning 5. After the exam 2. Entries 4. Exam day 3. Exam materials 30 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

32 5. After the 2. Entries 1. Exam planning 4. Exam day 3. Exam materials Pick an exam date Choose an appropriate venue Arrange invigilators and supervisors UK: Book Speaking Examiners Non-UK: Arrange Speaking Examiners from your SE network 5. After the exam 6. Results & Certificates 1. Exam planning 2. Entries 4. Exam day 3. Exam materials 1.1 Choosing an exam date Some exams are scheduled, i.e. they are on fixed dates. Others are on demand and you can choose the exam date. For guidance on choosing an exam date for on- demand exams, see Section 2.1. Exam Fixed date? Where are the dates? 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 Cambridge English: Legal Cambridge English: Financial Delta Module One Skills for Life CB TKT (this includes any computer- based versions of these exams) TKT (paper-based) Cambridge English: Young Learners CB Cambridge English: Young Learners* *Please note that CB Cambridge English: Young Learners is not available in all markets yet. Yes No Yes See calendars on the support website Not applicable See the CB Cambridge English: Young Learners Entries System. 1.2 Candidate Registration forms and ID For any exam that requires a test day photo, you must get consent from the candidates for taking their photo. We recommend that you do this via the relevant Candidate Registration form. We have provided some template Candidate Registration forms on the support website. You can use these forms or adapt your own forms to include the same information and questions (although please note that there is a special regulation for certain regions on the next page). CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

33 You are responsible for storing the forms at your centre (or your preparation centres can store them) for two years and you must provide copies on request to Cambridge English Language Assessment. Centres in the UK, Africa, Asia and Australasia: you must use the Candidate Registration forms that are on the support website. If you wish to gather other information that is not included in these forms, you can adapt them and add this, but you must not remove any of the questions and you must ensure that candidates have completed all sections of the form before you submit their entry. You must record on the form the type of photo ID the candidate provides when registering and ask them to bring the same photo ID on the day of the exam, and provide this list to the invigilator to check. If a candidate does not bring the same ID on the day of the exam, they must not be allowed to take the test. SELT You must obtain the candidate s consent by asking them to complete the relevant Candidate Registration form when they register for the exam. You can download the forms from the support website. Store these consent forms at your centre for two years. 1.3 Choosing suitable venues and exam rooms All exam venues must meet our minimum requirements and must be fit for purpose. When selecting a venue, make sure: It has suitable secure storage facilities for exam materials. The rooms are big enough for all your candidates, bearing in mind there must be at least 1.25m between candidates (from the centre of one candidate's working area to the centre of the next candidate's working area in all directions). Desks are large enough to hold two A4 sheets laid side by side. All candidates are facing in one direction with the exception of the Cambridge English: Young Learners exams, where desks can be in any formation. For Cambridge English: Young Learners, candidates can sit at round tables, as long as the 1.25m distance is maintained. There is suitable equipment for Listening tests. There are no regular bells, e.g. to mark lesson start/finish times, which would disturb the candidates, unless these can be switched off or disabled on the test day. The general ambience is suitable e.g. not too noisy, light enough, comfortable temperature, clean and is conducive to candidates performing at their best. The building is available on the exam day: Is it open on the day you wish to run the exam? Can you book the room(s) in advance? Do you have access to the building yourself? Will you need building staff to give you access on the day? Are there any other events planned there that day that could disrupt the exam? The location is accessible for candidates. There is disabled access to the exam room and to PCs, or alternative arrangements, e.g. a ground floor room (if needed). There is a suitable area for taking test day photos (where relevant). If you are an open centre and also teach candidates at your centre, it is best practice to use neutral premises (such as another venue), if other large preparation centres enter candidates through your centre. For instructions on how to set up exam rooms on the day, see the relevant Exam Day Booklet, which is available from the support website. This booklet must be available in each exam room during the exam. 32 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

34 Venues outside of your country If you want to run an exam in a venue outside of your country or agreed region, please contact the Helpdesk to discuss it. You must not run an exam in another country without first getting permission from us, and there are several things to consider, such as getting materials to the venue on time, and sourcing Speaking Examiners locally Computer- based exam rooms In addition to the above, for computer- based tests you need to ensure that conditions are suitable. When selecting a venue, make sure: That no candidate s work can be overseen by other candidates. The exam room has enough PCs for the number of candidates, including a designated administration workstation and enough spare PCs. The ratio of how many to provide is in the Computer- Based Testing Exam Day Booklet. The minimum distance between the edge of one screen and the edge of the next is 1.25 metres unless you are using dividers or privacy filters. If you are using dividers, you must make sure that they are both high and long enough on all sides to prevent the candidates from seeing each other s screens. In all cases, you must ensure that candidates cannot communicate with each other or see each other s screens. There are enough headphones in good working order, including spares. Check that the sound on the PC is switched on. There is a printer available at each venue (where possible). Conditions are suitable for candidates to perform at their best. Ensure adequate lighting in the room while making sure there is no glare on the screens. Ensure that there is enough ventilation or temperature control in the room to compensate for the heat generated by the equipment. You must provide adequate space at each workstation to enable candidates to make notes if they wish. Where possible, equipment such as screens and chairs is adjustable, and try to provide foot rests/wrist supports etc. You must also take into consideration the laws in your country regarding health and safety of anyone using a computer. Time zones If you are planning to run a computer- based test in a venue located in a different time zone from that of your main centre, it is your responsibility to inform the Helpdesk as soon as possible before making entries. Please telephone the Helpdesk if the request is urgent. If you do not inform us, it might affect the exam on the day Listening test rooms Choose a suitable venue and make sure you check the rooms and equipment in advance and on the day of the test. Key points to cover when choosing rooms and checking their suitability include: Listen for reverberation caused by large rooms, unoccupied space, high ceilings, etc. Room acoustics will vary, depending on whether a room is empty or full. It s advisable to try out the sound system with people in the room, rather than only trying it in an empty room. Check sound direction and the distance between speakers and candidates. If multiple loudspeakers are available, check the best positioning of these in each room to ensure an even distribution of sound throughout the room. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

35 If you use a language laboratory, you must either fulfil our minimum distance requirements of 1.25m or you can use dividers. If you are using dividers, you must make sure that they are both high and long enough on all sides to prevent candidates from seeing each other s screens. In either scenario, the supervisor must be satisfied that the invigilator can see all candidates at all times. If necessary, arrange for extra invigilators. It is your responsibility to ensure that any facilities and equipment you use for running the Listening component meets the requirements of ensuring candidates can hear the recording clearly and the test material is secure. If you use wireless headphones, you may need to experiment before the exam day to establish if it meets requirements. If using wireless headphones, we would recommend that you have wired headphones on standby in case there is any interference or hardware failure. You must ensure that the Listening test cannot be recorded by anyone inside or outside the exam room, for example, you might want to restrict access to the area around the exam room while Listening tests are in progress. You must test all sets of headphones to be used in Listening tests before the exam date. Check the possibility of noise outside the exam room as well as in it. For example, if there is a noisy road outside, will this make it hard for candidates to hear the test? Where possible, hold a practice test in the rooms to be used, to allow a more accurate assessment of the most appropriate tone and volume settings to use under exam conditions. You must not use live Listening CDs for this purpose. Sound reproduction can often be improved when bass is reduced, treble boosted and volume is kept as low as is reasonable for the CD to be heard clearly in all parts of the room. In addition, you must check the quality of the recording and playback equipment, including speakers, in any premises where the Listening tests are to be taken to ensure that technical specifications required for the test can be met (e.g. inbuilt pause facility, playback speed, sound reproduction/quality, volume capacity, etc.). Where these do not meet requirements, you must take remedial action before the exam. You must ensure that the audio equipment is kept in good working order. Hardware, including headphones, must be regularly maintained and checked to minimise the risk of equipment failure. These checks are of vital importance and should help you avoid the need to request special consideration for any candidates who are unable to hear the test properly. For instructions on how to run the Listening test on the day, please see the Exam Day Booklet, available from the support website. This booklet must be available in each exam room during the test Speaking test rooms When choosing suitable Speaking exam venues, you must consider the following: Each Speaking test room must be able to fit up to six people. Tests must not be held simultaneously in a shared room. The whole examining area should be as far as possible from noise and disturbance. The basic requirements are separate rooms with adequate lighting and ventilation for the Speaking test, and they must be checked for suitable temperature and cleanliness. They must also be equipped with suitably sized tables and enough chairs, arranged as shown in the diagram on the next page. Speaking Examiners are responsible for bringing their own clocks but we recommend you have some spare ones in case there is a problem with theirs. 34 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

36 You must have a separate waiting area for candidates about to take their test with enough chairs for them to sit on while they are waiting for the Speaking test. The waiting area must be a quiet room and must be some distance away from the exam rooms. It must also be supervised, and care taken to ensure that candidates who have finished their test are not allowed to communicate with candidates who are still waiting to take the test. Where possible, any exam with younger candidates, such as Cambridge English: Young Learners, Cambridge English: Key for Schools, Cambridge English: Preliminary for Schools or Cambridge English: First for Schools, should be held in rooms with interior glass windows or doors, taking care that the test material is not visible to any waiting candidate. Holding the Speaking test in a hotel bedroom is unsuitable. However, if no other solution can be found, then the bed must be removed and the room arranged as shown in the diagram below. Speaking Examiners are responsible for arranging the furniture to suit the various exam formats and the number of candidates tested simultaneously. Below are some possible seating arrangements. Note that centre staff and Inspectors are not allowed in the exam room during a Speaking test. Only the Speaking Examiners and candidates are allowed, as well as Team Leaders, for monitoring purposes. Inspectors will check Speaking test rooms before or in between tests. For further instructions on how to run the Speaking test on the day, please see the Exam Day Booklet, available from the support website. This booklet must be available in the administration area during the test. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

37 1.3.4 Skills for Life Speaking & Listening rooms Skills for Life Speaking & Listening tests are in a paired format so there is no candidate C in the diagram above. In addition to the regulations listed in the previous section make sure: there is a CD player in every room that is being used for the Skills for Life Speaking & Listening unit someone is available on the day who can help you if there are any problems with the CD players there is an effective way of timekeeping for the Interlocutor in each exam room. For advice on timetables, please see the Skills for Life Speaking & Listening timetabling guidelines. For instructions on how to run the Speaking & Listening test on the day, please see the Skills for Life Exam Day Booklet. Both documents are available from the support website. The Skills for Life Exam Day Booklet must be available in the administration area in each venue. 1.4 Preparing for Speaking exams For Speaking exams you must arrange the following: Non-UK centres Recruit and train Speaking Examiners (see Section 1.4.1). Speaking packs: ordering, automatic despatch and top- up orders (see Section 1.4.1). Order Instructions to Speaking Examiners booklet. If you need more copies close to the exam date, these can be downloaded from the support website (see Section 1.4.1). UK centres Book Speaking Examiners (see Section 1.4.2). 36 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

38 In addition, you must: Provide enough trained staff for supervising and marshalling at the Speaking test venues. Timetable the Speaking tests (see Section ). Ensure that arrangements are made for Speaking Examiners, for example, refreshments and car parking facilities, and provide them with details of whom to contact if they have any queries. There is no requirement for you to provide lunch or dinner for examiners Non-UK centres Speaking Examiners You must not accept entries unless you are sure that you will have sufficient numbers of approved, inducted, trained and certificated Speaking Examiners in time for the exam. See also Non- UK centres: requirements for Speaking Examiners in the Centre administration section for information about how to recruit and train Speaking Examiners. Speaking packs: Ordering, automatic despatch and top- up orders Exam Ordering/automatic despatch Top- up orders/new centres Cambridge English: Key We despatch Speaking packs twice a year: If you need more Speaking packs throughout Cambridge English: Key for Schools Issue 1 is for the May to October exams. the year, or are a new centre, order your Cambridge English: Preliminary We despatch it in April. Speaking test packs using the order form on Cambridge English: Preliminary for Schools Issue 2 is for the November to April the support website. Cambridge English: First exams. We despatch it in October. Cambridge English: First for Schools We will send you the same number of Speaking packs that were sent to you in the Cambridge English: Advanced same period last year. You will receive Cambridge English: Proficiency notifications in advance and will be able to Cambridge English: Business Certificates tell us if your requirements have changed. Submit all changes to your requirements by the deadline given in the reminders that we send you. Cambridge English: Legal We despatch Speaking packs once a year, If you enter candidates for subsequent Cambridge English: Financial for use throughout the year. These are automatically allocated based on the number of entries you make for each session. There is no need to place an order for these Speaking packs. sessions within a calendar year, and we believe that you might need extra Speaking packs in addition to the ones previously received, these will be sent automatically, along with your other exam materials. Cambridge English: Young Learners You must place your order for the next year by November of the current year using the Young Learners Speaking Packs Order Form on the support website. New centres will automatically receive Speaking packs based on the entries they make for their first session. If you need additional Speaking packs throughout the year, or are a new centre, order your Speaking packs using the Young Learners Speaking Packs Order Form on the support website. Please do not complete any order forms if: You are from a UK centre, as Speaking test packs are sent directly to Speaking Examiners. Your centre is not eligible to run the exam, as your request will be refused. If you wish to confirm your centre s exam eligibility, please contact the Helpdesk. Use the same Speaking packs for both paper- based and computer- based tests. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

39 Speaking packs: secure storage We despatch Speaking packs in a separate consignment from the other components. You are responsible for the security of the Speaking test materials, for distributing them to the appropriate Speaking Examiners and ensuring that they are collected and made secure until the next exam administration. You must keep the Speaking materials under the same security conditions as all other exam materials until we instruct you to destroy them. Please see Section 3.6 for regulations on the secure storage of exam materials. The instruction to destroy old Speaking materials will come in the letter accompanying your new Speaking materials. See Section for more details. You must ensure that Speaking Examiners are able to familiarise themselves with the content adequately before the start of the Speaking test window, while ensuring that the security of the materials is maintained. Examiners must be reminded of their confidential nature and the need to maintain security at all times by never leaving materials unattended. Examiners must also be reminded that these materials are to be used for live Speaking tests only. Each Speaking pack has a unique serial number on the back. You must use them to establish a logging and signing in/out system to record each pack by its serial number. You must log each time the pack is taken out of secure storage. This will enable Speaking packs to be tracked more easily and ensure enhanced security of the packs. Instructions to Speaking Examiners Instructions to Speaking Examiners are not sent automatically with Speaking packs. You must order copies of the relevant Instructions to Speaking Examiners booklet(s) from the support website and make these available to your examiners for training purposes, and far enough in advance of the Speaking test session to allow adequate preparation. The exception to this is when a revised version of the Instructions to Speaking Examiners is issued and these will be sent to centres automatically. Speaking Examiners MUST have a copy of the Instructions to Speaking Examiners with them when they examine so that they can refer to vital information, particularly the assessment scales. You must ensure Speaking Examiners have a copy of the Instructions with them while examining, otherwise the Speaking test results can be rendered invalid. Speaking Examiners must keep their copy of the booklet for the duration of a Speaking test session and take it on all examining assignments. As this is a users manual, examiners need the opportunity to familiarise themselves fully with the contents of the booklet. Between sessions the booklet can either be kept securely by examiners or stored at the centre UK centres Booking Speaking Examiners Cambridge English Language Assessment manages Speaking Examiners (SEs) in the UK, including registration and training. UK SEs are responsible for all confidential exam material which they retain after the exam. You must book your examiners using the support website, by the deadlines given in the UK calendars. Cambridge English Language Assessment will provide an Examiner- in- Liaison (EL), who is responsible for checking the following with you: arrangements for timetabling, including break times the actual number of candidates to be examined location 38 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

40 parking facilities information about any candidate who has special requirements. The EL communicates this information to their co- examiners at least seven days before the exam day. On the day of the tests the EL is also responsible for helping to ensure that the security of completed mark sheets is maintained at the conclusion of each Speaking test session. See the Guidelines for UK Speaking Examiners on the support website for further information. The EL for each assignment will normally contact you to check the information above. If the EL has not contacted you at least seven days before the assignment, contact them using the details provided with your apportionment confirmation. If you have problems contacting your EL, please notify the Speaking Test Team at If you have any increase or decrease in candidate numbers, you must notify the Speaking Test Team and your EL immediately to make sure that they have allocated adequate examiners to your centre. Any examiners withdrawing from assignments are instructed to contact the Speaking Test Team, the centre and the EL. In this event the Speaking Test Team will allocate a replacement as soon as possible. If you have any queries about any examiner, please contact the Speaking Test Team. Speaking test packs and Instructions to Speaking Examiners Speaking test packs and Instructions to Speaking Examiners are supplied separately to all UK Speaking Examiners. Speaking Examiners are directly responsible for the security of materials allocated to them until receipt of further instructions from Cambridge English Language Assessment. Note that Speaking test packs are to be used for live Speaking tests only. 1.5 Skills for Life Interlocutor training packs Skills for Life centres are responsible for recruiting and training Interlocutors, and are sent self- access Interlocutor training materials. If you need a pack, please contact the Helpdesk. You must ensure that all those selected to act as Interlocutors are given these materials and that they work through them in good time before running the Speaking & Listening tests. Interlocutors who have examined before, but have not done so for a period of eight weeks or more, must consult these materials to reacquaint themselves with correct procedures. After the exam, you must store these materials securely in the centre for future test dates. 1.6 Skills for Life Speaking & Listening test packs We supply the following number of packs for Skills for Life Speaking & Listening: 1 30 candidates 3 packs candidates 5 packs candidates 6 packs candidates 8 packs 200+ candidates 10 packs These packs remain live for the whole year and are sent when you make your first Speaking & Listening entries. You must keep these packs and store them securely at your centre s premises, according to the regulations in Section 3.6, and only destroy them when you are instructed to by Cambridge English Language Assessment. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

41 If you make more entries later in the year, we will only send additional packs if you enter a greater number of candidates than your first entry. You will also receive a CD in each pack. If you need anything different from the standard allocation to meet venue requirements, please contact the Helpdesk well in advance and every effort will be made to meet your needs. You will receive personalised mark sheets every time you enter candidates. You are responsible for handing out the materials to your Interlocutors far enough in advance of the Speaking & Listening test session to allow for adequate preparation, though this must be done ensuring that adequate security is maintained. The preparation must be done at the centre. Each Speaking pack has a unique serial number on the back. You must use them to establish a logging and signing in/out system to record each pack by its serial number. You must log each time the pack is taken out of secure storage. This will enable Speaking packs to be tracked more easily and ensure enhanced security of the packs. 40 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

42 5. After the 2. Entries 2. Entries and timetabling 4. Exam day 3. Exam materials Submit your entries on or before the closing date Use the appropriate Entries System Send information to your candidates Remind candidates to bring photo ID Submit your venue details on time Plan your timetable 5. After the exam 6. Results & Certificates 1. Exam planning 2. Entries 4. Exam day 3. Exam materials Introduction For most exams, there is a set date on which the exam must be held, and a window of dates for the Speaking test; these dates are listed on the support website. You and your CEM are responsible for submitting entries accurately and in accordance with the entry closing dates. You must: Follow the regulations on minimum entry requirements (see Section 2.3). Ensure that each candidate is only entered once for a given exam in each exam session. Give careful attention to the spelling of candidates names, including any diacritical marks which will be on the Confirmation of Entry, statements of results and certificates. Not include titles, e.g. Mr or Dr, in the entry information. Not substitute one candidate for another after the entries have been submitted. Ensure that candidates have given consent for test day photos (where relevant). If you are using more than one exam room, submit a three- digit packing code/venue code for each room. Our regulations say that you must only open question paper envelopes before the start of the exam in the exam room in front of the candidates. The packing codes/venue codes ensure that your exam materials are split into packages per room and you do not need to open the question paper envelopes before the start of the exam. For further information about these codes, please see the user guides for the relevant Entries System. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

43 2.1 Making entries 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 Cambridge English: Legal Cambridge English: Financial Delta Module One (and any computer- based versions of these exams) Skills for Life Fixed date? When Where/How Yes, see calendars on the support website Yes Paper-based TKT No Computer-based TKT Cambridge English: Young Learners Computer-based Cambridge English: Young Learners* Yes, see calendar on the support website *Please note that CB Cambridge English: Young Learners is not available in all markets yet. No Yes By the entry closing date At least four weeks before the Writing and Reading test day At least five weeks before the Speaking and Listening test day At least five weeks before exam week By the entry closing date At least five weeks before exam day At least seven days before the session See the support website for details See the support website for details See the support website for details See the support website for details Throughout 2015 there will be changes to some of our Entries Systems. Please check the support website for more information. We will also inform you in Centre News about any developments. This table is for guidance only. Make sure you have the most up- to- date calendar from the support website. You can submit your entries well before the entry closing date, and might in fact prefer to do this rather than risk last- minute problems (such as issues with your internet connection). However, please ensure that all entries are submitted (not just saved) by the entry closing date. Any entries accepted after the closing date will incur a late entry fee. See Section for more information. Order your question papers by the entry closing date so that we have enough time to despatch them to you. There is no closing date for registering candidates, as you will print your own personalised answer sheets. For exams where test day photos are required, candidate entries must be confirmed in advance of the exam date, to ensure that an accurate test day photo file can be downloaded. Note for UK centres All UK centres must submit a Speaking Test Arrangements form (ST form) on the support website by the deadline given on the relevant exam calendar. This includes Speaking tests for both the paper- based and computer- based tests. Skills for Life centres need to submit the Speaking and Listening Test Arrangements form (SfL ST form) no later than five weeks before the exam date. Make sure you adhere to the arrangements made for the Speaking or Speaking & Listening tests as it can be difficult for us to change examiner assignment details, especially at short notice. If you find that an examiner assignment has to be re- arranged, please contact the Speaking Test Team immediately. Details are given on the 42 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

44 relevant ST form, available on the support website. Any changes must be resolved before the beginning of the Speaking test window or Speaking & Listening session Late entries For computer- based exams, you cannot submit entries after the entry closing date. For paper- based exams, you can submit late entries after the closing date and up to three weeks before the exam date, but please be aware that we cannot guarantee that materials will arrive at your centre in time for the beginning of the Speaking test window (especially if there are local transport issues, or any other issues which could affect deliveries). All materials for candidates entered late will arrive separately from the main consignment. Entries timescales for paper- based exams Entries timescales for paper-based exams Submit entries Entry closing date Late entries can be submitted, but Cambridge English cannot guarantee delivery of materials in time for the exam 3 weeks before the exam Cambridge English will not despatch any further materials at this stage. You should only accept additional candidates if you have enough spare materials Exam date Late entry fees apply Late entry fees apply Late entries less than three weeks before the exam date At this stage, it is too late for us to send you exam materials. If you have not made any entries for an exam session you will not have any spare materials and we will not be able to send you any in time for the exam. This means you must not submit entries for a session at this stage if you haven t already got spare materials as you will not be able to run the exam if you make your first entries at this time. Please note that the Entries System will not stop you making entries in this situation even though you will not be able to run the exam. If you are adding additional entries to an exam session for which you already have entries, you must only do so if you have enough spare materials*. It is your responsibility to ensure that you have enough spare materials if you accept late registrations. NOTE: Unauthorised photocopying of exam material for late entry candidates is strictly prohibited and candidates without printed copies of materials will need to be re- entered for a subsequent session. *Question papers are normally packed in sets of five, so if you entered 23 candidates, you would normally receive 25 question papers, and you could accept two late entries. You will also receive spare blank mark sheets which you can use for late entries. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

45 If you are unsure whether you will have enough spare materials, please contact the Helpdesk. If you have a query about your entries and are waiting for this to be resolved before submitting them, please make sure you remember the restrictions above. You might want to submit them while your query is still being resolved, so that you do not miss the deadline and can still receive materials. Please see Section 2.5 Reserve entries as a possible option. For all entries submitted after the entry closing date you will be charged an additional fee. Information on late fees is in the Exam Fees booklet which is sent to all CEMs every year, usually in March. Contact the Helpdesk if you need a copy of this booklet. Order your question papers by the entry closing date. You can place top- up orders after that date until three weeks before the exam day. You will not be charged late entry fees for these top- up orders. For Cambridge English: Young Learners, materials will not be despatched for any changes to provisional entries received less than three weeks before the set exam date. Ensure that any late entries are entered and submitted online before the final amendment date. Late entries and packing codes If you submit late entries after the entry closing date but more than three weeks before the exam, you can still add new packing codes. If you submit late entries less than three weeks before the exam, you cannot add new packing codes and we will not send you new materials. You have to ensure that you have enough spare materials in each packing code to accommodate your candidates. Adding candidate information to the attendance register The name and number of a late entry candidate might not appear on the attendance register or mark sheets. Make sure that your supervisors and invigilators are aware that they must add this missing information on the day of the exam. If there is no space available on the attendance register, they must attach a covering note with the candidate s name and candidate number. They must also include any answer sheets or question papers for these candidates with the answer materials for all candidates at your centre. Please note, for exams with Speaking tests (except for Skills for Life), you must print the Speaking test attendance register from the Entries System. You can re- print the attendance registers to include any candidate amendments before the exam takes place. See the Speaking Attendance Register Quick Guide, from the Help section of Cambridge English Online, for further information. 44 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

46 2.2 Entries Systems Throughout 2015 there will be changes to the Entry System 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. For submitting entries for Cambridge English: Young Learners and CB Cambridge English: Young Learners, please see the guidance on the support website. Cambridge English Online: At time of going to print, this site is used to enter candidates for the following exams: 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 Cambridge English: Legal Cambridge English: Financial Delta Module One This includes any computer- based versions of these exams. As stated in Section 2.1, the system you use for entering candidates for some of these exams will change in 2015 and the latest information is available on the support website. Online Entries: Use this site for entering candidates for: Skills for Life (UK only) TKT (paper- based and computer- based) As stated above, the system you use for entering candidates for some of these exams will change in 2015 and the latest information is available on the support website. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

47 2.3 Minimum entry numbers In most cases, you need to submit a minimum number of candidates in order to run an exam. Details are in the table below. Exam Minimum number of candidates Timeframe 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 Cambridge English: Legal Cambridge English: Financial Four candidates For an exam date This includes any computer- based versions of these exams. Delta Module One No minimum entry requirement n/a TKT Four candidates For an exam date Skills for Life* 10 candidates For each unit, at any combination of levels Cambridge English: Young Learners 10 candidates On the same date across all levels *For Speaking & Listening tests there must also be a minimum of four entries at any one level. In some cases we may accept a lower number of candidates. If you want to request approval for this, please follow these steps: enter and save candidates on the relevant Entries System (but do not submit them yet) contact the Helpdesk if you are given approval, submit the entries if you are not given approval, withdraw the entries. 2.4 Candidate numbers This section explains how candidate numbers work in Cambridge English Online and Online Entries. For details of other Entries Systems, please see the support website. Cambridge English Online Within Cambridge English Online, you can either manually allocate your candidate numbers or allow the system to automatically assign them for you. Numbers must be allocated from the following ranges: 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 Preliminary Cambridge English: Business Vantage CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

48 Cambridge English: Business Higher Cambridge English: Legal Cambridge English: Financial Delta Module One Online Entries Skills for Life and TKT candidate numbers are given in the order they are entered. 2.5 Reserve entries Reserve entries are a way of providing a contingency in case you have late registrations, making sure your candidates receive materials and do not incur late fees. Reserve entries must be submitted before the exam closing date along with your named entries. See the user guide for the Entries System on the support website for instructions on how to submit reserve entries. Please note that reserve entries do not have names assigned to the candidate numbers. Once you have the names, please submit them on the Entries System. If you do this before the entry closing date, we will send you personalised materials. Otherwise we will send you materials that say RESERVE ENTRY. It s very important that you add the correct candidate names before the final amendment date or the candidate results and certificates will still say RESERVE ENTRY. Please be realistic in your estimate of the number of reserve entries that you submit. You will usually be invoiced for unused reserve entries except if you make: For all exams except TKT and Skills for Life: At least 20 named entries for an exam session, for example Cambridge English: Preliminary May B or CB Cambridge English: First January UF AM1. For TKT: At least 20 entries for any combination of modules within the same session week (Monday to Sunday) for TKT. For Skills for Life: There are no reserve entries. For Cambridge English: Young Learners and CB YLE see the support website. For all refunds you must complete the relevant request form, available from the support website, before the final amendment date for that exam. If you are participating in Centre Print Scan you will be able to register named candidates closer to the exam date because you will be printing the candidate response forms (answer sheets). This means that you do not have to make reserve entries. You must stop adding candidates to the entries site 24 hours before the exam. This allows time to process the data, to print the materials and to download test day photo files. 2.6 Materials for multiple venues and rooms You might want to run your exam in multiple venues or rooms. However, you are not allowed to open the question paper envelopes in advance (they must be opened in the exam room in front of the candidates on the exam day). We can pack the materials in separate packets for you. Divide your entry into groups, referred to as packing codes on Cambridge English Online, and assign each of these groups a code of three alpha characters (e.g. AAA) in the entries screen. You can use any combination of letters that are meaningful to you, but please remember that packing codes include all written papers. You cannot assign a packing code per component. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

49 Your exam materials will then be divided, collated and despatched to you based on the packing codes you have entered. Packing codes are the only way to arrange for your materials to be sent in this way; we will not send materials separately packed if you attach your candidates to different preparation centres within Cambridge English Online. Please note, on the Online Entries site, these codes are called part codes. Packing codes cannot be changed after the entry closing date. Materials will have already been produced and collated using the original packing codes supplied, therefore you cannot make changes at this stage. In cases of last-minute emergency venue/room changes, if you feel you cannot avoid opening the question paper envelopes in advance, contact the Helpdesk for permission. 2.7 Ordering Listening CDs (except Skills for Life) For CDs, the automatic (default) despatch is one CD for every 30 candidates in a packing code, plus one spare. For example: 1. For 100 candidates in packing code AAA you will receive four CDs, plus one spare. 2. For 100 candidates entered against five packing codes you will receive five CDs, plus five spare if there are fewer than 30 candidates in each packing code. This process might change in 2015 due to changes to the Entries Systems. Please check the support website for updates. We will inform you in Centre News. Think of how many CDs you will need by taking into account the number of rooms you will use, and how many we will automatically send you. If you need to order more (or fewer) than the default, please use the order form on the support website. Orders for CDs should be made by the closing date for entries for the relevant exam and must be a total for your centre (not for each part code). If the default matches your requirements, you do not need to make any orders, as the CDs will be sent automatically. Question papers for Listening are automatically despatched according to the entries you make and which packing codes you provide. 2.8 Venue and timetabling details for all exams You must inform us of the address, date and start time of all exam papers so that Inspectors can be at the correct venue at the right time. You must give us this information in advance of each exam session. The deadlines for submitting venue and timetabling details for each paper- based or computer- based exam are in the exam calendars on the support website. In some regions the details are submitted directly to a local representative called an Inspections Co- ordinator (IC). You will be given your IC s contact details if your centre is in one of these regions. If you are using a venue that requires advance warning of any visitors, such as a prison, please add this information to the Venue Details form, available from the support website, or inform the Centre Inspections Unit directly at [email protected]. 48 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

50 Exam 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 Cambridge English: Legal Cambridge English: Financial and their CB versions TKT Delta Module One Skills for Life CB TKT Cambridge English: Young Learners CB Cambridge English: Young Learners How to submit venue and timetabling information Either: use the timetabling and venue functions on the Entries System we can use this information to plan an inspection or if you don t use those functions, you must complete a Venue Details form for each exam; see the support website. Visit the calendars on the support website to see when you need to submit your venue and timetabling details. Use the Venue Details form, which is available on the support website. You must submit this at least four weeks before the test day. Use the Venue Details form, which is available on the support website. You must submit this at least two weeks before the test day. Either: use the timetabling and venue functions on the Entries System we can use this information to plan an inspection or if you don t use those functions, you must complete a Venue Details form for each exam; see the support website. Visit the support website to see when you need to submit your venue and timetabling details. We will obtain the information from the entries portal you do not need to do anything else unless you have to change the venue at short notice. Changes to exam dates, times and venues If you make any changes to the date, time or venue for an exam after submitting a Venue Details form, or after completing the timetabling on the Entries System, you must contact the Centre Inspections Unit immediately with the new information. We may have arranged for an Inspector to visit your centre and they will need to know about these changes. Please note that it is not sufficient to amend the venue details on the Entries System after submitting them, even if the entry closing date has not passed yet. You must either us at [email protected] or submit a revised Venue Details form on the support website. 2.9 Confirmation of Entry/Statement of entry You must make sure that candidates know where and when to take their exam and remind them to bring their photo ID on the exam day. You must tell candidates that they will not be able to take their exam if they do not bring their photo ID on the exam day. You must give each candidate a copy of the Summary regulations and Notice to candidates before the exam day, except for Cambridge English: Young Learners. To help you give this information to candidates, we provide a Confirmation of Entry template on Cambridge English Online, which can include the venue, time, online results access details and Summary regulations and Notice to candidates. You can the Confirmations of Entry to candidates and schools or print them. MODULE ONE Please note that we send you statements of entry for Delta Module One and they do not include timetables, venue information or results login details. You will need to give this information to candidates separately. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

51 Check the statements of entry carefully to ensure that all details are correct and make sure your candidates check their details (especially the spelling of their name). If details are not correct, these can be changed on Cambridge English Online. If you use the facility to send candidates their Confirmation of Entry, tell candidates that they should to their list of safe senders. This is to ensure the Confirmation of Entry is not filtered as junk. We understand that some candidates might wish to familiarise themselves with the test format as part of their exam preparation, and that a tutorial might help with this. For this reason, we have made a tutorial for the tests available on the Cambridge English website, along with a full sample test. You can include this information in your Confirmation of Entry. Online Entries For TKT and Skills for Life (both paper and computer- based), you must ensure that candidates are aware of the time and venue for each paper. You can print the statement of entry and Summary regulations and Notice to candidates from the Online Entries site. Cambridge English Language Assessment Summary regulations for candidates 2015 This document contains a summary of the information you need in order to take a Cambridge English Language Assessment exam. You must read this very carefully. If you do not understand something, please ask your centre. The full regulations, which set out your rights and obligations as a candidate, are in the Regulations booklet which is available from your centre or you can download it from Cambridge English Language Assessment: a part of Europe s largest assessment agency, Cambridge Assessment (the trading name for UCLES, a non-teaching department of the University of Cambridge). Centre: an authorised Cambridge English Language Assessment exam centre. Centres are independently run institutions and Cambridge English Language Assessment is not responsible for any actions or omissions by centres. Candidate: someone who has registered to take a Cambridge English exam. 1. Who can take the exams? Cambridge English exams may be taken by people of any age, gender, race, nationality or religion. Although they are designed for native speakers of languages other than English, no language related restrictions apply. 2. Registering for the exam You must register for the exam through a centre. Your contract is with the centre and you pay your exam fees to them. For some exams, there may be more than one session in the same month. There is no restriction on how many times a month you can take an exam with the exception of Skills for Life exams. You must take all components of an exam on the dates specified. You are not allowed to take some components in one session and the remainder at another time. You cannot transfer an entry from one exam session to a future one, or to an exam at a different level. 3. Special requirements Cambridge English Language Assessment will always try to make arrangements for candidates with special requirements (e.g. extra time or adapted papers). You must tell your centre as soon as possible if you have any special requirements because they need to send the application to Cambridge English Language Assessment 8 12 weeks before the exam (depending on what is required and which exam you are taking). Some exams may need up to 6 months notice. 4. Taking the exam The centre will give you information about where and when your exam will be held. You must make sure that you arrive at the right time and that you bring the pencils, pens, etc. that you need for the exam. Candidates must bring a photo ID on the day of the test. The ID must be an original national ID, valid, current and not expired (i.e. passport or national ID card). You must tell your centre when registering if you are taking your exam for UK visa or immigration purposes as there are extra regulations the centre must follow. If you do not have a national ID because you are too young, you must notify your centre of this when you register for an exam. The centre will then provide you with a Candidate Identification form that you must fill in before the exam day and bring with you to the exam. If you do not bring your ID or the Candidate Identification form to the exam, you will not be allowed to take the exam and you will not receive a result. If you are aged 18 or over and from a country where there are no compulsory national IDs, and you do not have a passport or national ID, please ask your centre what to do. The centre will give you a copy of the Notice to Candidates which tells you how you must behave in the exam. You must read it carefully. If you do not follow the instructions, you will be stopped from taking the exam, or you may not receive a result. The use of offensive, rude or racist language in your examination answers will not be accepted. Your examination will not be marked or a result given if the examiner finds language of this nature. Cambridge English Language Assessment s decision on this is final. You will be asked to fill out a Candidate Information Sheet. Cambridge English Language Assessment uses this information as part of its research and development programme to improve the quality of the exams. The information you give is treated anonymously and is strictly confidential. You may be asked to complete a short anchor test. Cambridge English Language Assessment uses this information as part of its quality control programme. The anchor test will not affect your exam result. We may also record your Speaking test as part of Cambridge English Language Assessment s quality control procedures. If you are taking the following exams: Cambridge English: Preliminary, Cambridge English: First, Cambridge English: Advanced, Cambridge English: Proficiency, Cambridge English: Business Certificates, Cambridge English: Legal, Cambridge English: Financial, a photo will be taken of you on the test day as an extra way of checking your identity. This list is subject to change. For KET and Skills for Life, you must tell your centre whether you wish to use you result for visa purposes, so the centre can offer you a test day photo service. This photo will only be visible on the Results Verification website and you choose who can view it by sharing your candidate ID number and secret number. For more information, contact your centre. If you do not feel well on the day of the exam or think that your work may be affected for any other reason, tell the supervisor immediately. If appropriate, the centre will report this to Cambridge English Language Assessment for consideration when deciding your result. If you miss the exam because of illness, you may be allowed a full or part refund. You will need to give medical evidence to your centre for this to be considered. 5. After the exam Cambridge English Language Assessment cannot be held responsible for loss of exam scripts or materials while in transit from the centre and/or its venues to Cambridge. For some exams your results will be available from the Results Online website between the dates specified. Your centre will give you access to this site. For other exams a copy of your results will be posted to your centre who will forward the information on to you. Cambridge English Language Assessment may amend result information under exceptional circumstances. Cambridge English Language Assessment reserves the right not to issue results for those candidates where a test day photo is required and was not taken, or to candidates who breach our rules and regulations. If you think that your result is not correct, please contact your centre without delay and they will give you details of the enquiries and appeals process and the related fees. Information is also available on Cambridge English Language Assessment will not give feedback on your performance for individual questions. All the available information is given in your Statement of Results. 6. Certificates If you have passed the exam, your centre will give you your certificate approximately 4 weeks after the results are released for paper-based exams. For computer-based exams this is approximately 2 weeks after the release of results. Unclaimed certificates will be destroyed by your centre after 2 years. Your Cambridge English Language Assessment certificate is an important document containing a number of security features. If you lose your certificate and need to prove your result; you can apply for a certifying statement, which provides an official confirmation of your result. An additional fee is payable for this service. The certifying statement application form is available from 7. Copyright Copyright on all question papers and exam material belongs to Cambridge English Language Assessment. You must not take question papers, notes or any other exam material out of the exam room. Cambridge English Language Assessment does not allow candidates, schools or centres to view candidates answers or any other work done as part of an exam. Cambridge English Language Assessment will not return any work you produce in the exam to you or your school. 8. Data Protection Cambridge English Language Assessment abides by UK Data Protection laws and centres are required to comply with local data protection and privacy laws. Your information will be stored securely for a limited period of time. However, information which may be needed later to confirm and verify your result is kept for an unlimited time. Cambridge English Language Assessment will not use your personal details for any purpose other than for the exams except as described below. In particular, if the information you provide is used to contact you for marketing purposes, you will be given the choice not to be contacted again. Information provided when registering for a Cambridge English exam will be used in the administration of the exam, and may be used as part of Cambridge English Language Assessment quality control, in research and development activities or to inform you about other Cambridge products and services. Cambridge University Press may also use information for these purposes. Work produced in the exam will be used in the assessment of performance in the exam and written work, video and audio recordings of candidates speaking tests may also be used as part of Cambridge English Language Assessment s quality control, research and development activities, or extracts in anonymised form may be reproduced in published exam preparation material. This may include activities within Cambridge University, such as with Cambridge University Press. Your Statement of Results will be made available to your centre and the school which prepares you for the exam, and may be sent to another authorised third party as confirmation. Where you authorise it, third parties may view information for verification purposes. If you are suspected of and investigated for malpractice, your personal details and details of the investigation may be passed to a third party. For example, if you want to use your result for visa purposes, we may need to share this information with the relevant immigration authority. UCLES 2014 CE/3098/4Y SUMMARY REGS-A4 NOTICE.indd 1 14/10/ :03 Speaking tests (including Skills for Life Speaking & Listening tests) Please ask candidates to arrive at the test venue at least 30 minutes before the test. Cambridge English: Young Learners Entries System Please note that Confirmation of Entry documents are not required for Cambridge English: Young Learners exams, but you might want to give the Cambridge English: Young Learners leaflet to parents before the exam, available from the support website Amending a candidate s name If a candidate s name is spelled incorrectly, you can amend it on the entries site. You can do this until the final amendment date (this date will be on the site). 50 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

52 Please also note: If you submit a change after the entry closing date, the change will not be included in the personalised exam materials. If you make the amendment within two weeks of the exam date, it will be included in the statement of results. If you send a candidate name amendment on an answer sheet or attendance register, it will not be processed. You must use the entries site for this. If you want to make a change after the final amendment date, please your request to the Helpdesk, who will pass your request to the Exams Processing team. You can register candidates and amend their names much closer to the exam day, as you will be printing your own personalised answer sheets. However, make sure you have given yourself enough time to generate Confirmations of Entry and test day photo files. Any amendments to candidate names must be made on the entries site within one week of the exam day. This is because we release the results within two weeks of the exam day. If you miss this deadline, the statement of results won t reflect the change Changes to syllabus and exam session Changes between different exams, e.g. from Cambridge English: First D251 to Cambridge English: Advanced D261, are not allowed, nor are candidates allowed to transfer from one exam session to another, for example from June F0 to June F2. The exception to this rule is Skills for Life; see below. If a candidate wishes to sit a different exam session, you can withdraw the original entry and add the new entry for the correct exam session. You will be charged the relevant fees for this change. Information on fees can be found in the Exam Fees booklet which is sent to all centres every year. Skills for Life candidates can change their level or date of sitting. These changes must be made on the Entries System. If these changes are not made on the Entries System, there might be delays in the issue of results Transferring entries between centres If a candidate wants to transfer to another centre, the original centre will need to withdraw their entry before the entry closing date, and the candidate will then register directly with the second centre. If the withdrawal is made after the entry closing date has passed, we are unable to issue a refund unless it is on medical or compassionate grounds. If the registration at the new centre is made after the entry closing date, the candidate will be treated as a new entry and will therefore be charged the appropriate late entry fee. However, as there are plenty of alternative exam sessions available, it might be more beneficial for the candidate to register for the next available exam session, therefore avoiding any additional late entry fees Withdrawing entries Withdrawals for medical reasons If a candidate withdraws their entry on medical grounds or misses the exam because of illness, we will make a full refund of the entry fee provided a statement from a medical practitioner from the candidate is supplied to the Centre Exams Manager and a record is retained at the centre for the minimum of two years. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

53 Please note that we no longer require copies of medical evidence to be supplied with the refund request, but the medical statements record will be checked during an inspection. To submit a request, use the Withdrawal Refund Request form on the support website. This covers Cambridge English: Key, Preliminary, Preliminary for Schools, First, First for Schools, Advanced, Proficiency, Business Certificates, Legal, Financial, Delta, TKT and Skills for Life exams for both paper- based and computer- based exams. If the request is approved: the entry will be withdrawn from the Cambridge English database candidates will not receive a statement of results and on no account must the withdrawn candidate numbers be reused. All requests for refunds must be submitted within four weeks of the exam date. Under no circumstances will we process refund requests received more than four weeks after the exam date. Withdrawals for compassionate or other reasons If you think there are exceptional reasons other than medical to request a withdrawal and a refund, complete the Withdrawal Request form with your supporting information, available from the support website. The case will be referred to the Refunds Request Panel for a decision. If you want to appeal against the panel s decision, write to the Cambridge English Language Assessment Network Services Director via the Helpdesk, whose decision is final. All requests for refunds must be submitted within four weeks of the exam date. Once approved, the entry will be withdrawn from our database and the candidate will not receive a statement of results. You must not re- use withdrawn candidate numbers Cambridge English Candidate Identifier (CECI) for TKT and Skills for Life The Cambridge English Candidate Identifier (CECI) is a unique number generated by Cambridge English Language Assessment when a candidate is entered for a Skills for Life unit or TKT module for the first time. Once the candidate is confirmed the CECI number appears on the Online Entries website, as well as on candidate listings, statements of entry, statements of results and certificates. It is essential that you record and keep the CECI number and inform the candidate, as all subsequent entries for further units will need to state the CECI number on submission of the entry. The CECI number is available in electronic format and will appear if you search for an existing candidate. Failure to supply the correct number will result in delays to the processing of entries and could mean the materials are not supplied in time for the exam. In order to help the Exams Processing Unit manage the linking of candidate entries, you must always supply the candidate name, gender and date of birth with the CECI number. In addition, for Skills for Life you must make sure that: candidates have been entered for the correct date candidates have been entered for the correct level, especially Entry 1 and Entry 2 versus Level 1 and Level 2 the Cambridge English Candidate Identifier number is entered if the candidate has previously taken a Skills for Life test 52 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

54 you enter a ULN (Unique Learner Number) onto Online Entries if the candidate is to receive funding (see below) you have submitted your ST form in advance of the 5- week deadline to receive confirmation of assessors and date(s) allocated for your Speaking & Listening tests you wait for confirmation of your assessors and dates before submitting entries on the Entries System. Unique Learner Number (ULN) The ULN is a 10- digit number given to candidates by the Learning Records Service (LRS), which populates their Personal Learning Record (PLR), creating an online, individual lifelong record of educational achievements. Candidates should provide their ULN at the point that they are registering with you to take the exam. Once you are ready to make your entries, you can submit the ULN information on the Online Entries website. If a candidate does not have a ULN, the ULN field on the entries website should be left blank. You must not add placeholder text, such as or TBC. If the candidate entry information or ULNs provided at the time of entry do not match the data held by the LRS, the Cambridge English Entries team will contact you and ask you to supply updated candidate details (ULN, name, gender and date of birth) that match the details held in the LRS. You can update the candidates details using the Online Entries website. Incorrect ULN details will not prevent your entries from being processed, however we will not be able to send a candidate s results data to the LRS until all details are correct and validated against the LRS record. If you amend details using the LRS and make no changes to the candidate details held by Cambridge English Language Assessment we will not automatically check if the ULN has become valid. If you would like us to validate the ULN, please the Entries Unit and we will check that our details now match those held by the LRS Candidates with special requirements We make provision for candidates who find it difficult to demonstrate their ability in English because of special requirements. This includes candidates with a permanent or long- term disability, such as hearing/sight impairment, dyslexia, speech impediment or cerebral palsy or a short- term difficulty such as a broken arm or an ear infection. Special arrangements must be made for these candidates so that, as far as possible, they can take the exam on an equal footing with other candidates. Contact the Helpdesk if you want advice on the most appropriate arrangements for a candidate. It is important to ensure that candidates with genuine needs receive the assistance they require, as to do otherwise would be discriminatory. Special arrangements fall into two main categories, although sometimes candidates require a combination of both: 1. The need for modified material, e.g. question papers in Braille or large print, and specially adapted versions of listening and Speaking tests. In these cases it is important that we are given sufficient notice to ensure that such material, where available, can be supplied in time. (See the Special Requirements Booklet, available from the support website.) 2. The need for administrative support arrangements only, e.g. extra time, use of a computer or other permitted access technology (see the Special Requirements Booklet). Permission for the support must be requested by the entry closing date. You must use the Special Arrangements form, available from the support website. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

55 If the need for special arrangements for a candidate arises close to the date of the exam (e.g. in the case of a broken arm), phone the Helpdesk immediately. There is no additional charge for the provision of modified exam material for candidates needing special arrangements. Any additional costs incurred by centres to provide special arrangements must not be passed on to the candidate involved. If a candidate makes a request which is genuinely difficult for you to carry out, it might be appropriate to refer the candidate to a nearby centre which would be able to meet the request. Please contact the Helpdesk for advice Timetables You must timetable the sittings of Reading, Writing and Use of English components so that all candidates at the same venue take the component at the same time, whilst making any minor time allowance necessary for the supervisor to move from room to room to distribute papers and start the exam for each group. For Listening test arrangements, please see Section 4.4. When drawing up your timetable, consider: The length of each component (see the Exam Day Booklet). Any breaks you are giving to candidates between components. Any restrictions on time of day or start time (see the Exam Day Booklet). Allowing time for candidates to enter the room, find their seat, and be given full instructions before the start of a component. Allowing time for the Candidate Information Sheets (CIS) to be completed. For paper- based exams, you need to fit these in during the exam day and help candidates to complete them. For computer- based exams, the candidates will complete these on- screen. The time needed for checking IDs, taking/checking test day photos and the recording of voice samples. For all exams (except TKT) there is a specific sequence in which components must be taken. There may also be a regulation to hold the exam at a particular time of day, such as the morning or afternoon. These are in the Exam Day Booklet. Failure to run an exam in the correct sequence of components and/or at the correct time may affect your centre s authorisation. The last morning component must start before noon, the first afternoon component must start after and the last afternoon component must finish by local time. For Skills for Life and TKT, candidates can sit different levels or modules at the same time in the same room, providing: they are grouped according to their level or module the exams start at the same time candidates with the shortest exams sit nearest to the exit to minimise disruption to other candidates when leaving. You must avoid the situation where some candidates take the same level earlier than others on the same day. If you run an exam from a different exam board in the same room, make sure the exams start at the same time. 54 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

56 Speaking tests This table shows the length of each Speaking test and the maximum number of candidates per session. We have also added two minutes to each test as an example to allow time for pairs of candidates leaving and entering. Please note that for every Speaking test when Speaking Examiners are being monitored, you will need to add three more minutes to allow for extra administration needed in such cases. 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 n/a 15 minutes Allow 17 minutes FORMAT Maximum number of candidates allowed per session One candidate Two candidates Three candidates FINAL TEST ONLY IF THE NUMBER OF CANDIDATES IS UNEVEN n/a 8 10 minutes minutes 30 candidates Allow 12 minutes n/a minutes minutes 26 candidates Allow 14 minutes n/a 14 minutes 20 minutes 22 candidates Allow 16 minutes 23 minutes 20 candidates Cambridge English: Proficiency n/a 16 minutes Allow 18 minutes Cambridge English: Business Preliminary n/a 12 minutes Allow 14 minutes Cambridge English: Business Vantage n/a 14 minutes Allow 16 minutes Cambridge English: Business Higher n/a 16 minutes Allow 18 minutes Cambridge English: Legal n/a 16 minutes Allow 18 minutes Cambridge English: Financial n/a 16 minutes Allow 18 minutes 24 minutes 20 candidates 16 minutes 26 candidates 20 minutes 22 candidates 22 minutes 20 candidates 23 minutes 20 candidates 23 minutes 20 candidates Cambridge English: Starters Cambridge English: Movers Cambridge English: Flyers 3 5 minutes Allow 7 minutes 5 7 minutes Allow 9 minutes 7 9 minutes Allow 11 minutes n/a n/a 22 candidates n/a n/a 15 candidates n/a n/a 12 candidates Mode Syllabus codes Levels Timings Allow SfL Speaking & Listening* D703 D706 D709 D712 D715 Entry 1 Entry 2 Entry 3 Level 1 Level minutes minutes minutes 24 minutes 26 minutes 20 minutes 22 minutes 24 minutes 26 minutes 28 minutes *Schedule an additional two minutes for each test to allow time for completion of mark sheets, selection of materials and candidate arrival/departure. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

57 Timetabling information Candidates must take the test in pairs with two examiners. You are responsible for the pairing of candidates to suit local requirements. There are no restrictions on the way pairs are selected. A session must be no more than three hours long (for Cambridge English: Young Learners, this must be no more than two hours). You must schedule a break of minutes during each three- hour period. You must also schedule a one- hour meal break after every 2 3- hour exam session. Please note: when requesting an afternoon and evening session you must still timetable a break of one hour. Do not ask Speaking Examiners to examine for more than two 3- hour sessions per day. Two sessions of examining time must not total more than 7.5 hours, including breaks. When timetabling, allow 2 minutes (as shown in the table on the previous page) between the Speaking tests so that examiners can complete the mark sheets and prepare for the next test. For Cambridge English: Key, Cambridge English: Key for Schools, Cambridge English: Preliminary and Cambridge English: Preliminary for Schools, if there are more than eight tests, schedule a mid- session break of at least 15 minutes. There should be an equal distribution of candidates among examiners and each examiner must examine as few exam levels as possible. If examining at different levels within a 3- hour period, schedule an additional break of at least 10 minutes to allow the examiners to adjust to the next level. Where this coincides with the mid- session break, timetable the 10- minute break for a level change in addition to the 15- minute mid- session break. If the Speaking tests are on the set exam date, timetable a reasonable gap between components to allow prompt start times and contribute to the smooth running of the exams. To maintain the integrity of the exams and marking standards, Team Leaders monitor Speaking tests at some sessions, which may require some flexibility of timetabling. A Team Leader will always tell you in advance of an intended visit. If a Team Leader is present, please explain the purpose of the visit (i.e. the standardisation of procedure and marking) to candidates. Please schedule an extra three minutes per Speaking test when a Team Leader is carrying out monitoring. Any issues needing longer will continue to be dealt with during longer breaks or at the end of the session. Please see the Speaking Examiner Monitoring Timetable Requirements article on the support website for further information. Give a copy of the timetable to the supervisor of your venue for reference. They may need to show it to a Speaking Examiner and/or to an Inspector. Tell candidates to arrive at least 30 minutes before the start of their individual test time. There is no need for all candidates to arrive at the beginning of the day, but you can ask candidates to arrive in small groups. The standard Speaking & Listening test session is three hours plus 15 minutes to allow for a break. When organising the timetable, allow two minutes between each pair of candidates to give the assessors enough time to complete mark sheets and prepare materials for the next test. See the SfL Speaking & Listening timetabling guidelines on the support website. 56 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

58 Sample timetable for guidance Room 1 Room 2 Room 3 Time Cand. Exmr Time Cand. Exmr Time Cand. Exmr am FCE 1, 2 1, am FCE 33, 34 3, am CAE 9, 10 5, am FCE 3, 4 1, am FCE 35, 36 3, am CAE 11, 12 5, am FCE 5, 6 1, am FCE 37, 38 3, am CAE 13, 14 5, am FCE 7, 8 1, am FCE 39, 40 3, am CAE 15, 16 5, am FCE 9, 10 1, am FCE 41, 42 3, am CAE 17, 18 5, am BREAK am BREAK am BREAK am FCE 11, 12 1, am FCE 43, 44 3, am CAE 19, 20 5, pm FCE 13, 14 1, pm FCE 45, 46 3, pm CAE 21, 22 5, pm FCE 15, 16 1, pm FCE 47, 48 3, pm CAE 23, 24 5, pm FCE 17, 18 1, pm FCE 49, 50 3, pm CAE 25, 26 5, pm FCE 19, 20 1, pm FCE 51, 52 3, pm1 CAE 27, 28 5, pm1 FCE 21, 22 1, pm1 FCE 53, 54 3, pm LUNCH pm LUNCH pm LUNCH pm FCE 23, 24 1, pm FCE 55, 56 3, pm CAE 29, 30 5, pm FCE 25, 26 1, pm FCE 57, 58 3, pm CAE 31, 32 5, pm FCE 27, 28 1, pm FCE 59, 60 3, pm CAE 33, 34 5, pm FCE 29, 30 1, pm FCE 61, 62 3, pm CAE 35, 36 5, pm FCE 31, 32 1, pm FCE 63, 64 3, pm CAE 37, 38 5, pm BREAK pm BREAK pm BREAK pm BREAK level change pm BREAK level change pm CAE 39, 40 5, pm CPE 1, 2 1, pm CAE 1, 2 3, pm CAE 41, 42 5, pm CPE 3, 4 1, pm CAE 3, 4 3, pm CAE 43, 44 5, pm CPE 5, 6 1, pm CAE 5, 6 3, pm CAE 45, 46, 47 5, pm CAE 7, 8 3, Sittings Skills for Life You can run up to nine Skills for Life sittings of the Reading and Writing units at each level in the academic year. For example, Entry 1 Reading is available to each centre nine times per year. For Level 1 Reading and Level 2 Reading you can only enter candidates for up to five sittings a year. For Skills for Life, candidates must not enter for the same unit at a higher or lower level within two months. Candidates must not re- enter for the same unit at the same level within one month. Cambridge English: Legal and Cambridge English: Financial There are 12 exam dates each for Cambridge English: Legal and Cambridge English: Financial in You can run up to six of these dates for each exam in any year Exam sessions and time slots For some exams there are time slots. Choose the slots that suit you and make your entries for those times. All time slots are based on local time. An am, pm and evening sitting on any one day counts as three exam sessions. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

59 TKT paper- based exams: AM PM EVE Computer-based exams Computer- based exams have fixed time slots within which the Reading, Writing and Listening components must be started. You must start the final component before the end of the time slot, or you may not be able to complete the exam. You must also run them in the order given in the Computer- Based Testing Exam Day Booklet. Exam AM1 PM1 PM2 CB Cambridge English: Key CB Cambridge English: Key for Schools CB Cambridge English: Preliminary CB Cambridge English: Preliminary for Schools Exam AM PM EVE CB TKT Exam AM1 PM1 CB Cambridge English: First CB Cambridge English: First for Schools CB Cambridge English: Advanced CB Cambridge English: Proficiency CB Cambridge English: Business Certificates Any changes to this will be sent to you in Centre News Timetable deviation You must run exams on the date published in the calendars on the support website. For Cambridge English: Young Learners and paper- based TKT, you must run them on the date you put on your Venue Details form unless you contact the Helpdesk and arrange to change the date. You must not run the exam on any other date. For security reasons, requests to deviate from the published timetable are not normally approved. If a candidate cannot take their test on the published date, you must first check if they can register for another published date. However, if it is impossible for a candidate to sit any exam at the scheduled date or time, you can request to vary the time of the component(s) affected by using the Timetable Deviation form, available on the support website. Timetable deviation requests must be submitted as early as possible. Forms submitted less than four weeks before the published date or window of the component(s) affected might not be accepted, except in emergency situations. You will be ed a confirmation of the decision. Requests are usually only approved if there is a very serious reason, e.g. flooding, power cut, religious belief etc. Centres cannot make a decision to deviate from a set sequence without written permission from Cambridge English Language Assessment. We might ask you to provide evidence that all possible local action has been taken to enable the candidate or candidates affected to take the exam in accordance with published dates and component timings. 58 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

60 In deciding whether or not to approve an application, we will first and foremost consider the implications for global exam integrity of any local timetable deviation. The decision of Cambridge English Language Assessment in its consideration of any request is final. If a timetable deviation is approved, you must have a printed copy of the approval available on the exam day at the venue. Inspectors have the right to request to see it. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

61 5. After the exa 2. Entries 3. Exam materials 4. Exam day 3. Exam materials Check your materials when you receive them Store all materials securely at all times Transport materials securely to the venue 5. After the exam 6. Results & Certificates 1. Exam planning 2. Entries 4. Exam day 3. Exam materials Your despatch will be based on the entries you have made and will usually include some or all of the following: question papers Listening CDs answer sheets (for some exams they arrive in a separate plastic envelope please see the Exam Day Booklet for more details) Candidate Information Sheets (CIS) attendance registers script return envelopes bar code labels A2 Notice to candidates poster. These will be packed according to the packing code you used when you made your entries. Speaking tests: You will receive your Speaking test answer sheets in a separate despatch (they are sent earlier than the other materials). For Speaking tests, you need to generate the attendance registers from Cambridge English Online. Please see the Quick Guide for Speaking test attendance registers in the Help section of Cambridge English Online. You need to order Speaking packs separately. For information on ordering these and the Instructions to Speaking Examiners (non- UK centres) see Section You cannot run the Speaking test without these materials, so please place your order in plenty of time. The materials that we send you for paper- based exams can vary according to the exam, so check the Exam materials table in the relevant Exam Day Booklet for details. Listening test: Check Section 2.7 to see if you need to order Listening materials separately. Exam materials can only be delivered to centres, not to subcentres or venues. 60 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

62 MODULE ONE The only exception to this is for subcentres or venues for Distance or Online Delta Module One candidates. In this case, a venue address will be requested as part of the agreement and materials will be sent directly to the venue. The main centre must be made aware of this arrangement by the venue. You are responsible for printing desk labels for your venues before the exam day. They are available to generate from Cambridge English Online or you can provide your own. We will send you question papers, Listening CDs and A2 Notice to candidates posters. For the other materials, see the Centre print scan guide for instructions on how to print them. 3.1 Modified materials We will send a standard version and modified version of a paper for candidates with special requirements. The standard version is despatched alongside the materials for the other candidates while the modified materials are sent separately, and might arrive after the standard papers. 3.2 Notice to candidates The A2 Notice to candidates poster is normally included with the exam materials for paper- based exams, but you can also download an A4 version from the support website and enlarge it if needed. The A4 Summary regulations and Notice to candidates is available to download as one document. For computer- based tests, we do not send out Notice to candidates posters. You can either print them from the support website or you can contact the Helpdesk to order some. 3.3 Candidate Information Sheets (CIS) The CIS can be completed at any time during the exam day, provided that it is done under supervision. We recommend that you ask candidates to fill them in before the beginning of one of the components. You must provide candidates with soft pencils (B or HB) and erasers for completing the CIS (in case they haven t brought their own). The data from the CIS is required for research and validation of the exams and anonymity is guaranteed. For all computer- based tests except TKT, the Candidate Information Screens appear before the first component (either Reading, Reading & Writing or Reading & Use of English) and must be completed at this point. For CB TKT, the Candidate Information Screens appear at the start of each module taken. MODULE ONE For Delta Module One, the CIS form is available online on the support website. Candidates can fill in this form at any time during their course. 3.4 What to provide for your invigilators Please see the Invigilator kits in the Exam Admin Toolkit on the support website, or see the relevant Exam Day Booklet, for a checklist of what to provide for your invigilators for the exam day. For any exam papers that require candidates to make their responses in pencil, you must provide soft pencils (B or HB) and erasers. For Cambridge English: Young Learners, candidates are expected to provide their own coloured pencils, however, you should also have a supply of spare coloured pencils. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

63 3.5 Checking your exam materials when they arrive As soon as you receive the exam materials, check that the contents match the Advice note that is inside the box, and make sure you have everything you need for running the exam. See also the Exam materials checklist in the relevant Exam Day Booklet. If you are not available to check materials when they arrive, make sure you arrange for someone suitable to check them on your behalf and make sure they know how to check them. You must check exam materials under strict security conditions. You must only open question paper envelopes on the scheduled exam day just before the start of the exam. Do no open them before. To check them, look at the label on the back of the question paper envelope. The packet will have a window that you can see through to check the exam information on the documents inside. Make sure you check the question paper envelopes closely if there are different syllabus numbers in the same exam session, for Cambridge English: Advanced or Cambridge English: Proficiency. For TKT, if you are running more than one sitting of the same module within one session week, you will be allocated different test versions for each sitting to preserve test security. It is very important that candidates are given the test version which they have been allocated by Cambridge English Language Assessment. This not only maintains test security by preventing candidates who take a module earlier in the day/week being able to tell candidates taking the test later what was in it, but also ensures that candidates get the correct marks on the test. Answer sheets are matched to question papers, and if candidates are given a different question paper to the one they have been allocated, their answers will be marked against the wrong answer key, and the final score will not reflect their performance. Centres must compare the entries they have made against the despatch note accompanying the question papers to determine the version number (shown on the far left of the despatch note) which has been allocated to candidates at each sitting. If you have used packing codes, materials for each code are packed separately to ensure that question paper envelopes do not need to be opened before the beginning of the test. If you or any centre staff open question paper envelopes before the permitted time, this will result in an unsatisfactory rating during an inspection and can affect your centre s authorisation. If an unavoidable situation occurs (such as last- minute change of venue) and you think you need to open the packets, please telephone the Helpdesk for advice. If this situation occurs outside of our office hours, send an to the Centre Inspections Unit explaining what you have done to ensure exam integrity has been protected. Contact the Helpdesk immediately if you have any queries or need any additional or replacement copies of materials, or if: there are any discrepancies between the materials received and the advice note the materials do not appear to meet your requirements there has been significant damage in transit there has been any apparent breach of security whilst the material was in transit. Cambridge English: Young Learners papers are normally sent out 2 3 weeks before the test date and are packed separately to ensure that question paper packets are not opened before the test date. If you have not received your materials three to five days before the test date, please contact the Helpdesk. 62 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

64 3.5.1 Checking Listening materials when they arrive On receipt you must check: The question papers and CDs to ensure that the information matches (without opening the question paper envelope). That the CDs and playback equipment are compatible. The quality of CDs for each test by playing the introduction and by random sampling in advance of the exam. The CD package must then be resealed and stored securely until the exam day. You must check the CDs for each test in secure conditions, allowing sufficient time for a replacement CD to be sent if you discover any problems. If possible use headphones, but do make sure that no one, especially candidates, can overhear the recording. If the CD is faulty, contact the Helpdesk immediately so that we can send a replacement. We might ask you to return the faulty CD for investigation. 3.6 Storing exam materials securely Storing exam materials at your centre You are responsible at all times for ensuring the utmost security of exam materials. All exam materials must be locked away, in a place of high security, ideally a strong safe. Question paper envelopes must remain unopened. If a safe is not available or is of insufficient capacity, a non- portable, lockable, reinforced metal cabinet or other similar robust container must be used. The safe or container must be in a securely locked room with access ideally restricted to two or three key holders. The room should preferably be windowless and on an upper floor. Windows, whether internal or external, should ideally be fitted with security devices. The door to the room must be of solid construction (i.e. not a hollow panel door), have secure hinges and be fitted with a secure lock. Following their removal from the storage container, materials must be kept under constant and close supervision until they are ready to be used. Question paper envelopes must only be opened on the day of the test in the exam room(s) in the presence of the candidates. Only open the question paper envelope for the component that the candidates are about to start and open it just before you are about to hand out the question papers. Speaking packs (non- UK centres) You must keep the Speaking packs under the same security conditions as mentioned above until we instruct you to destroy them. Speaking packs are to be used for live speaking tests only Storing exam materials at venues Overnight storage If you need to store materials overnight outside of the centre, for example at a venue, the venue must be equipped with storage facilities that meet the criteria in Section above. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

65 Storage on the day On the day of the exam, at venues where the requirement of a lockable safe or cabinet within a locked room cannot be met, one of the following security options must be used: a) A locked container in a locked room to which the supervisor holds the keys. or b) A room which is continuously occupied by the supervisor or a designated assistant, and one which can ideally be locked by the supervisor. If the room cannot be locked, then materials such as question papers must be kept in a lockable bag or container and not left unattended. The room is to be designated for this sole purpose during the day and must not be used by anyone other than centre staff on the day. or c) Exam materials can be kept in the exam room under constant and close supervision and in the containers in which they were delivered, in unopened envelopes. There must be sufficient staff to maintain a high level of supervision throughout the day. If the room cannot be locked in an emergency, question papers, etc. must be kept in a lockable bag or container and not left unattended. If materials are placed in the safekeeping of a third party (for example in a hotel safe), you must request a receipt. 3.7 Transporting exam materials You and your CEM are also responsible at all times for ensuring the utmost security of exam materials in transit between your centre and venues. Transportation of materials should ideally take place on the day of the exam. Materials must be transported in sealed packets and must never be left unattended during transfer. If they are transported by another member of staff, you must make sure that the regulations are complied with. If materials have to be transported to the venue before the day of the exam, they must either be sent by registered/trackable post or taken to the venue by a member of staff. Speaking Examiners must not transport exam materials. After the exam, materials must be sealed inside each exam room using either return envelopes or temporary envelopes with a signature across the seal. You must bear in mind the need to despatch materials to us within three calendar days of the exam day. If you need to despatch confidential materials to and from venues, you must use a trackable and secure service that is fast enough to allow your main centre to despatch materials to us within three calendar days of the exam day. All centre staff must be made aware that any breach of question paper security (before, during or after an exam) constitutes an extremely serious act. Breaches can lead to the centre s authorisation being terminated. 64 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

66 5. After the 2. Entries 4. Exam day 4. Exam day 3. Exam materials Use the relevant Exam Day Booklet Follow the sequence in the Exam Day Booklet Check candidate IDs for each component Be ready for an inspection Report any incidents 5. After the exam 6. Results & Certificates 1. Exam planning 2. Entries 4. Exam day 3. Exam materials For instructions on running the exam on the day, please see the relevant Exam Day Booklet and ensure that your supervisors and invigilators are also familiar with its contents and use it for running the exam. Make sure you are using the current version. You can see the current version by checking on the support site. Please also see the Guide to test day photos if you are running an exam where these are needed. This guide is updated throughout the year and we will tell you about new versions of it via Centre News. Make sure you are always using the current version, which can be downloaded from the support website. You might find it useful to print out and use the self- assessment checklists on the support website. These checklists are updated annually and you must ensure you are using the current ones. Self- assessment checklists mirror our inspection report form and we recommend you use them to carry out your own internal inspections. Please also see the Invigilator kit and Exam day checklists in the Exam Admin Toolkit on the support website. If your venue supervisors have a query on the exam day, they will need to contact you, or a nominated representative, for help. Make sure you have support available to them. 4.1 Instructions and regulations The instructions for the exam day are in the Exam Day Booklets, and you can download these from the support website. Please see Where to find information on pages 28/29. Exam venues and rooms Please see Section 1.3 for details on how to choose suitable venues and rooms. Remember to prepare each room before the exam. Follow all the instructions given in the relevant Exam Day Booklet. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

67 This notice contains important rules and regulations for the day of the exam. Please read it carefully. If there is anything you do not understand, ask your teacher or supervisor. YOU MUST provide an original, valid, current and not expired photographic ID (for example, passport or national identity card) at every paper, otherwise you may not be allowed to sit the exam. YOU MUST only have on your desk what you need to complete the exam (pens, pencils and erasers). YOU MUST NOT have any notes on your desk or on your person. YOU MUST NOT have on you any materials or devices which could help you, otherwise you will be disqualified. YOU MUST disable any alarms on your mobile phone and other electronic items, then switch them off and put them with your personal belongings where the supervisor indicates. YOU MUST stop writing immediately when told to do so. YOU MUST wait until the supervisor has collected your candidate access token or question paper, answer sheet(s) Make sure you are on time Know the date, time and place of your exam and arrive well before the scheduled start time. If you arrive late for any of the papers, report to the supervisor. In some cases you may be allowed to take the exam. Please check your centre s policy for late arrivals. If you are admitted late, not all of your work may be accepted. Your centre will explain the regulations. If you miss any of the papers, you may not be given a result. Advice and assistance during the examination Listen to the supervisor and follow the instructions. If you are not sure about what to do, raise your hand. The supervisor will come to your assistance. You must not ask for, and will not be given, any explanation of the questions. If you do not feel well on the day of the exam or think that your work may be affected for any other reason, tell the supervisor immediately. If appropriate, the centre will report this to Cambridge English Language Assessment for consideration when deciding your result. and any paper used for rough work before you leave your seat. DO NOT cheat, copy, give anything to or take anything from another candidate, otherwise you will be disqualified. DO NOT talk to or disturb other candidates during the exam. DO NOT bring to your desk any electronic items such as mobile phones, digital sound recorders, MP3 players, cameras, etc. or use them between components/tests. DO NOT use, or attempt to use, a dictionary. DO NOT use correction fluid or tape on any exam materials. DO NOT smoke, eat or drink in the exam room, apart from water in a plastic bottle. DO NOT leave the exam room for any reason without the permission of the supervisor. DO NOT take any question papers, answer sheets, candidate access tokens or rough paper out of the exam room. DO NOT make any noise near the exam room. For paper-based tests Read carefully and follow the instructions on the question paper and answer sheet. Tell the supervisor at once if: your personal details on the answer sheet are wrong you think you have been given the wrong question paper the question paper is incomplete or badly printed you cannot hear the Listening test. For computer-based tests Read carefully and follow the instructions on the screen. Tell the supervisor at once if: your personal details on the screen are wrong you think you have been given the wrong test the on-screen questions are incomplete or poorly presented your headphones are not working. If you cheat, use any unfair practice or break the rules, you will be disqualified. THIS NOTICE MUST BE VISIBLY DISPLAYED OUTSIDE (NOT INSIDE) THE EXAM ROOMS. UCLES EMC/3098/4Y12 CE/3098/4Y12 This notice has been written to help you. Your teacher will read it with you. Ask your teacher what you must bring with you for writing the test Make sure you know the right time and the room to go to for the test Listen carefully to the person who tells you what to do If you have a phone or anything else electronic with you, you must switch it off and give it to this person (they will give it back to you at the end of the test) If you do not have pencils or a test paper tell that person If you do not feel well or have to go to the toilet raise your hand and tell that person Write your name on the front of the test paper when you are told to Ask any questions you have before the test starts Stop writing and put your pen or pencil down when you are told to Do not keep your mobile phone or anything else electronic with you Do not keep or use a dictionary or spell-checker Do not take notes to your desk or have them on you Do not make a noise outside or inside the test room Do not take food or drink into the room (except plain water in a plastic bottle if you are allowed) Do not talk to other children or ask anyone to tell you the answers to the test Do not copy answers from anyone Do not help anyone with their answers Do not take any test papers out of the room Last updated November 2014 UCLES 2014 CE/3100/4Y14 * * Don t forget to display the Notice to candidates at the venue: NOTICE TO CANDIDATES All Cambridge English examinations (except Cambridge English: Young Learners, Admissions Testing Service and BULATS) RULES AND REGULATIONS ADVICE AND INFORMATION DISQUALIFICATION WARNING 3098 SUMMARY REGS-A4 NOTICE.indd 2 14/10/ :03 Notice to candidates poster Display outside the exam room NOTICE TO CANDIDATES for tests on paper Things you must do BEFORE THE DAY of your test Things you must do ON THE DAY of your test Things you must not do ON THE DAY of your test A COPY OF THIS NOTICE MUST BE DISPLAYED INSIDE/OUTSIDE EACH EXAMINATION ROOM 3100 YLE NOTICE TO CANDIDATES.indd 1 14/10/ :45 Cambridge English: Young Learners Notice to candidates poster Display inside or outside the exam room 4.2 Candidate ID (except Cambridge English: Young Learners) You don t need to carry out ID checks for Cambridge English: Learners candidates. For all other exams follow these instructions. What to do at point of registration Important: Make candidates aware that they must provide photographic identification for each paper. Check if you have any candidates who are aged 17 or under who do not possess ID. On the day of the exam, candidates must provide photographic identification for each paper. You must make them aware of this requirement when they register to take an exam at your centre. Warn them that failure to provide photographic ID on the exam day will result in them not being allowed to take the exam. Candidates who are aged 17 or under and who do not possess ID must complete a Candidate ID form before the exam day. It is your responsibility to supply a copy of this form to the candidate before the day of the exam. In the UK, Africa, Asia and Australasia: Important: Make candidates aware that the photographic ID they bring to each component must be the same one that they listed on their registration form. You must provide a list of the ID numbers used at registration to your invigilators on the exam day for them to check against the IDs brought by candidates to the exam. SELT If candidates are taking exams for UK visa purposes, they must only use the types of IDs listed in the section below. You must not accept any other form of ID for these candidates. Make sure you inform candidates about this rule when they register with you and advise them that if they do not bring the correct ID on the exam day, they will not be allowed to take the exam. You must check the ID of each candidate that takes an exam at your centre. You must check their ID for each component; it is not enough to check it once on the exam day. If your supervisor or invigilator is not confident about the identity of a candidate on the exam day, they must not let them take the exam. During each component the IDs must be left on the candidates desks. Inspectors might also check IDs and might ask candidates questions about their ID if they wish. 66 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

68 This must be done at all centres, including internal centres, boarding schools and colleges. SELT When to check IDs: For all written components: before the start of the component or in the first 15 minutes. For Listening components: before the start of the component. For Speaking tests: when candidates arrive and before they enter the test room. In addition to the above, check the ID when the candidate arrives at the venue before the exam this can be done at the door of the exam room, or when they arrive at the venue, and is in addition to checking ID when taking photos and voice recording 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 ID before recording a speaking sample. Check the signature in the ID against something that the candidate signs on the exam day; for example, comparing it to their signature on the answer sheet. Which IDs you can accept: Type of ID (this must have a photo, be original and not expired) Passport National ID Driving licence College/school/university ID Candidate Identification form (only for candidates aged 17 and under) Bank cards Accepted for non-immigration exams? Yes Yes Yes Yes, but only if the centre has taken steps to ensure the identity of the candidate during registration and they are confident of their identity on the exam day. Yes No Taking an exam for immigration purposes: for UK visa purposes see below. For immigration to any other country, ask the candidates if they have checked what ID document that country s immigration authority requires and act accordingly. You must make candidates aware that if they are not sure which ID document must be used, their result might not be accepted by the immigration authority. SELT Outside of the UK, you must only accept passports for SELT candidates. For UK SELT centres, please see the list of IDs which you can accept below. In the UK, you must only accept the following types of ID for UK SELT candidates: Tests taken outside the candidate s country of origin Tests taken overseas within the candidate s country of origin Valid International Passport or European Union (EU) ID card Valid photographic Government ID card (except the EU ID card) Valid Biometric Residence Permit Tests taken in the UK 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 remain under a form of temporary protection will not usually possess a national passport endorsed with leave to enter or remain in the UK. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

69 Candidates who do not have the correct ID must not be allowed to sit the exam. How to check IDs: Check that is it valid Check there are no impostors* Check the person is sitting at the right desk Make sure it s the right type of ID. (Please see above for further details.) It must not have expired. It must be an original, not a copy. The photo on the ID and the details must match the candidate.** Make sure the name on the ID matches the desk label and/or the attendance register. *If you have any doubts about a candidate s identity, take them to one side during a break or before starting the paper and ask them questions about the information in their ID. For example, when/where they were born, address etc. If a candidate cannot answer these questions, do not allow them to take the exam. Tell your CEM, who must inform us immediately. **If a candidate s face is covered for religious reasons, arrange for a female member of staff to go with the candidate to a suitably private area where they can politely ask the candidate to remove the face covering for identification purposes. Once identification has been confirmed, the candidate can replace their face covering and proceed as normal to sit the test. Additional regulation for centres in the UK, Africa, Asia and Australasia: Once on the exam day, also check that the ID they are using is the same as the one they used when they registered for the exam. You must give your invigilators a list of the candidate ID references from the point of registration so they can check the same ID is used. This section includes some typical queries we receive about IDs Candidates who do not own any ID* Candidates aged 17 or under These candidates must complete the Candidate ID form** before the exam day and bring it with them on the exam day. You check their ID using that form on the day. If they don t bring the form on the exam day, do not allow them to take the exam. *See the Which IDs can you accept section on the previous page. **Available on the support website. Candidates aged 18 or over These candidates cannot take the exam. SELT Candidates who do not bring suitable ID on the exam day Candidates taking the exam for UK visa purposes must use one of the forms of IDs listed in the tables above as their ID for the exam. You must not accept any other forms of ID for these candidates. If they have not brought the correct form of ID, you must not allow them to take the exam. Written components If taking the exam for other purposes, check if someone can bring the ID to them during the exam. If someone can bring their ID to the venue during the exam No one can bring their ID to the venue during the exam For written components: You must not allow the candidate to take the exam. Allow candidate to sit the exam. Warn them that if no one brings their ID by the end of the exam, their responses will not be sent to Cambridge English for marking. Candidates who do not bring suitable ID on the exam day Speaking tests Check if they or someone else can bring the ID to the waiting room. Do not allow the candidate to take the test until the ID arrives. If no one brings the ID by the end of the exam, you must: shred the candidate s answers mark them as absent on the attendance register and write on it: Answers shredded due to no ID. 68 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

70 If the person bringing the ID was stopped because of an emergency, please contact the Helpdesk and this will be discussed on a case-by-case basis. Candidate who doesn t bring ID to one of the exam days If you are running written and Speaking components on two different days and a candidate doesn t bring their ID to one of these days, you must follow the guidance below. Candidate fails to bring suitable ID to: Speaking test which takes place before the written exam day Written component which takes place before the Speaking test day Speaking test which takes place on the last day of the Speaking test window You must either: not allow them to take the Speaking test and mark them as absent. Tell the CEM so they can inform the candidate that they cannot take the written component. We will not issue a result for the candidate. or, you can reschedule their Speaking test for another date within the Speaking test window. It is at your discretion if you can accommodate them on a different day. You must not allow them to take the written test and must also not allow them to take the Speaking test. We will not issue a result for the candidate. Do not allow the candidate to take the test. Mark them as absent on the attendance register. We will not issue a result for the candidate. What to tell candidates Tell the candidate that they will not receive a result because they have not provided suitable ID on the exam day. In all cases where you do not allow candidates to take the exam, shred their answers. 4.3 Sequence of test components For all exams (except Skills for Life and TKT) there is a specific sequence in which components must be taken. There might also be a regulation to hold the exam at a particular time of day. Details of the sequence and times of day are in the Exam Day Booklet. See also Section Running the Listening test The following instructions apply to: 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 Cambridge English: Legal Cambridge English: Financial When choosing venues for large entries, make sure you have enough rooms and invigilators to comply with all our regulations. The Listening component must be taken on the same day as the other written components and should be run simultaneously for all candidates at a venue, so bear this in mind when choosing a venue. If you CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

71 need to use a different room for the Listening test, for example, because of capacity or resourcing reasons, a second sitting of the Listening component is allowed, provided the second group waits under supervision and has no contact with the first group, and that they have no access to the internet, their mobile phones or any other electronic items. You must keep the gap between tests as short as possible. You are only allowed to run two sittings of the Listening test. If you want to request permission to run more than two back- to- back Listening tests, submit a Timetable Deviation form from the support website to the Inspections Unit who will review your request and will confirm the decision in writing. You must not run repeat sessions for any other component. Ensure that on the day of the exam someone is available who knows how the equipment works and can help the invigilators with any problems. 4.5 Running the Speaking test For instructions on how to run the Speaking test on the day, please see the Exam Day Booklet available from the support website. This booklet must be available to the supervisor in the waiting room at each venue Speaking tests for computer- based exams These are conducted face- to- face in the same way as for paper- based exams, except that you print off the Speaking mark sheets from Cambridge English Online. Follow the Computer- Based Testing Exam Day Booklet. After the exam, you will need to key the marks into the Entries System within five days of the test and destroy mark sheets immediately after that. See Section 5.4 for more information. 4.6 Skills for Life Speaking & Listening test dummy partners As the test format for Skills for Life is in pairs, you must also have dummy partners on stand- by for the last test only for each session (even if the total number of candidates is even, to allow for unexpected absences). The use of a dummy partner is only allowed at the end of an examining session or as special arrangements for a candidate with special requirements, such as a speaking or hearing difficulty. See the Glossary for further information. 4.7 Incidents Incidents such as malpractice, emergency evacuation, illness or the late arrival of a candidate, are covered in the relevant Exam Day Booklet. Check that you have copies of the relevant forms listed in the Invigilator kit, which is available from the Exam Admin Toolkit on the support website. 4.8 Security risks In the light of increasingly compact and sophisticated technology, it is important to be aware of the potential risks to the security of the exams. There are many ways technology can be used to commit malpractice, such as use of scanning pens and mobile phones with cameras that enable candidates to copy exam papers or make sound recordings and take them out of the exam room with the intention of publicising or circulating them. 70 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

72 You must ensure that supervisors and invigilators are fully aware of such threats and are watchful for anything unusual. If they have strong suspicions about any candidate s behaviour, they must report it to Cambridge English Language Assessment by using a Malpractice form, available from the support website. To protect exam integrity, candidates are not allowed access to their mobile phones, tablets or any other electronic items for the duration of the test. This means that in the breaks between papers they are not allowed to access these items. 4.9 Test day photos For exams where test day photos are mandatory or for other exams, such as Cambridge English: Key or Skills for Life, when you are taking a photo of the candidate if they are using their result for visa purposes, follow the instructions in the Guide to test day photos. This may be updated from time to time and is available from the support website. Centres that are in the UK and Ireland, Africa, Asia or Australasia must either: Run all the components on the same day, and take one photo, or Take the photo at the first component, and then check it against the candidate on the day of the second component. To make this easier, you could run all the components in the same venue, so that the file of photos is easily available for you to check Inspections Most inspections are a surprise visit. Normally even when inspections are announced in advance the precise venue and date of the inspection are not revealed, just that one of your venues will be inspected in the next exam session. Inspectors will always provide proof of identity and will report to reception upon arrival at the venue. The exam supervisor is responsible for showing the Inspector all the relevant exam rooms, secure storage, etc. and introducing the Inspector to any other staff if required. Inspectors may inspect any written or Listening components being conducted and will evaluate the arrangements for, but not the delivery of, Speaking tests. The Inspector can arrive at any time during the exam day and stay for as long as is required to assess the exam administration at your centre. You can advise candidates that an inspection might take place at any time during the exam. The focus of an inspection is on the centre and exam conditions, and not on the performance of the candidates. However, if there is an incident caused by a candidate that might affect the smooth running of the exam, the Inspector will report this to us. The Inspector will not introduce themselves to the candidates, however, they may occasionally check candidates photo IDs and ask candidates questions in relation to them. It is up to you whether you would like to introduce the Inspector to your candidates. If the Inspector is using an electronic report form and there is a Wi- Fi connection at your centre, please provide login details to them for the duration of their visit on the inspection day. Inspections are intended to be supportive and centres must be polite and professional towards Inspectors. We will not tolerate rudeness or abuse towards Inspectors. Your centre will be contacted by the Centre Inspections Unit if you are required to carry out a self- audit at your centre. Failure to complete a self- audit may affect your centre s authorisation. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

73 In addition to inspections and self- audits your centre might be offered a support visit. Support visits are normally offered to centres that are in their first year of running Cambridge English exams instead of a first inspection and are carried out by Inspectors. In advance of a support visit, you will be contacted by the Centre Inspections Unit or your local Inspections Co- ordinator and informed of the date and venue of the visit. We strongly advise that the Centre Exams Manager is present during a support visit as it will be a chance for you to look at procedures and administrative arrangements at your centre and discuss various issues and regulations regarding the administration of Cambridge English exams The inspection report During the visit, the Inspector will ask to see the secure storage arrangements, and will sit in the exam room observing the invigilation of the exam. They will complete a report on the day and will give feedback and a copy of the report to the supervisor. If an electronic report form is used, a copy will be ed to the centre s address. You must rectify any shortcomings before the next exam session. In some cases, the Centre Inspections Unit will ask you to complete and return an Action Plan that states how and when all the faults will be rectified. Centres with faults will usually be re- inspected at the next opportunity to check and record improvements. Failure to complete the Action Plan promptly and/or rectify the shortcomings might affect your centre s authorisation. Occasionally, an Inspector might consider that local practice, although not strictly in compliance with regulations, follows most of the requirements and upholds exam integrity. In this case, the faults will be noted on the report but the Inspector will disregard them when awarding ratings. All reports are submitted to the Centre Inspections Unit in Cambridge. Cambridge English Language Assessment s decision to accept or to amend an Inspector s findings is final and binding. On very rare occasions, the Centre Inspections Unit might choose to amend a rating. If an amendment is made, the Centre Inspections Unit will advise the Centre Exams Manager in writing The recording of Speaking tests (except Cambridge English: Young Learners) Cambridge English Language Assessment reserves the right to record Speaking tests for research/validation or monitoring purposes. We will notify you in advance if we wish to use your centre for this purpose. You (and/or the Speaking Examiner Trainer/Co- ordinator in the case of distance monitoring) are responsible for setting up and dismantling the recording equipment. Speaking Examiners are responsible for the operation of the equipment during the Speaking tests. Recordings must be made using digital recorders to produce sound files. Instructions for despatch will be provided as appropriate. At the end of the exam session, all recordings must be clearly labelled with the centre and candidate numbers, the name of the exam and the test date. 72 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

74 5. After the 2. Entries 5. After the exam 4. Exam day 3. Exam materials Collect and collate materials Store all materials securely Despatch or destroy them within three calendar days of the exam Use a reliable, fast courier service to return them Follow-up on any issues identified during an inspection 5. After the exam 6. Results & Certificates 1. Exam planning 2. Entries 4. Exam day 3. Exam materials Please see the Packing instructions section in the relevant Exam Day Booklet for instructions on how to collate and pack exam materials. Answer sheets and booklets must be sealed in envelopes inside the exam room and must never be stored or transported unsealed. This includes transporting them from one another, or from one building to another. There can be occasions when you want to pack the materials yourself into the script return envelopes. If that s the case, give your invigilators ordinary envelopes that they can put the materials into and can seal in the exam room. The invigilator needs to sign across the seal of the envelope and return the envelopes to you. Opening the envelope and checking scripts must be done in the presence of a witness in a secure restricted area. You must then seal the scripts in the return envelopes provided by us. If you are using Centre Print Scan, see the Centre print scan guide. Please make sure you follow these important steps: you must seal exam materials in envelopes in the exam room you must put sealed envelopes into a locked safe in a locked room immediately after the exam and store them there until the scanning you must never leave exam materials unsupervised during the scanning it is your responsibility to ensure no- one except the people authorised to carry out the scanning have access to the exam materials teachers of candidates must not take part in the scanning. 5.1 Returning exam materials It is extremely important that you return materials on time so that marking can begin. If we receive your scripts late, we cannot guarantee that your results will be issued in the results release window. In all cases, scripts must be despatched within three calendar days of the exam. Late return of exam materials may affect your centre s authorisation. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

75 As well as despatching them within three days, use a courier service that guarantees the materials will reach Cambridge within the following timescales: Centres in Europe: Centres in South America: All other countries: within one week of the exam within 1.5 weeks of the exam within 1.5 weeks of the exam You must use a mainstream courier (such as UPS, DHL, FedEx or TNT) which can provide a service fast enough to meet the targets above. Please note that some firms which appear to be courier firms do not offer a fast enough service, so always check with the courier company to ensure it can meet the deadlines. Do not use postal services to return exam materials as these take too long and might not provide sufficient security or tracking. If you have distant venues, please try to organise your despatches so that you meet the deadlines given above. For example, you could arrange for your venues to return the exam materials directly, or you could despatch them in separate batches as soon as each venue returns materials to you. Do not enclose Special Consideration, Malpractice or Late Arrival forms with candidates answer materials. Submit these according to the instructions given on the form (forms are available on the support website). You are responsible for meeting the cost of returning exam materials to Cambridge English Language Assessment. Please follow the instructions given in the Centre print scan guide to scan your papers back to us. UK centres UK centres must despatch exam materials by First Class, Special Delivery, Recorded Delivery or courier. Get a proof of postage from the post office for each package and keep it in case of loss or damage. Non-UK centres Please keep a record of the tracking number, method, date of despatch and number of packages in case of nonarrival. You must not use diplomatic bags because delivery of consignments in this manner is very slow and packages are impossible to locate or track. If you experience difficulty in despatching your scripts, contact the Helpdesk immediately for advice. Tracking the return of scripts If you experience difficulties with your return of scripts or if scripts are returned late, please the Exams Processing Unit at [email protected] with as much information as possible on the following: your centre number the name of the courier company the waybill number of the despatch which components are in the despatch which exam session they are from which packing codes are in the despatch. We can use this to track your despatches, however please remember that you are responsible for the materials until they reach us, and for this reason you must also track the despatch on your courier s website and contact us immediately if you have any concerns. 74 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

76 If you have any queries about despatching materials or about the deadlines listed above, or if you think you will be unable to meet the targets listed above, please contact the Helpdesk. Return address You must return all exam materials to the address stated on the address label sent to you with the exam materials. For most countries, the return address is: Cambridge English Language Assessment Cambridge Assessment DC10 Hill Farm Road Whittlesford Cambridge CB22 4FZ United Kingdom However, some of you will need to return exam materials to a different address. We send you address return labels with your exam materials. If you are not sure of the return address, please contact either the Helpdesk or your local office. 5.2 Bar code information It is very important to pack and return materials correctly or your candidates results might be delayed: Bar codes are used to automatically record the movement of script packets from centres and Speaking Examiners. (This is used for all exams except Cambridge English: Young Learners.) These labels enable us to redirect and track packets, and to locate scripts during essential script-checking procedures. You must collate individual script return envelopes into the larger outer packages and attach a return address label to the outer package. You will have different labels for each exam, and you can attach more than one label to a package. You will receive the address label with your question papers, however if in doubt, please send your consignment to the address given above. Do not delay despatch in order to batch together materials from different exam sessions; only combine these materials if it will not result in a delay. Where the code 1, 2, 3, etc. appears next to SPLIT on the label, only scripts within the range of candidate numbers shown next to CANDIDATE NO. RANGE must be placed in the script packet. Attach the correct bar code to the script return envelope. If you pack for example, Cambridge English: Key and Delta Module One materials together in a box, you must ensure that you attach the correct bar code label to each package for tracking purposes. Where there is a blank space next to SPLIT on the label, put all scripts for that component in the script packet. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

77 Do not cover or write over the bar code. Any scripts for candidates not appearing on the attendance register must be included with the scripts in the last split packet for that component. If all candidates in the range do not fit into one script packet, use more than one script packet, annotate the packets appropriately (e.g. write 1 of 2, 2 of 2 on the script packets) and pack them in the same box before despatching. If a bar code label goes missing, write the following on the packet: centre number, exam name and component exam syllabus number (see Appendix 2) packing code candidate number range. 5.3 Securely destroying exam materials For most exams, you can arrange the secure destruction of the question papers locally. Materials must be either shredded or burnt and any method used to destroy them must ensure that the question papers cannot be read or re- used in any way, for example, you can arrange for them to be shredded by using a competent external contractor. Tearing them up by hand is not acceptable. Alternatively, you can return these question papers to us. For some exams, you must return the question papers to us and cannot destroy them locally. See the table below for further details. Question papers You must return to Cambridge English Language Assessment You can destroy locally Cambridge English: Key Cambridge English: Key for Schools All Cambridge English: Preliminary Cambridge English: Preliminary for Schools All Cambridge English: First Cambridge English: First for Schools All Cambridge English: Advanced All Cambridge English: Proficiency All Cambridge English: Business Preliminary All Cambridge English: Business Vantage All Cambridge English: Business Higher All Cambridge English: Legal All Cambridge English: Financial All TKT All Skills for Life Reading and Writing Delta Module One All Cambridge English: Young Learners All All papers must be stored securely after the exam and either despatched to Cambridge English Language Assessment or securely destroyed within three calendar days of the exam date. Before destroying anything, please make sure that materials that you must return to us have been sent back. See the relevant Exam Day Booklet for instructions. 76 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

78 You must not keep any question papers, CDs or other exam materials, and must not use them for any purpose, including teaching. When returning unused Writing question papers to us, make sure they are returned in a separate envelope within the same package. Write Unused question papers on the separate envelope Securely destroying Speaking packs We will send new Speaking packs at designated times of the year (see Section 1.4 for further details). The packs include a letter with instructions to destroy the old Speaking test packs. If you receive new Speaking materials and are not sure what to do, please contact the Helpdesk. You must not keep old packs or use them in any way, such as for teaching purposes Securely destroying Listening CDs You can either return the Listening test CDs by secure means to us, or you can arrange for them to be securely destroyed, for example, by cutting them up. You must store them securely and destroy them within three days of the test being taken Securely destroying Skills for Life Speaking & Listening packs You must keep and securely store your Skills for Life Speaking & Listening packs until the beginning of the following year. We will send a letter with instructions to destroy the old Speaking & Listening packs. You can either return the CDs by secure means to us, or you can arrange for them to be securely destroyed, for example, by cutting them up. You must not keep old packs or use them in any way, such as for teaching purposes. 5.4 Speaking test marks for computer- based exams After the Speaking test, you must key the Speaking marks directly into Cambridge English Online within five days of the test. The marks must be keyed twice. For this reason, you must delegate two suitably responsible people to carry out this task in secure conditions. This will help to maintain the integrity of the exams and reduce input error. These people must not be connected personally in any way to the candidates, such as having taught them in the last three years, or being related to them. Instructions on how to do this are in the Speaking marks for computer- based tests Quick Guide, available from the Help section of Cambridge English Online. You must securely destroy the Speaking mark sheets immediately after the Speaking marks have been input. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

79 This process is summarised here (your role is emphasised in bold type): Centre submits entries Cambridge English validates entry Entry status confirmed Centre prints off Speaking mark sheets and hands to the examiners Examiners complete Speaking mark sheets and return them to the centre Centre keys in Speaking marks twice and securely destroys mark sheets immediately after Cambridge English receives marks directly and processes results 5.5 Test day photos Upload all test day photos within five days of the written exam, following the instructions in the Guide to test day photos, available from the support website. 5.6 Actions following an inspection Following an inspection visit, you will receive a feedback message from either the Centre Inspections Unit in Cambridge or your local Inspections Co- ordinator, which will state the official rating awarded to your centre during the inspection and list any action that your centre is required to undertake as a result of it. If you are awarded an Unsatisfactory or an In need of improvement rating, you will be asked to complete an Action Plan listing the actions you have taken to rectify the faults. You must return the completed Action Plan within four weeks of receiving a message. You will then be re- inspected or asked to complete a self- audit to ensure that the actions listed have been taken. Failure to return a completed Action Plan promptly and/or rectify the shortcomings might affect your centre s authorisation. If you have any questions about the actions required of your centre or need any help with rectifying faults, please contact the Centre Inspections Unit or your local Inspections Co- ordinator. 78 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

80 5.7 Post-exam service Candidates might have queries even during holiday periods, such as needing help with login details to access their results, or wishing to query a result. You must make sure you have staff available to answer these queries. Make sure that you notify your candidates of any local arrangements (e.g. periods of holiday closure) that might impact on the receipt and distribution of results and certificates, or that might impact on dealing with queries. In this situation you must provide alternative arrangements in case candidates need to contact you (for example, a phone number they can contact or an office they can visit). If candidates lose their access details, it is your responsibility, or your preparation centre s responsibility, to help them with login problems or to give them results directly. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

81 5. After the 2. Entries 6. Results & certificates 4. Exam day 3. Exam materials Results release dates Helping candidates with their queries When and how you will receive certificates What to do when a candidate loses their certificate 5. After the exam 6. Results & Certificate 1. Exam planning 2. Entries 4. Exam day 3. Exam materials 6.1 Results release dates Results for Cambridge English: Key, Key for Schools, Preliminary, Preliminary for Schools, First, First for Schools, Advanced, Proficiency and Business Certificates are released within a window of 4 6 weeks after the exam day. Results for computer- based exams, Cambridge English: Legal, Cambridge English: Financial and Delta Module One are released on a fixed date. Dates are listed in the calendars on the support website. Although every effort is made to ensure that results are issued promptly, in exceptional circumstances, such as where a malpractice investigation is ongoing or where scripts are received late, results may be issued later than the published release date. Results are provisional and we reserve the right to amend these before the issue of certificates. 6.2 Results for centres You can access the results for the following exams by logging onto the Entries System and clicking on the Results menu: 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 Cambridge English: Legal Cambridge English: Financial 80 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

82 Delta Module One Any computer- based versions of the above exams For other exams we send you printed copies of results. Make sure you have made arrangements for receiving these materials, even during holiday periods, so that they can be distributed immediately to candidates. If for some reason you are unavailable to receive these materials, notify the Helpdesk immediately, so that couriers can be notified. Skills for Life Most Skills for Life statements of results are issued 2 3 weeks after receipt of the completed unit materials, although at some times during the year this time might be extended to five weeks. The statements indicate whether the candidate has achieved Pass or Below Pass in a given unit. Results are issued for all units taken. Please pass these statements to candidates without delay, in case they have any queries about their result. MODULE ONE Delta Module One Delta Module One results are released eight weeks after the exam date. Please pass result statements to candidates without delay, in case they have any queries about their result. TKT TKT certificates for both paper- based and computer- based tests are issued within two weeks of receipt of the completed scripts. Please pass these certificates to candidates without delay, in case they have any queries about their result. Cambridge English: Young Learners Awards are sent to you approximately 2 3 weeks after the receipt of completed test papers and the confirmed entries. Please pass these awards to candidates without delay. 6.3 Results for candidates Candidates can access their results for the following exams directly online at 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 Cambridge English: Legal Cambridge English: Financial CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

83 Delta Module One any computer- based versions of the above exams If you use the Confirmation of Entry template on Cambridge English Online, the candidate will get their online results access details in this document. Remind them to keep the access details to view their results online and to grant recognising institutions access to their results on the results verification site. Results will be posted to the candidate results website on the dates specified in the relevant exam calendar on the support website. 6.4 Results for preparation centres Preparation centres can access their candidates results at For information on how to register preparation centres and give them access to the results service, go to Cambridge English Online and use the Users, preparation centres and venues Quick Guide in the Help section. 6.5 Results enquiries We have a system in place to check the accuracy of results if they are queried. These checks rarely reveal any inaccuracy in the original result and they do not provide feedback on the performance of candidates in particular components. If a candidate wants to query their result, they must contact you and you can submit a Results Enquiry form available from the support website (this must be done within the time period specified on the form). There is also a formal procedure for appealing against the outcome of a results enquiry. Full details of the results enquiries service (including dates, fees charged and relevant forms) are on the support website. We reserve the right to revise the information given on statements of results, and the decisions of Cambridge English Language Assessment concerning results are final. All candidates answers are the property of Cambridge English Language Assessment and will not be returned. 6.6 Certificates Certificates are despatched within three weeks after results are released, or quicker where possible, depending on the exam. TKT certificates are despatched approximately two weeks after receipt of completed answer sheets in Cambridge. For computer- based exams, certificates are issued within two weeks of results being released. There might be a delay in the issue of certificates if the information needs to be corrected, or any irregularity is suspected. Make sure you have made arrangements for receiving these materials, even during holiday periods, so that they can be distributed immediately to candidates. If for some reason you are unavailable to receive these materials, notify the Helpdesk immediately, so that couriers can be notified. 82 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

84 Ideally, you should ask your candidates to collect their certificates in person. However, where this is not possible, please take great care when distributing certificates: we recommend you ask each candidate to complete a stamped addressed envelope (cardboard- backed envelopes or tubes are best) it is important the address provided for certificates is a secure one, usually where either the candidate or a member of the candidate s family will be available to receive the certificate send the certificate by registered post or recorded delivery with your centre address on the outside ask for an acknowledgement of receipt. We recommend that you destroy unclaimed certificates securely after one year. Please note that you must destroy these after two years for data protection reasons Skills for Life Unit and Level certificates For each unit, candidates who achieve a Pass are awarded Unit certificates. Candidates who achieve a Pass in all three units receive a Level certificate, which is issued at the lowest level of successful achievement across the units. In order to issue a Level certificate for candidates who have been exempt from a unit due to special requirements, you must inform the Exams Processing Unit at [email protected] once the entries for the other two units have been submitted Candidate name errors on certificates There are several opportunities to correct a candidate s details. Candidates must check their Confirmations of Entry and their personalised exam materials and tell you if their name is spelled incorrectly. You then need to make the amendments on the relevant Entries System before the final amendment date (this date is on the entries site). If a candidate s name is spelled incorrectly on the certificate, please follow these instructions: on the original certificate, cross out the incorrect name write the correct name above IN CAPITALS post the original certificate using a secure delivery method to the Exams Processing Unit (Results), or for Cambridge English: Young Learners certificates, to the General Marking and Young Learners Unit. You will be charged a fee via an invoice for any name amendments which we receive more than six months after the test date, except for Skills for Life, where the charge is immediately after the issue of certificates. Any request for name amendments received more than two years after the original certificates were despatched from Cambridge will not be accepted. Instead the candidate will need to apply for a certifying statement. We reserve the right to ask for further proof of the correct name and may refuse to produce a new certificate. Production of a new certificate is at our discretion. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

85 6.6.3 Replacing damaged and lost certificates Replacing damaged certificates Where a certificate is damaged in transit to a candidate, we will only issue a duplicate copy under the following conditions: The original certificate is returned. The appropriate fee is paid. This service is free if the application is made within six months of the certificate being issued. The application is made less than two years since the certificate was issued. After this time, the candidate can only apply for a certifying statement. Replacing lost certificates Candidates who have lost their certificate can only apply for a certifying statement. A replacement certificate will not be issued. Where a certificate is lost between the centre and the candidate, we will issue a duplicate copy provided that: you have attempted to trace the certificate and can provide proof of postage or a copy of a letter of admission of loss from the courier it is more than six months since the date of the exam (if proof of loss cannot be provided) you have requested a replacement certificate by ing the Exams Processing Unit (Results) at [email protected] within 12 months of the date of the exam. If you are unable to provide proof of postage, we will charge for replacements and can only supply a replacement certificate up to two years after the date of the exam. After this time, the candidate can only apply for a certifying statement. Replacement certificates and certifying statements are issued in the name of the candidate at the time they were entered for the exam. 6.7 Results Verification Service For candidates whose photo was taken on the test day, this photo will appear on the Results Verification Service website: This website is available to third parties who wish to verify a candidate s result. For example, your Cambridge English: Advanced candidates might wish to apply to a university, or move to a country that accepts Cambridge English: Advanced as part of the entry requirements. Some of these institutions might want to see a photo of the candidate who took the test. The institution in question would register to use the site, and can only see a candidate s results if the candidate gives them permission. To do this, the candidate gives the institution: their ID Number (a sequence of nine letters and numbers) their Secret Number (a four- digit number). Both of these are available from the candidate s Confirmation of Entry. If a candidate has lost their Confirmation of Entry, they must contact you for their details. There is no charge for using the Results Verification Service. 84 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

86 6.8 Applying for a certifying statement A certifying statement is a document which is accepted by universities and other institutions as proof of the exam result if the original certificate is lost. Certifying statements can only be requested by the candidate or the candidate s centre of entry. Certifying statements can either be sent directly to the candidate or to any public institution. For further information, please see Extended certification Extended certification gives many candidates additional credit for the language skills they have demonstrated, and a clearer picture of how results relate to the Common European Framework of Reference (CEFR). This helps universities, employers, government bodies and other organisations to make informed decisions and increase opportunities for candidates. Extended certification applies to: Cambridge English: Key and Key for Schools Cambridge English: Preliminary and Preliminary for Schools Cambridge English: First and First for Schools Cambridge English: Advanced Cambridge English: Proficiency Business English Certificates: Preliminary, Vantage and Higher. Cambridge English exams have always included items which cover a range of difficulty. Although each of these exams is targeted at a particular level on the CEFR, they also cover the levels immediately above and below, and extended certification allows candidates to receive credit for their performance at these levels. It is an enhancement to the way we report results, and does not change the content of the exams or the skills candidates need to demonstrate to achieve a particular grade. Extended certification is designed to give a clearer picture of how candidates performance in each Cambridge English exam aligns to the CEFR. It works in two ways: A candidate who performs particularly well in the exams can get credit at a higher level on the CEFR. For example, candidates who get grade A in Cambridge English: Advanced receive a CAE certificate indicating that they are at C2 level. Candidates can also receive credit for their English language skills, even if they do not achieve a passing grade. So a candidate who does not get enough marks for a grade C in Cambridge English: Advanced can still be awarded a certificate showing performance at Level B2 if they show this level of ability in the exam. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

87 Appendix 1: Glossary Action Plan If a centre is awarded In need of improvement or Unsatisfactory after a centre inspection, the Centre Inspections Unit or local Inspections Co- ordinator will them an Action Plan. The centre must complete the Action Plan with the actions it has taken to rectify all the faults found and it back to the Centre Inspections Unit or their local Inspections Co- ordinator before the deadline. Amanuensis If a candidate is unable to write their answers either by hand or computer, you may ask permission to use someone who can perform this task for them. For regulations on the use of an Amanuensis, see the Special Requirements Booklet available from the support website. Answer sheets/booklets Certain written exam papers require answer sheets. This method is used where candidates fill in a box to indicate their answer, for example in a multiple- choice task for Reading or Listening. The answer sheets are scanned by an Optical Mark Reader (OMR), which picks up the graphite from the candidate s pencil mark and checks this against the key associated with that question. If a question is left blank, if a candidate fills in more than one lozenge for a question, or if a candidate uses a pen, the answer sheet is rejected and checked manually. Some answer sheets have sections where candidates write answers and these are marked by clerical markers. Cambridge English Online The website used by centres running 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, Cambridge English: Legal, Cambridge English: Financial, Delta Module One and their computer- based versions. Also known as one of the Entries Systems. During 2015 some of these exams will be moved to an alternative system. Cambridge English: Young Learners Entries Systems The sites used by Cambridge English: Young Learners centres to make their entries. There is one for paper- based Cambridge English: Young Learners, and another for computer- based Cambridge English: Young Learners. Candidate A candidate is someone who is registered to take Cambridge English exams. Centres must register (make entries) on behalf of the candidate, who can be in one of three categories: internal, external, or private: internal candidates are those who take a course within the centre where they are registered to take the exam external candidates belong to preparation centres who register candidates with the centre private candidates are those who are not studying at the centre or a preparation centre, but who take an exam independently. CECI The Cambridge English Candidate Identifier (CECI) is a unique number generated by Cambridge English Language Assessment when a candidate is entered for a Skills for Life unit or TKT module for the first time. Once the candidate is confirmed the CECI number appears on the Online Entries website, as well as on candidate listings, statements of entry, statements of results and certificates. It is essential that you record the CECI number and 86 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

88 inform the candidate, as all subsequent entries for further units will need to state the CECI on submission of the entry. CEM (Centre Exams Manager) The named main contact for Cambridge English Language Assessment, responsible on behalf of the centre for ensuring the correct administration of the exams, including but not limited to entries, the receipt of exam materials, results and certificates and for the distribution of these to candidates. Your CEM must ensure that: entries are submitted on time enough appropriate staff are employed to supervise the exam and that these people are trained, responsible and trustworthy suitable venues are used and that all regulations are followed all information and despatches from Cambridge English Language Assessment are passed to the relevant centre staff venue details are submitted to Cambridge English Language Assessment within the deadlines there is a copy of the following forms available at each test venue: Special Consideration form, Malpractice form and Late Arrivals form all materials are stored securely candidate IDs are checked for each component when candidates are seated at their desk. In addition, for computer- based exams, they: ensure that the Technical Support is involved at an early stage, and that all necessary documentation is passed on to enable successful installation ensure that test material is downloaded and that candidates access tokens are printed in advance of each test monitor the exam on the administration software, or delegate this responsibility to a trustworthy member of staff. Further details about the responsibilities of the CEM are in the Centre Registration Booklet (available from the support website) and in the Centre Agreement. Certifying statement If a candidate loses their certificate or wishes to verify their result for a third party, they must apply for a certifying statement. The application form is available on the support website. Confirmation of Entry A Confirmation of Entry is generated for each candidate who is registered on Cambridge English Online to take a Cambridge English exam. It contains information about the exams to be taken as well as the Summary regulations and Notice to candidates. Centres must pass these on to candidates, for their reference. Users of Online Entries will continue to use statements of entry. Dummy partner (except Skills for Life) A dummy partner is a non- assessed candidate used during the Speaking test. The use of a dummy partner is only allowed as a special arrangement for a candidate with special requirements, such as a speaking or hearing difficulty, or if they miss a test for a good reason with no possibility of attending a Speaking test on another day. See the Absent candidates and dummy partners section in the Exam Day Booklet and the Special Requirements Booklet, available from the support website. Skills for Life exams have different rules for dummy partners. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

89 Dummy partner A dummy partner takes the test with a candidate but their performance will not be assessed during the exam. There are different reasons for using dummy partners such as creating a pairing when the actual test partner is absent or for candidates with special requirements. See the relevant Exam Day Booklet available from the support website. Entries Systems The collective term for all the systems you use for entering candidates for any Cambridge English exams. Exam Day Booklet For 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, Cambridge English: Legal, Cambridge English: Financial, TKT and Delta Module One, there is a step- by- step guide for supervisors and invigilators called the Exam Day Booklet. This booklet must be available in each exam room. The Skills for Life, Cambridge English: Young Learners and computer- based exams each have their own self- contained Exam Day Booklet. You can download and print Exam Day Booklets from the support website. Exam session Means a one- week period (Monday to Sunday) for TKT. For other exams, it means the given exam period on the calendar, for example June F0 in Cambridge English: First or CB Cambridge English: Preliminary June AM1. Inspection report During an inspection, the Inspector completes a checklist of key regulations and rates the centre s performance. The Inspector gives feedback and a copy of the report to the CEM/supervisor before leaving the centre. If an electronic report form is used, a copy will be ed to the centre s address. Inspector Appointed by Cambridge English Language Assessment to inspect live exam sessions and to objectively evaluate the security of confidential materials storage, exam administration and invigilation, and to advise centre representatives accordingly, using the inspection report. Interlocutor (Speaking & Listening tests) The Interlocutor: Is a teacher from the college where the student is taking the test, or a similarly qualified person who meets the minimum professional requirements (MPRs). Must work through the self- access Interlocutor training materials before conducting any Speaking & Listening tests. These materials provide detailed guidance and support for the role of the Interlocutor, however they must not be used for teaching purposes. Needs to familiarise themselves with the live Speaking & Listening test materials a day or two before any exams. Must preserve confidentiality of exam materials. Is expected to be punctual to start the Speaking & Listening tests on schedule. The tests must last the correct amount of time according to the timetable. 88 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

90 Manages the interaction in a Speaking & Listening test, asking candidates the appropriate questions and leading the direction of the conversation. If you need any Interlocutor Training Packs, contact the Helpdesk. Invigilator Appointed by the centre to invigilate an exam. Ensures that materials are kept securely, the exam is run according to Cambridge English Language Assessment regulations, and that the integrity of the exam is maintained. Ensures that all candidates are under surveillance from the point they enter the exam room to the point they leave the exam room. They also: might be involved in setting up the exam room(s) check candidate IDs while candidates are seated at their desks or are in the waiting area for Speaking tests distribute the exam materials to the candidates for each paper, ensure that all mobile phones and electronic items are switched off and put into the designated area distribute candidate access tokens for computer- based tests report any incidents that might have affected the candidates, or malpractice, to the supervisor collect and collate exam materials immediately after an exam seal materials in an envelope before removing them from the exam room. The centre is responsible for recruiting and training enough suitable invigilators. Training must be carried out at least once a year and you must keep a record of this training. Level Skills for Life Entry Level 1, Entry Level 2, Entry Level 3, Level 1 and Level 2. Marshal Responsible for escorting Speaking test candidates from the waiting room to the exam room. Must not leave candidates unsupervised until they go into the test room. Makes sure candidates who have been examined are kept separate from those waiting for their test. Marshals can also be used during written exams to help sole invigilators. Minimum Professional Requirements International centres are responsible for ensuring that their Speaking Examiners meet our Minimum Professional Requirements (MPRs). Skills for Life centres, when selecting Interlocutors, must ensure they meet our MPRs. These are available on the support website. Notice to candidates The Notice to candidates provides essential information for candidates in advance of the exam. There are two types of Notice to candidates: there is one for Cambridge English: Young Learners and one for all the other exams. We will send you copies when you order exam materials and you can download them from the support website. Online Entries This is the website used by Skills for Life and TKT centres to register candidates for the exam. Also known as Entries System. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

91 Online Marks Capture (OLMC) This is the process for printing Speaking test mark sheets from the Online Entries website, and keying the marks into online forms for submitting directly to Cambridge English Language Assessment. Packing codes If you intend to use separate exam venues or rooms within the same venue(s), you must divide your entry into groups, referred to as packing codes. These are identified by three alpha characters (e.g. AAA) on the candidate screen in the relevant Entries System. You can use any combination of letters that are meaningful to you. Online Entries users (Skills for Life and TKT) will see the term part code. Part code See Packing codes. Preparation centre Formerly known as course providers or supplier schools. Institutions that offer Cambridge English courses, who provide candidates to their registered centres. Pretesting Before any questions are considered for inclusion in a Cambridge English exam, they are first pretested on groups of students. Usually these students are enrolled for the live exam in which they are being pretested. If you would like to sign up, more information on pretesting is available on the support website. Professional Support Leader (PSL) The most senior of the Team Leaders in a country or region. Responsible for training and ongoing monitoring of Team Leaders and Speaking Examiners. Reader If a candidate is unable to read the exam paper, or use Braille, you can ask permission to use someone to perform this task on their behalf. For regulations on the use of a Reader, see the Special Requirements Booklet, available from the support website. Self-assessment checklists Closely resemble the inspection report and are used by centres to train their centre staff and to self- regulate the quality of their exam administration. There is one self- assessment checklist for written exams, and one for Speaking. They are updated annually and are available from the support website. Self-audit This is a procedure you might be asked to carry out at your centre. You will be contacted and asked to fill in a selfaudit form, which must be returned to us within two weeks. You can complete this form during one of the exams at your centre either yourself or delegate it to one of your invigilation staff. Self- audit is an additional quality check and complements face- to- face inspections. SELT SELT exams The UK Visa and Immigration service (UKV&I) recognises certain exams for specific types of visa; it calls these exams Secure English Language Tests (SELT). If a candidate wants to take a Cambridge English exam for SELT purposes, there are additional requirements that you need to put in place. Without these additional requirements, the candidate will not be able to use their result for UKV&I purposes. 90 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

92 SfL ST form The Skills for Life Speaking & Listening form used to book assessors at least five weeks before the intended exam date. Sitting (Skills for Life and TKT) A specific time on a specific day on which an exam takes place. Speaking Examiner International centres are responsible for training their Speaking Examiners using the Quality Assurance procedures (QA). Further details are available on the support website. In the UK, Cambridge English Language Assessment provides the Speaking Examiners. In order to book the examiner for your Speaking exam (or Speaking & Listening test for Skills for Life) you must fill out the appropriate ST form within the specified deadlines on the calendars, available from the support website. Special Arrangements These are made in advance for candidates who either need modified question papers or have other administrative requirements, such as extra time. Use the Special Arrangements form available from the support website. For regulations on Special Arrangements, see the Special Requirements Booklet. Special Consideration If candidates experience any sort of distraction or distress during the exam, they might need Special Consideration to ensure they are not disadvantaged. You will need to consider whether the incident affects one candidate or all candidates in the room. The Special Consideration form is on the support website. For regulations on Special Consideration, see the Special Requirements Booklet. ST form (UK only) The Speaking Test Arrangements form used to book assessors no later than the deadline specified on the relevant calendar, available from the support website. Statement of entry A statement of entry is generated for each candidate who is registered on Online Entries to take a Cambridge English exam. It contains information about the exams to be taken as well as the Summary regulations and Notice to candidates. Centres must pass these on to candidates, for their reference. Users of Cambridge English Online use Confirmations of Entry. Statement of results Results are released on the Results Online website, which includes a graphical profile of the performance of the candidate. Supervisor A centre may nominate a person to co- ordinate a group of invigilators this person is called a supervisor. The supervisor may be responsible for supervising all the invigilators at a venue, or a subset of invigilators at a large venue. A supervisor is also responsible for the waiting area of a Speaking test. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

93 Support visit Support visits are carried out by Centre Inspectors, who provide guidance and support where needed on the day you are running an exam. You can ask the Inspector any questions about exam administration and security of materials, and they will advise you and your staff on correct procedures and possible improvements if necessary. This is not an inspection and no inspection rating is awarded during this visit. You will be informed of the date and location of the support visit. Support website: support.cambridgeenglish.org A website where you can find helpful articles and answers to many common questions asked by candidates and centres. You can also log and track queries with the Helpdesk and the Application Support Team online. All documentation needed to run Cambridge English exams is also available to download. Login details are assigned to CEMs automatically, so please use the Get a password link if you have forgotten your password. Please contact the Helpdesk if you have any issues logging in. Team Leader All centres must have access to a Team Leader or Speaking Examiner Trainer Co- ordinator. The Team Leader liaises with the CEM to manage the SE Quality Assurance process and carries out SE Training, Certification and Monitoring. Team Leader System Cambridge English Language Assessment has established a Team Leader System as the means of providing professional support for the Speaking tests. Details of how the Team Leader System works can be found on the support website. Test Sitting Administrator (TSA) In order to run Connect Plus computer- based tests, you will need a TSA to run each Test Sitting Administration computer at your centre. TSA responsibilities include: co- ordinating/supervising invigilators during the test preparing the test rooms for the test starting, monitoring and finishing the test making sure that exam regulations are followed checking all candidate responses are uploaded. See the Test Centre Admin Guide and Computer- Based Testing Exam Day Booklet on the support website for more information. Unit Skills for Life exam a skill or component, i.e. Reading or Writing or Speaking & Listening. UK SELT We have established a restricted network of centres in the UK for offering Cambridge English SELT exams. There are additional regulations these centres must follow for sessions that include one or more candidates taking an exam for UK visa purposes. Venue code See Packing codes. 92 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

94 Venue details These are the details of when and where you are running the exam. For 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, Cambridge English: Legal, Cambridge English: Financial and Delta Module One, venue details can be entered into Cambridge English Online. For TKT and Skills for Life, and for centres not using the venue details feature on Cambridge English Online, you must complete the Venue Details form available from the support website. See the exam calendars on the support website for deadlines for submission of venue details. Centres running Cambridge English: Young Learners will add venue details using the Cambridge English: Young Learners Entries System. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

95 Appendix 2: Syllabus numbers These are for your reference. Examination Syllabus number Computer-based syllabus number Cambridge English: Key (KET) Cambridge English: Preliminary (PET) Cambridge English: Key for Schools (KET for Schools) Cambridge English: Preliminary for Schools (PET for Schools) Cambridge English: First (FCE) Cambridge English: Advanced (CAE) Cambridge English: Proficiency (CPE) Cambridge English: First for Schools (FCE for Schools) Cambridge English: Business Preliminary (BEC Preliminary) Cambridge English: Business Vantage (BEC Vantage) Cambridge English: Business Higher (BEC Higher) Cambridge English: Legal (ILEC) Cambridge English: Financial (ICFE) (Tuesday) 0102 (Weekend) 0106 (Other weekday) (Thursday) 0302 (Weekend) 0306 (Other weekday) D Skills for Life D701 Reading Entry 1 D704 Reading Entry 2 D707 Reading Entry 3 D710 Reading Level 1 D713 Reading Level 2 D702 Writing Entry 1 D705 Writing Entry 2 D708 Writing Entry 3 D711 Writing Level 1 D714 Writing Level 2 D703 Speaking & Listening Entry 1 D706 Speaking & Listening Entry 2 D709 Speaking & Listening Entry 3 D712 Speaking & Listening Level 1 D715 Speaking & Listening Level 2 TKT: Module 1 TKT: Module 2 TKT: Module 3 TKT: CLIL TKT: Knowledge About Language TKT: Young Learners TKT: Practical Cambridge English: Starters (YLE Starters) Cambridge English: Movers (YLE Movers) Cambridge English: Flyers (YLE Flyers) Delta Module One S0751 (Reading & Writing) S0752 (Listening) S0753 (Speaking) S0756 (Reading & Writing) S0757 (Listening) S0758 (Speaking) S0761 (Reading & Writing) S0762 (Listening) S0763 (Speaking) D031 CB KET 0083 CB PET 0095 CB KET for Schools 0089 CB PET for Schools 0099 CB FCE D025 CB FCE for Schools D065 CB CAE D026 CB CPE D028 CB BEC Preliminary 0354 CB BEC Vantage 0355 CB BEC Higher 0356 CB TKT Module 1 D011 CB TKT Module 2 D012 CB TKT Module 3 D CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

96 Appendix 3: Code of Practice for Cambridge English SELT exams invigilators in the UK Approval to act as an invigilator 1. Proposed invigilators must supply one original reference from a current or former employer. 2. Proposed invigilators must have at least Level C1 of English. 3. Proposed invigilators must have the appropriate qualifications and experience for the role. 4. Proposed invigilators must have the appropriate legal status for the work they are undertaking. 5. Proposed invigilators must successfully complete a training workshop led by the Authorised Centre or Cambridge English Language Assessment. 6. Proposed invigilators who successfully complete the training workshop must sign the Code of Practice for Cambridge English SELT exams invigilators before they can be approved to act as invigilators. 7. Once approved, invigilators must make themselves available for additional briefing/training as required. Security and confidentiality 1. Invigilators must observe at all times the strictest security and confidentiality concerning live test materials. 2. Invigilators must comply with all instructions concerning appropriate security practices given by the Authorised Centre, Cambridge English Language Assessment or any Cambridge English Language Assessment Inspector and must comply with all instructions in the relevant Cambridge English Exam Day Booklet. 3. Invigilators must immediately report any suspected breaches of security or any suspected malpractice to the Authorised Centre. 4. Any knowledge gained from invigilating must not be disclosed, discussed, reproduced or used for the purpose of exam preparation by invigilators. 5. Invigilators must acknowledge that all information received or viewed that is associated with the test belongs solely to Cambridge English Language Assessment and is confidential to Cambridge English Language Assessment. 6. Invigilators are obliged to maintain this confidentiality for the entire duration of their employment with the Authorised Centre, plus two years. Invigilating 1. All invigilators must be familiar with the test materials they are expected to handle during the test and with all relevant parts of the Exam Day Booklet, made available to them by the Authorised Centre. 2. All invigilators must follow the Exam Day Booklet instructions strictly and must read out the instructions to candidates. 3. Invigilators must not allow candidates to take the test without appropriate ID. Invigilators must conduct a thorough ID check before candidates are admitted to the examination/speaking test interview room. Invigilators must also check IDs thoroughly when candidates are seated at their desks before starting the exam, each time the candidate leaves the room for a break of any kind, when taking the test day photo and when recording the voice sample. 4. Invigilators must check that the IDs used by candidates on the exam day are the same as the IDs used at the point of registration as indicated on the relevant Candidate Registration form. The CEM must provide invigilators with a list of IDs used at registration. 5. When checking IDs, invigilators must compare candidate names and numbers on the test papers with those on the desk labels of individual candidates and their IDs. 6. When checking IDs, invigilators must check the candidate s ID photo against the candidate. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

97 7. Invigilators must ensure that no unauthorised items or materials are taken into the test room and that no test materials are taken out of the test room by candidates. 8. There must be at least one invigilator for every 15 candidates, and any invigilator working on their own must be able to summon assistance quickly when needed. Invigilator information The invigilator accepts that the Authorised Centre will store the following information about them: Records of the evidence collected showing the invigilator complies with Cambridge English Language Assessment requirements. This includes keeping evidence that the information was verified (for example, by keeping evidence of address, date of birth, etc.). This includes: full name full, verified address nationality date of birth when and how each invigilator and other exam staff were trained evidence they meet the requirements for invigilators/exam staff, as defined by Cambridge English Language Assessment confirmation that the invigilator has signed the Code of Practice. The invigilator accepts that this information is being collected and that it may be provided to Cambridge English Language Assessment and the UK Home Office if the staff member is found to be complicit in malpractice, maladministration, or non- compliance with requirements. UNDERTAKING I, (name) of (address) undertake to observe all the requirements of this Invigilators Code of Practice and accept the terms laid out in the invigilator information section Invigilator s signature: Centre Exams Manager s signature: Date: Date: Centre name/number: 96 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

98 SELT Appendix 4: Procedure for recording a speaking sample We recommend making and saving the recording using a PC with Microsoft Sound Recorder or another similar program, although you can also use hand-held digital recorders. Getting consent You must obtain the candidate s consent by asking them to complete the relevant Candidate Registration form. You can download the forms from the Candidate Test Day Photo Registration Form article on the support website: Store these consent forms at your centre for two years. Before the exam day Make sure the right equipment is available at the exam venue. You will need: A PC or laptop with Microsoft Windows 7 and above, or Windows XP (you could use the same PC or laptop for this and for the test day photos). The PC/laptop must have a sound card and speakers, and must be password protected. A microphone that attaches to the PC/laptop. Make sure your invigilators for the venue are briefed on what to do. We recommend that you make the recording at the same time as you take the candidate s test day photo. However, it is up to you whether to follow this recommendation, and you can make the recording on the Speaking test day, or the written test day. You will need to build the extra time required for this into your exam day timetable. On the exam day You must make the recording in a quiet room. You must check the candidate s ID. Make sure you have a microphone connected to the computer. Do a practice recording to make sure the microphone is working. For Windows 7 and above: Open Sound Recorder by clicking the Start button. In the search box, type Sound Recorder. In the list of results, click Sound Recorder. For Windows XP: Click Start, then Programs Accessories Entertainment Sound Recorder. Show the candidate the text so they can read it first and ask any questions they have. Explain to the candidate that this recording is not part of the test and will not be marked. First, record the candidate details: Today is the [date]. This recording is for [candidate name] candidate number [number] for [exam name]. For example: Today is 15 April This recording is for John Bishop candidate number 5809 for Preliminary. Then make sure that the microphone is pointed towards the candidate. Give the candidate the text to read (see the end of this section for the text). At the end of each recording, check it has recorded successfully. Save the sound file to a folder on the laptop or PC. The file should be saved as a WAV or MP3 file. If using Microsoft Sound Recorder you will not need to change the format. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

99 SELT Save the file using the following naming convention: Candidate number, exam session, candidate name, candidate number, date of birth. For example: 5809PreliminaryApril2015JohnBishop15November1990.mp3. After the exam day All the sound files must be returned to the centre and stored securely at the centre. These must be accessible to the CEM and any key staff that work with them, and must be protected by a password. If there is a change in staff, make sure the new staff know where to find and how to access the sound files. Any temporary copies of the recording stored on PCs/laptops at the venue or elsewhere must be deleted. You must store all speaking sample files for two years and then destroy them after the two years have expired. You must take all reasonable measures to ensure full back-up of files is conducted. Using other technology We recommend using Microsoft Sound Recorder. However, you can use other sound recording software, such as Audacity, as long as it has the following characteristics: It creates a separate file for each speaking sample. It is possible to extract and store each file separately. It has the ability to play back a recording and rewind to the start of each sample. It has enough recording time for the number of candidates you need to record. Making sound files available to Cambridge English Language Assessment We will sometimes ask you for copies of a candidate s recording. You will need to upload the file to Fronter. We will send you instructions on where and how to upload it. Text for candidates to read out My name is... and I come from... I can ask and answer simple questions in English, talk about numbers, cost and time and what I like to do in my free time. I can talk about my family and my country. 98 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

100 Appendix 5: Procedure for recording Skills for Life Speaking and Listening tests If a candidate is taking a Skills for Life exam for UK visa and immigration purposes, their Speaking & Listening test must be recorded. Getting consent You must ensure that consent to record the Speaking & Listening test has been given by the candidate by using the relevant Candidate Registration form that is provided on the support site. Procedure for recording the Speaking & Listening test We recommend making the recording using a handheld digital recorder with the ability to transfer recordings to a laptop/pc for secure storage. You can also use Microsoft Sound Recorder or another similar program with a microphone connected to the PC or laptop being used. You must ensure that if using a digital recorder there is enough memory and battery charge to record the Speaking & Listening test. Before the exam day Make sure the right equipment is available at the exam venue. You will need: A digital recorder with sufficient memory capacity Or A PC or laptop with Microsoft Windows 7 and above, or Windows XP (you could use the same PC or laptop for this and for the test day photos). The PC/laptop must have a sound card and speakers and must be password protected. A microphone that attaches to the PC/laptop if using this equipment. Make sure your Interlocutors for the venue are briefed on what to do. On the exam day You must check the candidate s ID. Make sure that the digital recorder is placed in a position to record both candidates. Do a practice recording to make sure the recorder is working and that the recording is of good quality. Ensure the chosen equipment has sufficient battery charge and memory for the recordings. If using a PC/laptop ensure you have a microphone connected to the computer. Do a practice recording to make sure the microphone is working. Ensure the equipment doesn t create a barrier between the candidates and the examiner. Ensure candidates are in a comfortable position for the recording to take place. At the beginning of the recording the Interlocutor must state the date, the candidates names and the exam name. For example: Today is 15 September 2015 and this recording is for John Bishop and Jane Smith candidate numbers 5809 and 5810 for Skills for Life. If using a dummy candidate clearly state this in the introduction. You must make the recording of the entire Speaking & Listening test. CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

101 If you are using Microsoft Sound Recorder or a similar program with a microphone follow these steps: For Windows 7 and above: Open Sound Recorder by clicking the Start button. In the search box, type Sound Recorder. In the list of results, click Sound Recorder. For Windows XP: Click Start then Programs Accessories Entertainment Sound Recorder. Make sure that the microphone is positioned to record both candidates and the Interlocutor. After the exam day All the sound files must be returned to the centre and stored securely at the centre. These must be accessible to the Centre Exams Manager and any key staff that work with them, and must be protected by a password. If there is a change in staff, make sure the new staff know where to find and how to access the sound files. Files must be saved as the WAV file type. Any temporary copies of the recording stored on digital recorders/pcs/laptops at the venue or elsewhere must be deleted. You must store all Speaking & Listening tests for two years and then destroy them after the two years have expired. You must take all reasonable measures to ensure full back-up of files is conducted. Making sound files available to Cambridge English Language Assessment Cambridge English reserves the right to request the recorded Speaking & Listening tests at any time and these must be provided upon request. If requested you will need to upload the file to Fronter. Instructions on where and how to upload will be provided. Files must be named in a way that will enable you to find them easily and quickly, for example 2015week48candidates5809/5810 In the event of suspected malpractice we may request that the candidate provide a second speaking sample recording. 100 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

102 Index A Action Plan 72, 78, 86 Answer sheets 10, 17, 60, 73, 86 Attendance register 44, 60, 76 B Bar codes 75 C Cambridge English 8 Cambridge English Online 45, 46, 86 Cambridge English Candidate Identifier (CECI) 52, 86 Candidate ID 11, 25, 66 Candidate Information Sheets (CIS) 54, 61 Candidate numbers 46, 47, 52 Centre News 17 Centre Print Scan 9 10, 47, 61, 73, 74 Centre Registration Booklet 14, 24, 87 Certificates Damaged Duplicate copies 84 Lost 84 Name corrections 83 Skills for Life 83 Certifying statements 83, 84, 85, 87 Checklists 22, 23, 61, 65 Closing dates 24, 41 44, 51 Confirmation of Entry 41, 49 50, 82, 87 Copyright 28 Courier D Data protection 19, 26 27, 83 Destroying materials Dividers 33, 34 Dummy partner 70, 88 E Entries 41 Amendments 44, 47, Closing dates 24, 41 44, 51 Late 43 44, 51 Minimum numbers 46 Reserving 47 Transferring 51 Withdrawing Entries System 9, 42, 44 45, 88 Cambridge English: Young Learners 31, 50, 86, 93 Equal opportunities 26, 27 Equality Act 27 Exam dates 24, 31 Exam Day Booklet 28, 88 Exam rooms Computer-based tests 33 Listening tests SfL Speaking & Listening 36 Speaking tests Exam venues Examiner-in-Liaison (EL) Extended certification 85 F Fees 18, 24, 51, 82 Late entry 43, 44, 51 Final amendment date 44, 47, 50, 51, 83 G Getting started 8 H Headphones Computer-based exams 33 Listening test 34, 63 I ID 11, 25, Inspection 22 23, 49, 52, 62, 65, 71 72, 78 Inspection report 23, 72, 88 Inspections Co-ordinator (IC) 48, 72, 78 Instructions to Speaking Examiners 38, 39 Interlocutors Skills for Life 11, 20, 39 40, Invigilators 11 12, 18 20, 34, 61, 66, 70, 89 Invoices 14, 17, 24, 47 L Late entries 43 44, 51 Legal matters CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

103 Listening CDs 48, 60, 61 Destroying 77 Listening materials Checking 63 Ordering 48 Listening test 33 34, 60, Logo 14, 28 M Malpractice 12, 14, 70, 80 Malpractice form 71, 74, 87 Mark sheets 39, 40, 43, 56 Computer-based tests 70, 77, 78 SfL Speaking & Listening 56 Materials 60 Checking 62 Destroying Modified 53, 54, 61, 91 Returning Storing at centre 63 Storing at venue Tracking 38, 40, 64, 74 Transporting 64 Minimum numbers 46 Mobile phones 70, 71, 89 Modified material 53, 54, 61, 91 MPRs (minimum professional requirements) 88, 89 N Nomination forms 21 Notice to candidates 17, 50, 61, 66, 89 O Online Entries 45, 47, 50, 89 Online marks capture 90 P Packing codes 41, 44, 47, 48, 62 Part codes 48, 90 Pretesting 25 26, 90 Professional Support Leaders (PSLs) 20, 90 Q Question paper envelopes 41, 47, 48, 62, 63 R Recruitment Refunds 47, 51, 52 Results Online 91 Results enquiries 82 Results Verification Service 84 Return address 75 S Safe 63, 73 Security 22, 38, 39, 40, 62, 63 64, 70 Self-assessment checklist 23, 65, 90 Self-audit 23, 71, 78, 90 SELT 10 12, 20, 90 SfL Speaking & Listening test packs 39 Sittings 15, 54, 57, 62, 70, 90 Speaking Examiner Trainer/Co-ordinator (SETC) 21 Speaking Examiners (SEs) 9, 35, 37, 91 Non-UK 20 22, UK 24, Speaking Test Arrangements form (ST form) 42, 53, 91 Speaking test attendance register 44 Speaking test for computer-based exams 70 Speaking test packs 37, 38, 39 Destroying 77 Ordering (Non-UK) 37 UK centres 37, 39 Speaking Test Team 39, 42 Special requirements 26, 39, 53, 61, 70, 83, 86, 87, 88, 90, 91 Statement of entry 17, 49, 50, 91 Storing materials 63 Summary regulations for candidates 50 Supervisors 18 20, 29, 34, 44, 54, 56, 64, 65, 66, 71, 91 Support website 17, 92 Syllabus numbers 94 T Team Leaders (TLs) 21, 35, 56, 92 Technical Support 87 Test day photos 12, 25, 71, 78 Time slots Time zones 33 Timetable deviation 58 59, 70 Timetables Training 9, 17 Centre Exams Manager 17, 28 Computer-based tests 15, CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

104 Interlocutors 11, 20, 39, 89 Speaking Examiners 20, 21, 36, 37, 38, 91 Supervisors and invigilators 20 Transferring candidates 51 U Unique Learner Number 53 University shield 28 V Venue codes 41, 92 Venue details 23, 48, 87, 93 Venue Details form 48, 49, 58 Venues 32, 47, 49, 63 Voice/speaking sample 12, 54, 67, 95, 97, 98, 100 W Withdrawing candidates CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES

105 Cambridge English Language Assessment 1 Hills Road Cambridge CB1 2EU United Kingdom support.cambridgeenglish.org Tel: [email protected] UCLES 2014 CE/2895/4Y09 NOT FOR RESALE * * 104 CAMBRIDGE ENGLISH LANGUAGE ASSESSMENT HANDBOOK FOR CENTRES 2015

106 Cambridge English Language Assessment is part of the University of Cambridge. We develop and produce the most valuable range of qualifications for learners and teachers of English in the world. Over 4 million people take Cambridge English exams each year in 130 countries. More than 15,000 universities, employers, government ministries and other organisations accept our certificates. Cambridge English Language Assessment a not-for-profit organisation. Cambridge English Language Assessment 1 Hills Road Cambridge CB1 2EU United Kingdom Tel: [email protected] UCLES 2014 CE/2895/4Y09 NOT FOR RESALE * *