Trading Standards Qualifications Framework
Request for
Examinations held at
Employer Local Authorities
On behalf of the Qualifications and Awards Board
Examination Cycle:
Resists for May 2018
Agreement for Special Requirements and Examinations held at local authorities
Between
The Chartered Trading Standards Institute
on behalf of the Qualifications and Awards Board
of
1 Sylvan Court, Sylvan Way,
Southfields Business Park, Basildon, Essex, SS15 6TH
And
[local authority details here]
For
name of student here
1. General
The purpose of this agreement is to set out the expectations/duties of the Local Authority undertaking the responsibilities of an authorised venue for a specified candidate.
As part of this agreement, the Local Authority agrees to adhere to the practices as set out below in Appendix A.
The agreement is authorised for the candidate(s) named above only.
This agreement is valid only for the examination cycle referred to in the heading only.
The Qualifications and Awards Board will only accept submissions from the local authority venue from the names stipulated above.
The agreement can only be set up once the Qualifications and Awards Board or its appointed representatives, CTSI Executive, have acknowledged the necessity for a Special Requirements Examinations Venue at the Local Authority.
Where the Qualifications and Awards Board has reasonable cause to believe irregularities have occurred, any future requests may be denied.
2.Nominated Person Responsible for Examinations
The nominated person shown in clause 6 of this agreement shall be responsible for ensuring the examinations are carried out to the specifications set out in Appendix A.
Where the nominated person is not the Head of Service, the Head of Service will be required to countersign this agreement.
The nominated person responsible for the examinations must be available at all times during the course of the examination(s). Where there are instances where they are unavailable, the emergency nominated person must be activated and CTSI’s Education Team must be notified immediately either prior to the exams or at the time.
The nominated person shall:
a)Ensure that all paperwork from CTSI is kept confidentially before, during and after the examinations.
b)Ensure that the invigilator(s) used during the examinations are suitable to carry out the role of invigilator. Where invigilation is occurring due to special requirements, the local authority are asked to ensure that a suitable replacement invigilator is available during the course of the exam being sat and meet the requirements as set out in this section and duties of an invigilator.
c)To ensure the invigilator(s) is fully aware of their role and responsibilities. A copy of the invigilator duties is enclosed with this agreement.
d)Ensure that at the end of the examination, all paperwork pertaining to the examination is forwarded back to the CTSI Executive by special delivery or courier within the timeframes as dictated by the Education Team.
e)Ensure that a person suitably qualified in first aid is available on site
throughout the examinations.
3.Invigilation
The Authority is required to provide an invigilator who will carry out the duties consistent with this responsibility, and the invigilator duties enclosed with this agreement.
The invigilator(s) must be recognised as a suitable person(s) to undertake this role and responsibilities. If there is only one candidate present then the invigilator must not be from within the trading standards profession.
The invigilator reports to the nominated person. The invigilator will sign off the appropriate paperwork and ensure the paperwork and the candidate’s answers are returned to the nominated person maintaining their security and confidentiality at all times.
- Educational Learning needs
Special facilities may be available according to the circumstances submitted by the employer local authority/organisation. As an examination venue this may include extra time and special exam papers which include larger text, coloured paper. The Qualifications and Awards Board accommodate other learning needs with individuals and their local authority.
Where special requirements are needed, CTSI Executive requires evidence. This could include a letter from their candidates GP, or in the case of educational learning needs a copy of any specialist report to go on file. The evidence required will be dependent on the individual requirements.
Options that could be available to those with Educational needs; to be determined by the evidence and CTSI.
Extra Time
Extra time can be given where a candidate has demonstrated the need, eg dyslexia or an injury that restricts their writing. Each circumstance is dealt with on a case by case basis. Candidates are allowed an extra 15 minutes per hour of the exam unless otherwise identified by CTSI Executive.
Computer/laptop
A computer is allowed where an individual circumstances will still be disadvantaged from the allowance of extra time. Eg severity of Dyslexia, or injury, whereby the candidate is physically restricted. Extra time is usually allowed in addition to the use of a computer. For use of the computer, it may not contain any program or information that could assist the candidate with their answers. The computer shall have no internet access.
Scribe
A scribe can be used if the candidate is unable to write or use a computer to carry out their examination. A scribe will be provided by the Authority. The scribe cannot have any connection with the Trading Standards Section and thereby have no knowledge of trading standards matters that could influence the answering process. Extra time is always given with the use of a scribe.
Exam Paper Reader
Where a candidate experience problem with their eyesight that may restrict their performance during their exam, an individual can be employed to read out the questions to the candidate. Extra time will be given in these circumstances.
Other
Other requirements not listed above but have been agreed by CTSI.
5.Irregularities
Where the Qualifications and Awards Board have reason to believe that an irregularity has occurred, they will contact the nominated person asking for information regarding the examination. The nominated person will be required to report back to the Qualifications and Awards Board, a date to be specified by its representatives of the CTSI Executive.
Where the nominated person is aware of, or made aware of an irregularity during the examinations, they must first carry out the instructions set out in Appendix A. The nominated person must inform the Service Director (Professional Standards) of the occurrence. Contact must be made in writing to . The CTSI Executive may wish to speak with the nominated person, asking for more information, or provide further instructions regarding due process.
The Qualifications and Awards Board will require the local authority to satisfy that all measures were undertaken to the appropriate standards required, before allowing any further examinations to be held within the local authority.
1.5.1.1 SLA Special requirements version 3 July 2015
To be filled in by the Nominated Person
Authority:......
Address (paperwork to be sent to): ......
......
......
Nominated Person:......
Contact Telephone Number:......
Contact Mobile Telephone Number: ......
Emergency Nominated Person (mobile):......
Contact Telephone Number:......
Invigilator Details
Invigilator Name:......
Invigilator Signature AND initials of
Invigilator:……………...... ………………………………………………………......
(required to ensure the signature of the exam scripts match)
2nd Invigilator Name:......
(In the event of more than one candidate in the room during the exam period)
2nd Invigilator Signature AND initials of Invigilator:……………………………………………………………………………………......
(required to ensure the signature of the exam scripts match)
Contact Telephone Number on day of Exams………………………………...….…......
Signed by the nominated person:
I have read through and understand the responsibilities/duties required of this Authority to hold an examination for the candidate named above.
Signature Nominated Person:...... Date: ......
Where the nominated person is not the Head of Service, the Head of Service will be required to countersign this agreement.
Head of Service:...... Date: ......
Signed on behalf of the Qualifications and Awards Board
Representative Signature...... Print Name: ......
Confirmation of local authority request and any special provision:
To be completed by CTSI
CTSI confirm that the named candidate is able to undertake the written examination within their localauthority and that the nominated person is the person whom CTSI will liaise with regarding the delivery of the examinations.
Candidate Details:
Name:......
Candidate No:......
Examinations being held at Local Authority:
......
......
......
If applicable; the information below identifies any additional support a candidate may be entitled to:
Special Requirements: (mark with a X in the box for entitlement)
Extra TimeComputerScribeExam Paper Reader
Other
Signed by CTSI Executive: ......
Appendix A
Employer Local Authority/Organisation Responsibilities/Duties for
Examinations
The employer local authority/organisation shall:
Ensure that any/all staff who may come into contact with candidates as they come into the premises are aware that examinations are taking place and can direct them to the correct exam room.
Provide a quiet room that the candidates will not be disturbed or distracted during the examination.
Ensure ample signage in the surrounding informing of an examination in progress.
Ensure a clock is visible within the room and any additional requirements agreed by the Qualifications and Awards Board on a case by case basis.
Check to see if a fire alarm test is scheduled, and take into consideration any additional time the candidate may need to reflect the disturbance to their exam.
If more than one candidate is taking the exam, ensure the room is set up in an appropriate style to ensure no collusion is possible.
Ensure the exam pack is locked away securely.
The invigilators overseeing the exam is in attendance a minimum of 30 minutes prior to the start of the exam.
Ensure the invigilators are aware of their duties during the examination. Copy provided.
Hand over to the invigilators the exam pack prior to the exam in plenty of time before the start.
Where the invigilator reports of an irregularity during the examination, a full report is provided to CTSI to be forwarded on to the Qualifications and Awards Board for comment.
Ensure the confidentiality of the entire exam pack, before, during and after the examinations.
Ensure the completed exam pack is returned back to the Education Team by a secured method. E.g. courier or special delivery. All exams packs must be capable of being tracked.
The Chartered Trading Standards Institute
Trading Standards Qualification Framework
- You must arrange, and discuss with the Education Co-ordinator, the collection/delivery of exam papers and any other stationary required for the examination.
- The senior invigilator must arrive at the examination room at least 1 hour prior to the start of the exam.
- You must ensure that both yourself and your assistant Invigilator are familiar with the fire exits in the room.
- The senior invigilator, with the assistance of the invigilator, must ensure the room has been set up in the correct format, adjusting if necessary (ensuring adequate space between candidates to deter copying). You must ensure that the ventilation and lighting is correct, and that a clock is visible for all candidates.
- You must, with the assistance of the invigilator, check that all candidates arriving at the examination room have the correct documentation i.e. exam entry card and photographic ID. No candidates may be allowed into the exam room without producing their exam entry card and photographic ID. In the case of a candidate not producing their entrance card and/or photographic ID, you must contact the Education Co-ordinator on 01268 582242 to discuss adequate proof of identification.
- The senior invigilator must ensure that all candidates have signed the attendance record. If a candidate arrives at the exam room who is not listed on the attendance record, do not allow the candidate into the exam room. Contact the Education Co-ordinator immediately for further instructions.
- You must, with the assistance of the invigilator, check that all permitted materials brought to the examination by the candidates have NO annotation before the candidates enters the room. If books contain annotation, you must remove the book from the candidate.
- You must draw the candidates’ attention to any particular instructions on the cover sheets or related to the examination.
- If there are any queries concerning instructions or printing errors on the paper, answer these by drawing all candidates’ attention to them.
- Display the start and finish times of the exam clearly, allowing for 10 minutes reading time at the start of the examination, and announce this to the candidates.
- If any candidate arrives late but within the first 30 minutes from commencement of the exam, an explanation for their lateness should be given to the senior invigilator. The invigilator should then direct him/her with as little disturbance as possible, to his/her place, and supply the Education Co-ordinator with a written report.
- If a candidate arrives after the first 30 minutes, the Invigilator must contact the Education Co-ordinator for further instructions. DO NOT ALLOW THE CANDIDATE INTO THE EXAM ROOM.
13.The senior invigilator should not embark on any form of occupation which will prevent careful supervision or distract the attention of the candidates.
14.In the case of the indisposition of a candidate when he/she has indicated a wish to leave the examination room temporarily, one invigilator should escort the candidate quietly from the room.
15.Where an invigilator believes that a candidate is using dishonest means, the candidate will be so informed by the invigilator and have his/her answer booklet appropriately endorsed. The endorsed answer booklet will be withdrawn and a new booklet will be issued before the candidate is allowed to continue the examination. The senior invigilator will submit a written report to the Education Co-ordinator, without delay.
16.If at any time before the last 30 minutes of the examination a candidate indicates that he/she wishes to hand in his/her script, the invigilator must check that he/she has complied with any instructions on the front of the booklet and then allow him/her to leave the room.
17.At the point when only 15 minutes remains of the examination, the senior invigilator is responsible for announcing that this amount of time remains.
18.At the end of the examination, the senior invigilator must ask candidates to cease writing and check that they have complied with all instructions, and advise them to remain seated and silent until all scripts have been collected.
19.The senior invigilator, with the assistance of the invigilator, is responsible for the collection of the worked scripts and for their secure delivery to the Education Co-ordinator, as instructed.
20.The senior invigilator must sign the front of each candidate’s booklet in the appropriate place.
21.The senior invigilator is responsible for returning the register of attendance, WITHOUT FAIL, to the Education Co-ordinator.
22.In the event of any unusual incident or emergency occurring during the examination, a full report should be made to the Education Co-ordinator, using the form supplied.
1.5.1.1 SLA Special requirements version 3 July 2015