Invigilation
The following relates to exams and used as reference when preparing for using Training Qualifications UK’s Exams System for remote online exams, online exams, and paper-based exams.
It is essential for ensuring that the test is completed in an appropriate and compliant environment. The webcam and microphone (remote online exams only) will capture images and audio to confirm the identity of the apprentice and ensure that no form of collusion or malpractice occurs. Any images and sounds captured, including those of any objects or persons external to the apprentice, will be used solely for invigilation and identity verification purposes.
Invigilation methods
A remote exam being invigilated remotely by Training Qualifications UK using the Exam System (requires webcam)
An online exam being invigilated remotely by TQUK requires a webcam.
Remote invigilation allows a candidate to take an online exam without an invigilator overseeing the exam in real-time. Remotely invigilated exams use a webcam, microphone, and screen sharing to capture images and audio. This is so that a candidate’s identity can be verified and to ensure that exam conditions are met. Any images and sounds captured will be used for invigilation and identity verification purposes only.
An online exam being invigilated in person by the training provider
If this option is selected, the invigilator will use the login details provided by TQUK to grant the apprentice access to their exam using a laptop or desktop computer. They will then oversee the exam face-to-face, with sight of the apprentice’s device, to ensure that exam conditions are adhered to and that no malpractice occurs.
TQUK does not oversee these exams. It is the Invigilator’s responsibility to ensure these conditions are met.
A paper-based exam being invigilated in person by the training provider
An invigilator will oversee the exam face-to-face to ensure that exam conditions are adhered to and that no malpractice occurs. It is the Invigilator’s responsibility to ensure these conditions are met.
Who can act as an invigilator?
An invigilator is the appointed person who has responsibility for ensuring exams are conducted in line with quality assessment and undertaken in appropriate conditions. Invigilators cannot carry out quality checks on exams taken from a centre in which they work.
A suitable invigilator will need to be identified and outlined to TQUK when the exam is booked. The invigilator must have no conflict of interest with the candidate. A conflict of interest is defined as:
“A situation in which a person is in a position to derive personal benefit from actions or decisions made in their official capacity”.
If you are an invigilator for Functional Skills you must not be:
- involved in the teaching or assessment of the learner in any way
- the direct line manager of the learner.
A centre must make sure that invigilators know what is expected of them, and it is the centre’s responsibility to provide invigilators with appropriate training.
Further invigilation guidance can be found on the Joint Council for Qualifications (JCQ) website by following this link. For specific JCQ guidance relating to invigilating Functional Skills assessments, please refer to this document. Within this document, please refer to the section ‘On-demand, on-screen Functional Skills English and Mathematics assessments.’
Ratio of invigilators
- For online exams our ratio of invigilator to learner is 1:20. If there is an excess of 20 learners within one exam sitting another invigilator must be present.
- For paper-based exams our ratio of an Invigilator is 1:30 If there is an excess of 30 learners within one exam sitting another invigilator must be present.
Unforeseen circumstances
Unforeseen circumstances are defined as any emergency, unpredicted, or unusual incident which compromises the specifications included in this guidance. Should such an incident occur, the Invigilator must make a note of this on the Exam Attendance Register and Invigilator Report.
In the event of an emergency occurring during an exam that is undertaken in a location external to the candidates, the training provider/recognised centre’s and/or the location’s policies on emergencies must be followed.
Invigilator guidance for online exams
Alongside this article, we have several guidance documents available to further support the invigilation process. For guidance on Functional Skills exams, click here, and for end-point assessment exams, click here.
Completing the invigilator report
Invigilators must complete and submit a report within 24 hours of the exam being submitted. Failure to submit the report within 24 hours will result in a voided outcome for the learner(s). The invigilator form for online and paper-based exams can be found on our exams system Saras. For further guidance on submitting the form, please refer to the section below.
After the exam
After the exam, please ensure that you complete Invigilation Form using the steps below.
- Log in to the invigilator form using the applicable link for the type of exam (Functional Skills or EPA).
- Once logged in, click Exam Monitoring System on the left-hand side, and then click Invigilation Form.
- Select your centre name from the drop-down menu, then expand the date range to the date when the exam was booked.
- Use the learner’s email address to log in to this section, and then click ‘Load Batch’.
- Select the correct batch from the drop-down menu and click view. This will load the Invigilation Report that must be completed.
- Complete the form, and then click ‘Save’ at the bottom.
If your issue is urgent (for example, if you experience problems during your exam or can't log in when you are ready to sit), please call the TQUK office on 0333 358 3344. Support is only available during office hours (Monday-Friday 08:30-17:00).