TQUK Exams System – Invigilator Guidance

This section refers exclusively to Children, Young People and Families Manager exams and the short answer questions component of Healthcare Assistant Practitioner exams.

The multiple-choice questions component of the Healthcare Assistant Practitioner exams is undertaken using our online system, Verve Exams. For details about how to invigilate the multiple-choice questions component of a Healthcare Assistant Practitioner exam, please refer to the section of this page which corresponds to your chosen invigilation method.

The Invigilator must ensure that both of these components are completed on the same day.

5.1 Preparing for the Exam

5.1.1 Accessing the Exam

The exam paper and supporting materials will be distributed to the named Invigilator via email one working day before the exam is due to take place, along with a password to open the exam paper. The exam paper will be distributed as a PDF document however a Word version can be provided upon request by contacting assessment@tquk.org 

For on-screen exams, the Training Provider must ensure that Apprentices/Learners have access to the required equipment/software before the exam takes place.

For paper-based exams, all material provided by Training Qualifications UK before the exam must be printed and secured in storage until the exam is due to take place. 

5.1.2 Conditions for Storing Question Papers and Other Confidential Material

It is expected that any materials stored before the exam will be held in a secure, lockable location to reduce the risk of malpractice or collusion. Only the named Invigilator is permitted to access the exam material. Documents and passwords must not be shared with any other parties.

5.1.3 Starting Times for Exams

Exam start times are requested when the exam is booked. Any amendment to the date and time must be requested at least five working days in advance.

5.1.4 Invigilation Arrangements

It is expected that the Training Provider and the Invigilator will organise for the exam to be sat in a controlled environment. This means that the environment:

• is a designated area that is quiet and will be undisturbed for the entirety of the exam – meaning no persons outside of those directly involved with the exam will be present or have access to this space during the exam
• where multiple Apprentices/Learners are undertaking exams, prevents Apprentices/Learners from having access to or sight of others’ work, intentionally or otherwise
• is sufficiently heated, with adequate lighting and ventilation
• is free from distraction, including excess noise
• is free from visual or physical access to additional materials if not permitted by the Assessment Plan
• permits the exam to take place safely without risk of harm or injury to those involved
• is accommodating of any agreed reasonable adjustments or special consideration requirements
• provides ample space for the exam activities to take place uninhibited
• provides the required equipment for the exam to be conducted in line with the associated Assessment Plan

The space, as described above, must meet these requirements throughout the exam.

For paper-based exams, it is expected that the room should be set up to allow for the clear sight of a clock by all Apprentices/Learners during the exam (accessibility arrangements should be made for Apprentices/Learners with specific requirements).

For on-screen exams, the device’s clock should be used to monitor the time.

A suitable Invigilator must be identified and their details provided to Training Qualifications UK when the exam is booked. The Invigilator must have no conflict of interest with the Apprentice(s)/Learner(s) they are supervising. 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”.

The name of the Invigilator must match the one provided during the booking stage and this must be reflected when completing all documents. 

When multiple candidates are being invigilated, it is the responsibility of the Training Provider to produce a suitable seating plan that allows for the safe and appropriate delivery of the exam. If the space is not deemed appropriate then the Invigilator must not allow the exam to begin and must inform Training Qualifications UK at the earliest opportunity.

5.1.5 Invigilation Arrangements for Candidates with Accessibility Requirements

The Training Provider must provide accessibility arrangements for Apprentices/Learners who will require additional assistance for arriving, setting up and departing from the exam venue in line with their policies.

5.1.6 Special Consideration and Reasonable Adjustment

Applications for reasonable adjustment, including additional time requests, must be made directly to Training Qualifications UK by the Training Provider a minimum of ten working days before the exam date.

Any application for special consideration, based on a situation that the Training Provider or Invigilator was not made aware of before the exam date, must be made directly to Training Qualifications UK within five working days of the exam’s completion. 

5.1.7 “Assessment in Progress” Sign

You can find an “Assessment in Progress Sign” in our Support Materials on Verve EPA. This must be printed off before the exam begins and placed in a visible location (for example, on the exam room’s entrance door) to prevent interruptions.

5.2 At the Beginning of the Exam

5.2.1 Starting the Exam

The Invigilator must communicate to all Apprentices/Learners when the exam begins. 

5.2.2 Identifying Candidates

All Apprentices/Learners must be identified using their photographic identification.

If an Apprentice/Learner is wearing religious clothing covering their face, these coverings should be briefly removed in a private room, with consent, to confirm their identity before beginning the exam. For exams that are remotely invigilated by the Training Provider, how this is achieved is at the discretion of the Invigilator.

5.2.3 Stationary, Materials and Other Equipment

Learners/Apprentices must not bring any unauthorised material or items into the venue that may assist them during the exam. This includes writing and reading materials, notebooks, notepads and textbooks. Electronic devices other than the computer used to undertake the exam must be switched off and stored in a location inaccessible by the Learners/Apprentices to minimise the risk of distraction. Smartwatches and other wearable technology devices must be switched off and removed. Headphones must not be worn. A mobile phone may be checked for emergency purposes during the exam but this must be pre-arranged with both the Training Provider and the Invigilator and specifications provided to Training Qualifications UK in writing. 

5.2.4 Distributing Materials

For Training Providers who choose to remotely invigilate via video conferencing software, the password-protected exam paper must be sent to the Apprentice/Learner via email after they have arrived at the exam session and the Invigilator must remotely access the Apprentice’s/Learner’s computer – using the ‘take control’ or ‘remote access’ functionality of their chosen video conferencing software program – to input the password and unlock the exam. 

For Training Providers who choose to invigilate these exams in-person using a laptop or desktop computer, the password-protected exam paper must be sent via email to the Apprentice/Learner or opened on a device provided by the Invigilator, and the Invigilator must manually input the password to unlock the exam.

Under no circumstances must this password be provided to Apprentices/Learners. The Invigilator is responsible for protecting the integrity of the exam paper. 

All information can be entered directly onto the PDF/Microsoft Word versions of the provided material. To do this, the device used must have an up-to-date version of Adobe Reader or Microsoft Word installed and the documents should be opened using this software. 

PDF versions of exam papers that are completed on-screen by Apprentices/Learners must not be opened using a web browser and Adobe Reader must be used exclusively. Web browsers do not permit the use of digital signatures and completing exam papers in this way may result in missing information.

For Training Providers who choose to invigilate these exams in-person using paper-based materials, the Invigilator must distribute hard copies of these materials to the Apprentice/Learner.

5.3 During the Exam

5.3.1 Supervising the Candidates

It is expected that the Invigilator will have full sight of the Apprentice/Learner, and their computer screen/exam paper, throughout the exam to ensure that no collusion or malpractice occurs. During the exam, Invigilators must not undertake other duties and only speak to an Apprentice/Learner or other individuals in case of emergency or for reasons highlighted in section 5.3.8.

All other specifications (applicable to the chosen invigilation method) included in this Invigilator guidance must be adhered to during the exam.

If the exam is remotely invigilated using video conferencing software, the Invigilator must have sight of the Apprentice/Learner’s webcam image and desktop screen (via screen sharing) for the duration of the exam. The guidance included on our Candidate Guidance page must also be adhered to. Our Candidate Guidance can be accessed by following this link:

https://www.tquk.org/tquk-exams-system-candidate-guidance/

The Invigilator may also wish to record the remotely invigilated exam session to substantiate any potential malpractice or collusion concerns. This will require the Learner’s/Apprentice’s verbal consent.

5.3.2 Candidates Who Arrive Late

Apprentices/Learners are expected to be present at the start of the exam. In the case of exams undertaken by multiple candidates, latecomers may be admitted at the discretion of the Invigilator but the allotted exam time must not be halted or extended to accommodate them; the Invigilator must instruct any latecomers to finish their exam at the same time as the other candidates.

5.3.3 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 and Invigilation Report.

In the event of an emergency occurring during an exam that is undertaken in a location external to the Apprentice’s/Learner’s home, the Training Provider’s and/or the location’s policies on emergencies must be followed.

5.3.4 Completing the Exam Documents

The Exam Attendance Register and Invigilator Report should be completed by the Invigilator once all Apprentices/Learners have begun the exam. The Invigilator must fill in all fields included on the register. The Apprentice/Learner fields should be completed before leaving the exam venue and it is at the discretion of the Invigilator as to when this is done. All fields on the exam answer sheet must be completed by the Apprentice/Learner only. Under no circumstances must any of the fields on the exam answer sheet be pre-filled by the Training Provider, Invigilator or other members of staff.

The Exam Attendance Register and Invigilator Report should be completed in full by the Invigilator once all Apprentices/Learners have begun the exam. 

All fields on the exam answer sheet must be completed by the Apprentice/Learner only. Under no circumstances must any of the fields on the exam answer sheet be pre-filled by the Training Provider, Invigilator or other members of staff.

For on-screen exams invigilated by the Training Provider (either in-person or using video conferencing software), all information can be entered directly onto the PDF/Microsoft Word versions of the provided material. To do this, the device used must have an up-to-date version of Adobe Reader or Microsoft Word installed and the documents should be opened using this software. 

For paper-based exams, all information must be provided on the paper copies of the exam materials.

5.3.5 Malpractice and Maladministration 

If there is any suspicion of malpractice, maladministration or collusion and an investigation is deemed necessary this will occur in line with Training Qualifications UK’s Malpractice and Maladministration Policy.

Maladministration will be deemed to have occurred in the following circumstances:

• If the Invigilator name or email address provided on the Gateway Meeting Recording Form or the Google form does not match the name or email address provided on the Exam Attendance Register and Invigilator Report

• If the exam is invigilated by an individual not made known to Training Qualifications UK before the scheduled date
• If the exam is invigilated by an Employer and Training Qualifications UK have not received and approved an Employer Invigilation Declaration form
• If the Exam Attendance Register and Invigilator Report and/or other associated documentation is sent to assessment@tquk.org from an email address that does not match the details provided on these forms
• If the exam date provided on these forms does not match the date included on the Exam Attendance Register and Invigilator Report or the Gateway Meeting Recording Form/Google form
• If the exam end time stated on the EPA Exam Attendance Register and Invigilator Report exceeds the duration allowed and Training Qualifications UK have not received and approved a Reasonable Adjustment request
• The associated exam documents are not returned to Training Qualifications UK within 5 working days of distribution of a reminder email from assessment@tquk.org

Malpractice will be deemed to have occurred if any of the points in this guidance have been breached and, for paper-based exams, in the following additional circumstances:

• In the event of handwriting similarities on answer sheets completed in multiple-candidate invigilation circumstances
• In the event of identical answers being provided by all Apprentices/Learners in multiple-candidate invigilation circumstances
• In the event of handwriting similarities between the EPA Exam Attendance Register and Invigilator Report and the candidate(s’) answer sheet(s)
• In the event of plagiarism being suspected during marking

If this guidance is not adhered to, and malpractice or maladministration is believed to have occurred, this will result in the Apprentice’s/Learner’s exam receiving a ‘void’ outcome. If the Apprentice/Learner believes the verdict to be false or the situation differs from that which has been presented, Training Qualifications UK’s Appeals process should be followed. Our Appeals Policy can be found here.

5.3.6 Leaving the Exam Room & Leaving the Webcam Viewing Range 

For on-screen exams invigilated in-person, toilet breaks are permitted at the Invigilator’s discretion and, in the case of multiple candidates, Apprentices/Learners must be escorted by another member of staff other than the Invigilator to ensure the remaining candidates are not left alone.

For on-screen exams invigilated remotely, Apprentices/Learners must not leave the webcam’s viewing range at any point during the exam.

For paper-based exams, toilet breaks are permitted at the Invigilator’s discretion and, in the case of multiple candidates, Apprentices/Learners must be escorted by another member of staff other than the Invigilator to ensure the remaining candidates are not left alone. The Apprentice’s/Learner’s exam paper must remain in the exam room during their departure and the remaining staff member must ensure that the paper is not tampered with. For exams with only one candidate, the paper should be taken along.

5.3.7 Unpreventable/Accidental Interruptions

Brief, seconds-long interruptions by another party entering the room may be accommodated at the Invigilator’s discretion. Individuals who have accidentally interrupted an ongoing exam must not remain in the room and must leave immediately following their entrance. It is the Invigilator’s responsibility to inform the interrupting party that they must leave the room however, if the exam is remotely invigilated using video conferencing software, the Invigilator may allow the Apprentice/Learner to inform the interrupting party that they must leave the room.

To minimise the risk of accidental interruptions, we advise the use of our ‘Assessment In Progress’ sign which can be found in the Support Materials section of Verve EPA.

5.3.8 Speaking

Speaking is permitted only where an Apprentice/Learner is:

• Reading the questions aloud to themselves for comprehension purposes
• Considering the content of the questions aloud to themselves for comprehension purposes
• For on-screen exams, considering the software’s or their device’s functionality aloud to themselves
• For on-screen exams, discussing the software’s functionality with or seeking technical support from Training Qualifications UK and/or the Invigilator
• For on-screen, remotely invigilated exams, briefly informing an interrupting party that an exam is taking place (see: 5.3.7)
• For paper-based exams, seeking administrative support from the Invigilator (e.g. requesting a new answer sheet, clarifying which sections of the paperwork to complete, confirming exam instructions etc)

Apprentices/Learners must not communicate with any parties other than the Invigilator or Training Qualifications UK during their exam. Invigilators must not discuss the content of the questions with the Apprentices/Learners they are supervising.

If an Invigilator is overseeing multiple Apprentices/Learners, speaking is not permitted as this may disturb the other candidates, however, the resolution of administrative or technical queries (as per points 2 and 4 in the above list) and, for remotely invigilated exams, the addressing of an interrupting party (as per point 3 in the above list) may be permitted at the discretion of the Invigilator. 

If there is any suspicion that an Apprentice/Learner is communicating with others during their exam, discussing the questions with others during their exam or speaking aloud for any reason other than those highlighted above, the exam must be considered void.

5.3.9 Voided Exams

Voided exams do not contribute to an Apprentice’s/Learner’s overall grade and do not result in a failure of the exam.

5.4 At the End of the Exam

5.4.1 Finishing On-Screen Exams

Once the exam has been completed the Invigilator must instruct the Apprentice/Learner to sign, date and save the document (in a suitable place that they can easily access). The Apprentice will need to send this document to the Invigilator via email and the Invigilator must ensure the document is closed on the Apprentice’s/Learner’s device before ending the exam session to ensure they no longer have access to it. The Invigilator must then return the exam paper and the Invigilator Report to assessment@tquk.org.

Email copies of the exam materials must be deleted after submission.

Please note: all required exam documentation must be returned to Training Qualifications UK immediately after the exam completion, and no later than one working day later. Late return of documents may result in the voiding of the exam. 

When invigilating a Healthcare Assistant Practitioner exam, which includes both short answer questions and multiple-choice questions components, the Invigilator must ensure that both of these components are completed on the same day.

5.4.2 Finishing Paper-Based Exams

Once the exam has been completed, the Invigilator must collect all exam papers from Apprentices/Learners. All printed exam documents must be sealed in an A4 envelope and returned to Training Qualifications UK within one working day of the exam’s completion. Before returning materials to Training Qualifications UK please ensure the following have been included:

• Exam Attendance Register and Invigilation Report
• Answer Sheets
• Exam Papers

The exam documents must be scanned and returned via email to assessment@tquk.org and the paper copies must be returned, via recorded delivery, to:

Assessment Team, Training Qualifications UK, Crossgate House, Cross St, Sale, M33 7FT, UK

Email copies of the materials must be deleted after submission.

If you are unable to return the physical documents to Training Qualifications UK via post, they must be securely destroyed. 

Email copies of the materials must be deleted after submission.

Please note: all required exam documentation must be returned to Training Qualifications UK immediately after the exam completion, and no later than one working day later. Late return of documents may result in the voiding of the exam. 

The exam materials must not be photographed, copied, or distributed under any circumstances unless directly requested by Training Qualifications UK. If any of the below occur during the exam please include details on the Attendance Register and Invigilation Report:

• An unusual event/incident occurred, before, during or after the exam had taken place
• The exam wasn’t carried out following Training Qualifications UK exam arrangements
• Apprentices/Learners attended the exam late
• Apprentices/Learners failed to attend the exam
• Apprentice/Learner ID was not provided and validated

5.4.3 Question Applicability During the COVID-19 Pandemic

During this period of social distancing and societal lockdown, there have been several measures that have been implemented by the Government to ensure that we all stay safe and prevent the spread of the COVID-19 virus. All Apprentices/Learners should answer any questions as they would if we were in a normal situation. Answers should not be chosen based on temporary changes to rules or guidelines introduced as a result of COVID-19. Training Qualifications UK will frequently monitor its approach and make adjustments if and where necessary as we move forward, but for now please answer questions as if it’s ‘business as usual’.