Approved Centre Operational Requirements Manual€¦ · North Star House North Star Avenue Swindon...

Approved Centre Operational Requirements Manual IT User Qualifications

Version 2.2 November 2016

Operational Requirements Manual v2.2 - Oct 2016 2

Contents Contents ............................................................................................................................1 About BCS ...........................................................................................................................5 Contact Details ....................................................................................................................5

1.1 Client Services Statement ...........................................................................5 1.2 BCS Contact Details ....................................................................................5 1.3 Frequently Asked Questions (FAQs) ...........................................................6

Introduction .........................................................................................................................7 2.1 Key Operating Principles .............................................................................7 2.2 The Trade Mark ...........................................................................................8 2.3 Approved Material .......................................................................................8

What you need to have in place .........................................................................................8 3. Satellite Sites ......................................................................................................8

3.1 Definition of Satellite Sites ...........................................................................8 3.2 Registration of Satellite Sites .......................................................................9 3.3 Off-Site Assessment ....................................................................................9 3.4 Find a Centre (Approved Centre Web Listings) ...........................................9

4. Health and Safety Requirements .................................................................... 10 4.1 Health and Safety ...................................................................................... 10 4.2 Disabled Persons Access .......................................................................... 10 4.3 Working in Client Homes/Lone Working .................................................... 11 Client Homes ............................................................................................. 11 Lone Working ............................................................................................ 11

5. Centre Policies and Procedures ..................................................................... 11 5.1 Equal Opportunities Policy ........................................................................ 11 5.2 Access to Assessment .............................................................................. 12 5.3 Quality Assurance Procedure .................................................................... 12 5.4 Complaints Procedure ............................................................................... 12 5.5 Learner Appeals Procedure ....................................................................... 12 5.6 Malpractice and Maladministration Procedure ........................................... 12

6. Approved Centre Training ............................................................................... 12 6.1 The Purpose of the Training Session ......................................................... 12 6.2 Who Must Complete? ................................................................................ 12 6.3 Training Session Format ........................................................................... 13 6.4 On-Site Training ........................................................................................ 13

7. Staff Roles ........................................................................................................ 13 7.1 Staff Requirements .................................................................................... 13 7.2 Centre Manager ........................................................................................ 14 Centre Manager – Evidence Based ........................................................... 15 7.3 Invigilator ................................................................................................... 15 7.4 Marker ....................................................................................................... 16 7.5 Internal Verifier (IV) ................................................................................... 17 Internal Verifier – Evidence Based............................................................. 17 Assessors – Evidence Based .................................................................... 18 7.6 Avoidance of Conflict of Interest ................................................................ 18

8. Registering Staff .............................................................................................. 18 9. The Approved Centre Forum ........................................................................... 19

9.1 Username and Password .......................................................................... 19 9.2 Changing ACF account details .................................................................. 19 10.1 Centralised Recording System Requirements ......................................... 20 10.2 Retention of Work .................................................................................. 21 10.3 Out of Hours Testing .............................................................................. 21

11. Keeping BCS Informed .................................................................................... 22


11.1 Change of Centre Manager ..................................................................... 22 11.2 Register New Staff .................................................................................... 22 11.3 Deregister Staff ......................................................................................... 22 11.4 Change of Centre Name ............................................................................ 22 11.5 Centre Withdrawal/Closure ........................................................................ 23 11.6 Product Approval ....................................................................................... 23 11.7 Incident Notification ................................................................................... 23

12. Centre Management Controls ......................................................................... 24 12.1 Malpractice and Maladministration ............................................................ 24

13. Invigilator Observation .................................................................................... 24 Orders and Registrations ................................................................................................. 25

14. Qualification Orders & Registrations .............................................................. 25 14.1 Does BCS offer Refunds? ......................................................................... 25 14.2 Proof of Learner Identity ............................................................................ 25 14.3 What information do you need to register a Learner .................................. 26 14.4 How to register a Learner .......................................................................... 26 14.5 Personal Learner Record .......................................................................... 27 14.6 Amendments to registration ....................................................................... 28

Testing ............................................................................................................................... 28 15. Assessment Security ....................................................................................... 28 16. Assessment Methods ...................................................................................... 29

16.1 Automated Assessment ............................................................................. 29 16.2 Manual Assessment .................................................................................. 29 16.3 Evidence Based Assessment .................................................................... 30

17. Test Bank .......................................................................................................... 30 18. Assessment Regulations ................................................................................. 31

18.1 Assessment Environment Requirements ................................................... 31 18.2 Spacing of Computers used for Assessment ............................................. 31 18.3 Assessment Preparation ........................................................................... 31 Standard requirements: ............................................................................. 31 Additional requirements - Manual Assessment .......................................... 32 Additional requirements - Automated Assessment .................................... 32 18.4 Assessment Supervision ........................................................................... 33 18.5 Learner Regulations .................................................................................. 33 18.6 Assessment Conditions ............................................................................. 33 18.7 Assessment Interruptions .......................................................................... 33 18.8 Post- Assessment Requirements .............................................................. 34 Standard Requirements ............................................................................. 34 Additional Requirements - Manual Assessment......................................... 34 18.9 Results Entry ............................................................................................. 35 Advanced Results Entry ............................................................................ 35 18.10 Re-take of a Live Assessment .................................................................. 35 ECDL Advanced ........................................................................................ 36

19. Reasonable Adjustments and Special Considerations ................................. 36 19.1 Reasonable Adjustment Request Form ..................................................... 36 19.2 Special Considerations .............................................................................. 37 19.3 Supporting Evidence ................................................................................. 38 19.4 Confidentiality ............................................................................................ 38

Marking .............................................................................................................................. 39 20. Internal Verification ......................................................................................... 39

20.1 Internal Verification Process ...................................................................... 39 Second Marking – New Markers and Borderline Results ........................... 39 Routine Sampling ...................................................................................... 39 20.2 External Moderation .................................................................................. 40 20.3 Results and Feedback to Learners ............................................................ 40 20.4 Assessment Result Enquiries .................................................................... 40


20.5 Uploading Manual Tests or Evidence Based Assessment Results ............ 41 20.6 Accreditation of Prior Achievement - QCF Credit Transfer ......................... 41

Certification ............................................................................................................... 41 21.1 Distributing Certificates to Learners ........................................................... 41 Unit Certification ........................................................................................ 42 21.2 Replacement of Lost or Damaged Certificates........................................... 42

Complaints and Appeals .......................................................................................... 42 23. Complaints ....................................................................................................... 42 24. Appeals ............................................................................................................. 42

24.1 Centre Appeals.......................................................................................... 42 24.2 Learner Appeals ........................................................................................ 43

25. Approved Centre Audit .................................................................................... 43 26. Renewal Fees ................................................................................................... 44 27. Guided Learning Hours .................................................................................. 44


About BCS

BCS, The Chartered Institute for IT is governed by a Royal Charter which defines our purpose to promote the study and practice of Computing and to advance knowledge and education for the benefit of the public. We bring together industry, academics, practitioners and government to share knowledge, promote new thinking, inform the design of new curricula, shape public policy and inform the public. As a professional body, BCS represents its members and the IT Profession as a whole on issues of importance, and liaises with other professional bodies, the government, industry and academics to initiate and inform debate on IT strategic issues. We also deliver a range of professional development tools for practitioners and employees and as a leading IT qualification body; we offer a range of widely recognised professional and end-user qualifications.

BCS, The Chartered Institute for IT is an Ofqual Approved Awarding Organisation and an approved licensee of the ECDL Foundation. BCS Learning & Development Ltd is a wholly owned subsidiary of BCS, The Chartered Institute for IT.

Contact Details

1.1 Client Services Statement

We promise to give you an efficient, prompt and friendly service that will assist in the delivery and implementation of BCS Qualifications. The Client Services Statement for BCS Qualifications can be downloaded from the ‘Document Library’ in the ‘News, Information & Support’ section on the Approved Centre Forum.

1.2 BCS Contact Details

We have specialised teams to support our centres throughout their accreditation and delivery of BCS qualifications. The Accreditation Team will assist you with enquiries such as ;

Centre Approval

Re-Accreditation

Centre/Staff Amendments

Staff Training


The Client Support Team will assist you with enquires such as;

Orders

Learner Registrations

Assessments (sample/mock and live)

Certifications The Quality Assurance Team will assist you with enquiries such as;

Audits

Audit Actions

Breach of Requirements

It is important to quote your Centre ID in all communications. All mail should be sent to: Qualifications Services BCS L&D First Floor, Block D North Star House North Star Avenue Swindon SN2 1FA

Accreditations Tel No: 01793 417745

Email: [email protected]

Telephone lines are open from 9.00am – 5:00pm, Monday – Friday.

Client Support Tel No: 01793 417530


Telephone lines are open from 8.00am – 5:00pm, Monday – Friday.

Quality Assurance Tel No: 01793 417560


Telephone lines are open from 9.00am – 5:00pm, Monday – Friday. Email enquiries will be responded to within two working days.

1.3 Frequently Asked Questions (FAQs)

There is a selection of FAQs available on the BCS website at https://faq.bcs.org/faq These are accessible by clicking the link to the BCS IT User Qualifications area.

mailto:[email protected]


https://faq.bcs.org/faq/categories/BCS+User+Qualifications/


The FAQ area is a fully searchable facility and is based on ‘key word’ input which will give immediate answers to most commonly asked questions.

Introduction

This manual is a required document which details the operational requirements you must follow in order to operate the BCS and the ECDL Foundation Qualifications. Centres that fail to meet aspects of our delivery requirements and/or the standards laid out in this manual may be subject to the BCS sanctions policy. The ‘Operational Requirements’ of this manual applies to all BCS and ECDL Foundation Qualifications. Specific requirements relating to each qualification are located in the individual Product Specification document available on the Approved Centre Forum. They must be read in conjunction with the ‘Operational Requirements’ to ensure that procedures are fully adhered to. All registered staff involved in managing, administering and assessing each qualification must read the operational procedures before delivering assessments. Centre staff are also required to sign a declaration to confirm they understand and will adhere to the requirements of delivering

BCS Qualifications. Learner results may be invalidated if procedures are not followed correctly. Any updates to this manual will be notified to you via the ACF.

2.1 Key Operating Principles

To assist in your review of the manual the key principles in running a BCS Approved Centre are listed below. It is essential the detail contained within this operations manual is understood and followed by all members of staff involved in delivering BCS qualifications.

A BCS Approved Centre:

Must maintain an auditable record of centre activity.

Must ensure staff are trained and competent to perform their role.

Must keep BCS up to date with testing locations and staff details.

Must ensure Learners are registered for their qualification with BCS before they take their first live test.

Must ensure tests are taken under the required test conditions.

Must ensure resits of the same unit are not taken within one full calendar day.

Must maintain the security and the confidentiality of the assessment materials.

Must mark manual assessments accurately and send BCS the results within 10 working days of the live test.

Must ensure 2nd marked manual assessment results are uploaded to BCS within 20 working days of the live test.

Must issue certificates promptly and securely.


Must review activities to quality assure your delivery.

Must adhere to BCS policies and have associated centre-level policies including appeals and complaints, access to assessment, quality assurance and equal opportunities.

*not applicable for automated tests

2.2 The Trade Mark

You must sign and return the Approved Centre Agreement before you are permitted to use the Approved Centre logo. Logos and usage guidelines for all BCS Qualifications can be downloaded from the ‘News, Information & Support’ area on the ACF, and all Approved Centres in the UK are required to use the current version of the logo at all times. The logo has been designed, specially executed and produced in order to maintain a consistent and easily recognisable corporate identity. For enquiries regarding logos and their usage please email [email protected].

2.3 Approved Material

All materials provided by Centres are intended for use by registered Learners. If you wish to offer any of these products commercially or via a trading portal, permission must first be sought and granted by us, by sending an email [email protected] You should endeavour to ensure that all materials protected by copyright (e.g. ECDL Foundation approved courseware materials) are protected from re-sale. Should you become aware of materials being sold in an unauthorised manner such as via commercial, Internet or trading portals please email [email protected] We use a variety of techniques to monitor the Internet and Internet trading portals for unauthorised materials. Action will be taken against individuals or organisations that are found to have broken copyright material rules. This could result in Approval status being withdrawn.

What you need to have in place

3. Satellite Sites

3.1 Definition of Satellite Sites

Any site, which is not the Lead Centre, where assessments regularly take place, must be registered with us as a Satellite Site and have a minimum of two registered invigilators. These sites are covered by the accreditation awarded to you. Assessments at Satellite Sites must be centrally managed and all records of Learners and



assessments must be held at the Lead Centre. The central recording system must be held and managed at the Lead Centre. This is the responsibility of the Lead Centre Manager. If it is not appropriate for you to register independent organisations as Satellite Sites, please see section 3.3 Off-Site Assessment.

3.2 Registration of Satellite Sites

You must register all Satellite Sites where assessment is taking place via the ‘Online Registration Form’ located in the ‘Ordering and Administration’ section on the ACF. You must ensure that you update us with any changes to your Satellite Sites to ensure that the records held by us are up to date. If you register a new Satellite Site which exceeds the threshold of five Satellite Sites in total, the Centre Manager must contact us as this will affect the auditing procedure and re-accreditation fees. Please see the current ‘Price list’ for details of Satellite Sites and re-accreditation fees. If you would like your new Satellite Site to appear on the Find a Centre tool on the BCS website please follow the instructions in section 3.4.

3.3 Off-Site Assessment

You may offer assessments at other locations that meet the requirements set out in this manual e.g. assessments may be conducted at a client’s site. Assessments conducted at off-site locations must be carried out by registered staff. You can only operate in this way for a maximum of nine months in one location. Should more than nine months be required the location must be registered as a Satellite Site unless it is not appropriate to do so then please email us at [email protected] If you wish to offer off-site assessment, you must download and complete the ‘Off-Site Assessment Form’ from the ‘Document Library’ on the ACF and make this form available for inspection at Audit. This form needs to be completed on each occasion an assessment takes place and exam conditions must be adhered to at all times.

3.4 Find a Centre (Approved Centre Web Listings)

A list of Approved Centres offering training and testing is located on the Find a Centre tool: www.bcs.org/findacentre. You are not entered onto the Find a Centre tool automatically as some Centres do not offer courses to external Learners. You can display contact information on the Find a Centre tool for your Lead Centre and any Satellite Sites you have registered with BCS. If you wish to be included on the Find a Centre tool or require an update to your details, please email the Quality Assurance Team on [email protected]. It is the Centre’s responsibility to review the details on a regular basis to ensure they are correct.

http://apps.bcs.org/fac/

http://www.bcs.org/findacentre



4. Health and Safety Requirements

4.1 Health and Safety

The assessment environment must meet the current requirements for Health and Safety Legislation. For details please contact your Health and Safety representative or the Health and Safety Executive. Registered staff should ensure that the environment meets these requirements before commencing any assessment. For example, you should be sure that:

Fire equipment is in working order (fire alarms, smoke and heat detectors, fire extinguishers, fire doors).

Fire escape routes are clear and operational (ensuring that the fire escape routes are clearly marked and are not blocked and that fire exit doors are not locked).

Equipment is electrically safe (ensure that equipment has passed the Portable Appliance Tests where required and that there are no obvious electrical hazards).

There are no trip hazards (ensure that trailing leads and cables are securely fixed).

The Health and Safety Law poster is clearly displayed in a prominent position.

Employee and Public Liability Insurance documents are displayed in either a hard copy or electronic format.

4.2 Disabled Persons Access

You should ensure that there is an environment which will allow access by a disabled Learner at every site where you wish to offer assessment. The requirements needed are:

Registered staff should be aware that, under the Disability Discrimination Act, treating a disabled person less favourably because they are disabled is unlawful.

Access from street level (via ramps or lifts to the assessment environment).

Disabled toilets and facilities.

Furniture and equipment suitable for the Learner to undertake the assessment.

Service providers must make reasonable adjustments to the way they deliver their services so that disabled people can use them.

We require you to offer facilities suitable for disabled Learners either as part of your site or by arrangement with suitable premises. For advice you can contact the government disability web site www.disability.gov.uk which contains information on the Disability Discrimination Act.

http://www.disability.gov.uk/


4.3 Working in Client Homes/Lone Working

Client Homes

Visiting Learners or clients in their own home is highly likely not to incur any risks, however, there are health and safety elements which should be considered before you or your staff go off-site to work with individuals outside of the normal working environment. Please see section 3.3 Off-Site Assessment for further details.

Lone Working

There are a number of risks associated with lone working and employers are responsible for ensuring that their staff are safe at all times. Some of the risks lone working may incur (but are not limited to) are:

Working in unfamiliar environments.

Travelling alone to possibly dangerous areas.

Late night working.

Carrying high-tech equipment (such as laptops, mobile phones, etc.).

Violence. A risk assessment should be undertaken prior to any employee carrying out off-site work and an action plan may be considered to eliminate or minimise the risks, e.g. providing personal safety training and awareness sessions and the use of detailed call plans and itineraries. Additional supporting advice may be found online: Health & Safety Executive http://www.hse.gov.uk/violence/loneworkcase.htm Suzy Lamplugh Trust http://www.suzylamplugh.org/ Please see section 3.3 Off-Site Assessment section for further details.

5. Centre Policies and Procedures

As part of the Centre’s Approval process you are required to have the following procedures in place. These policies must remain in place to support your Centre’s operation and reviewed regularly. These policies and procedures could be requested at Audit. Centres are to ensure that learners are made aware of the existence of these policies and have them available to learners to access upon request. Exemplar policies can be found on the ACF - News Information & Support - Document Library

5.1 Equal Opportunities Policy

Details the Centre’s commitment to provide equal opportunities and how this is demonstrated through working practices and policies.

http://www.hse.gov.uk/violence/loneworkcase.htm

http://www.suzylamplugh.org/


5.2 Access to Assessment

Details how Learner requirements will be met within the Centre. This links to the BCS Reasonable Adjustments and Special Considerations policy. (Section 19).

5.3 Quality Assurance Procedure

Details the Centre’s commitment to quality assurance and references processes that support this, including Internal Verification procedures.

5.4 Complaints Procedure

Details how Learner complaints are managed within the Centre prior to submitting any complaint to BCS. This links to the BCS Complaints Policy (section 23).

5.5 Learner Appeals Procedure

Details how Learner appeals are managed within the Centre prior to submitting any appeal to BCS. This links to the BCS Appeals Policy (section 24).

5.6 Malpractice and Maladministration Procedure

Details how malpractice and/or maladministration is managed within the Centre. This links to the BCS Malpractice and Maladministration Policy (section 12.1).

6. Approved Centre Training

6.1 The Purpose of the Training Session

The purpose of the training is to ensure that Centres fully understand the operational requirements they must follow to operate as an Approved Centre. The training will cover all of the requirements outlined in this operations manual, as well as give an insight to the ACF and its functions including ordering registration credits, registering Learners and uploading results.

6.2 Who Must Complete?

It is a mandatory requirement that all members of staff involved with BCS qualifications, and require access to the ACF & automated test system, must complete the BCS centre training. You will not gain access to the ACF or the testing platform until this training has been completed. The centre manager is required to register new staff by sending the completed Staff Template to [email protected]. The staff template can be found by following: BCS Centre Staff Template available on the ACF - News Information & Support - Document Library



6.3 Training Session Format

The training is an online, interactive programme that will cover the requirements outlined in this manual with embedded assessments to check your knowledge and understanding.

6.4 On-Site Training

On-site training is available for those Centres wishing to arrange a dedicated training day for their staff. This can take the format of the general training detailed above or be tailored to meet the needs of the Centre concerned. Further information can be obtained by contacting us at [email protected].

7. Staff Roles

7.1 Staff Requirements

All staff members who are involved in the management, invigilation, marking or verification of assessments must be registered with us. Suitably qualified individuals may be registered for more than one role. At least two members of staff must be registered with us in order for you to retain Centre approval. You must also have a minimum of two Invigilators registered. All staff members must complete the BCS training programme. Staff members may be registered with us in one or more staff role as long as the quality assurance requirements are met.

BCS encourage registered centre staff to undertake the learning for BCS qualifications to ensure effective delivery of our qualifications, however, they are unable to complete the assessments. Any other Staff employed by your organisation may complete the assessment of BCS qualifications but will be required to follow additional requirements. The additional requirements are necessary to ensure that staff are not given any advantage when taking a qualification. It is critical that we maintain the security of the test banks and protect the integrity of BCS qualifications. The requirements are:

Only staff members who have never had any involvement with the delivery and live testing of the BCS qualifications, including administration and invigilation roles can take the tests.

Staff members will be required to take the assessments with external Learners as part of a standard BCS live test session. If this is not possible, please contact the Quality Assurance Team for advice.



Test sessions that include staff members require two Invigilators to oversee the session. A record of the two invigilators is to be retained at your centre for audit purposes.

BCS will require Approved Centres to retain records for a minimum of three years. BCS will conduct quality assurance checks and request supporting evidence to demonstrate compliance.

7.2 Centre Manager

Centres must have a Centre Manager in order to operate. A Centre Manager is not required to be a Manager in terms of the organisation. A Centre Manager must:

Be the single main point of contact for us.

Have completed the Centre Training programme.

Required to have an active Approved Centre Forum (ACF) account.

Ensure that they and the centre are working to the current operations manual.

Be responsible for the quality of training and assessment provided.

Have an excellent working knowledge of the BCS Qualifications offered by the Centre.

Be responsible for retaining a workforce of an appropriate size and with the appropriate levels of competence.

Be responsible for overseeing the management of the BCS staff roles within their Centre.

Be responsible for ensuring that all registered staff located at the Lead Centre and Satellite Sites have completed the Centre Training programme to ensure they are administering the qualification(s) according to the required standards.

Ensure that all staff involved with BCS Qualifications are registered with us via the completion of the staff template detailing, BCS role(s) e.g. Marker, Invigilator, Internal Verifier, email address to [email protected].

Inform us when any registered staff leave or are no longer involved in the provision of a qualification, via email to [email protected]..

Be responsible for ensuring that details of all registered staff, including those based at Satellite Sites, are updated as necessary.

Be responsible for the security of assessment materials, including test banks.

Ensure that staff members do not compromise security of assessments by following the correct procedures for issuing Learner passwords.

Be responsible for conducting regular reviews of qualification and assessment data.

Ensure that the internal verification process is conducted.

Be responsible for providing BCS reports detailing any testing anomalies outside of your operational profile when requested.

Be responsible for conducting and evidencing quality assurance reviews with staff involved with BCS qualifications. Reviews should be documented and retained for audit purposes such as training documents, meeting minutes, staff appraisals and satisfaction ratings.




Be responsible for evidencing sufficient management controls of all operational activities relating to our qualifications.

Take all reasonable steps to protect the interests of Learners in the case of the withdrawal of the centre delivering BCS qualifications.

Assist us in carrying out any reasonable monitoring activities and assist in any investigations.

Be aware of all policies and procedures the Centre needs to adhere to.

Ensure that BCS are notified by email prior to a change of the Centre manager.

Ensure that a full handover is completed to the new centre manager. The Centre Manager may also be registered with us in one or more of the other staff roles as long as the additional requirements are met.

Centre Manager – Evidence Based

The Centre Manager needs to ensure that the Assessors and Internal Verifiers involved in the assessment process have the required expertise and are adequately informed and supported to fulfil their responsibilities. This can be demonstrated through the achievement of a relevant qualification, ideally holding an ITQ at Level three (SCQF Level 6), and enough experience to assess and judge evidence. The Centre Manager is also responsible for ensuring that arrangements are in place for standardisation and quality assurance of assessment decisions.

7.3 Invigilator

In order to operate you must ensure that you have a minimum of two members of staff registered as Invigilators. An Invigilator is responsible for the monitoring and invigilation of assessments under assessment conditions. An Invigilator is:

Required to be registered with BCS.

Required to have completed the BCS Centre Training programme before they commence the invigilation of BCS live tests.

Responsible for the assessment session ensuring the assessment outputs only contain the work of the Learner and that no assistance has been available.

Required to check identification of Learners prior to assessment.

Responsible for ensuring the Learner is registered with BCS prior to assessment.

Responsible for ensuring assessment regulations are adhered to for all assessments.

Responsible for checking that Learners have not taken the same assessment stream previously.

Responsible for ensuring failed assessments are not re-taken unless a full calendar day has passed.

Required to be observed during their first live testing session and annually thereafter to ensure assessment regulations are being followed.

Not permitted to be involved in any marking or invigilation activity if they have had any prior involvement with the teaching of learners undertaking the assessment**


Not permitted to receive any financial incentive (such as bonuses, one off payments or performance related incentives) for their invigilation, regardless of the assessment outcome. Standard fees can be received for the provision of invigilation services, but this fee also cannot be influenced by the assessment outcome.

If supplied by an organisation, that organisation must not receive any financial incentive for their invigilation, regardless of the test outcome.

Ensure that if the automated test system is used, that the invigilator logs in with their own secure username and password.

Ensure that if the automated test system is used, and an invigilator key is being used, that the actual invigilator, for the test, generates the invigilator key.

Ensure that the number of learners that are taking a live test at any one time, are of a number that the invigilation process can be carried out adequately. BCS recommend a ratio of x1 Invigilator to 25 learners taking a live test at any one time.

**For BCS Level 2 ECDL Certificate in IT Application Skills (QCF), an invigilator is not permitted to be involved in any invigilation activity if they have had any prior involvement with the teaching of that qualification. Invigilators are not required to pass the relevant BCS Qualifications unless indicated, but it is highly recommended that they complete the learning.

7.4 Marker

Centres using manual assessments must have at least two staff members registered as Markers. For Centres that undertake manual assessments registered Markers are responsible for the marking and second marking of assessments. A manual Marker is:

Required to be registered with us.

Required to have completed the BCS marking training programme before they mark any live BCS manual tests

Required to be occupationally competent.

Responsible for the quality of their own marking and second marking.

Required to be further trained to the required standard either directly by us or the Centre Manager, if necessary

Required to have all of their marking double marked until the Centre Manager is satisfied with the Marker’s accuracy and quality of work. Samples of marking will be double marked thereafter.

Required to submit all marked tests to an Internal Verifier until Centre Manager is satisfied with the Marker’s accuracy and quality of work.

Ensure all manual marks are uploaded via the ACF within 10 working days of the test date.

Ensure that they have not had any involvement with the teaching of the learner for the test to be marked. (Also see 7.6)


7.5 Internal Verifier (IV)

The purpose of Internal Verification is the maintenance of standards within the qualification. Centres undertaking marking of assessments are required to demonstrate Internal Verification of the marking process. An Internal Verifier is:

Required to be registered with BCS.

Required to have completed the BCS Centre Training programme prior to conducting internal verification.

Required to be occupationally competent.

Required to maintain standards of manual test and evidence based assessment marking.

Required to second mark 100% of all assessments by new markers within 20 working days of the assessment.

Required to second mark 100% of all borderline assessments within 20 working days of the assessment.

Required to second mark an additional 10% of all assessments annually (randomly selected).

Required to discuss and agree on final marks with original marker before confirming results.

Internal Verifier – Evidence Based

The Internal Verifier ensures that consistent standards for the qualification and the evidence based assessment methods are maintained. Internal verification should look at all aspects of the assessment:

Verifying the assessment – to ensure consistent and reliable assessments.

Monitoring the quality of assessment decisions.

Highlighting trends and areas for improvement.

Developing and supporting Assessors.

Overseeing the on-going quality of qualification delivery within a Centre.


Assessors – Evidence Based

Assessors are required to be occupationally competent. Assessors are required to review and assess all Learner materials to show that the evidence submitted demonstrates that the learning outcomes have been achieved. Assessors should also ensure that the evidence produced by the Learner is their own work. Assessors will retain Learner records and documentation (e.g. Learner review documents, observation records, details of professional discussion etc.). These records will be maintained by the Centre and will be available for use by all members of the Centre’s assessment and verification team.

7.6 Avoidance of Conflict of Interest

For those centres conducting manual marking or

evidence based assessements, the

assessments/evidence cannot be marked by anyone

involved with the teaching of that Learner.

However, internal verification / 2nd marking may be

completed by any registered member of staff that is occupationally competent to do so,

this includes the learners tutor.

An invigilator is not permitted to be involved in any invigilation activity if they have had any prior involvement with the teaching of Learners undertaking the assessment or if the learner is known personally to them. * Tutors, ICT support or technicians are allowed to be in assessment room but they must not interact with the Learner in any way that will influence the outcome of the assessment. It is the responsibility of the Invigilator to ensure that this does not happen. *For BCS Level 2 ECDL Certificate in IT Application Skills (QCF), an invigilator is not permitted to be involved in any invigilation activity if they have had any prior involvement with the teaching of that qualification.

8. Registering Staff

All staff involved in the delivery of our qualifications will need to complete the BCS E-Learning modules, which are free of charge, in order to be registered for their role. The centre manager is required to forward to BCS the completed template, that can be found on the ACF and send a copy to [email protected]. (ACF - News Information & Support - Document Library.)



9. The Approved Centre Forum The ACF contains relevant updates and information regarding BCS Qualifications, ECDL Foundation products and online facilities to enhance the administration of the qualifications within Centres. It is a dedicated secure area of our web site which is accessible only to registered staff. Except for the centre manager, depending on the staff roles, access to the ACF may not be required. It is the responsibility of the Centre Manager to ensure that information on the ACF is cascaded to those members of staff who do not have access. Shared or generic logins are not permitted. All accounts must be individual for the registered staff member. For security reasons your details will be checked before your account is created. Once accepted you will receive an email confirming the account details. This is usually within two working days. To gain access to the ACF click the following link https://tcforum.ecdl.co.uk and complete the registration process.

9.1 Username and Password

It is essential that usernames and passwords are unique. Usernames and passwords must not include the following words: Admin, the Centre name, ECDL, Staff or Staff member’s forenames. If usernames or passwords are forgotten, there is a link on the login page, which will generate an email response that is sent to you. A new account must not be created.

9.2 Changing ACF account details

Any changes to details of your ACF account e.g. new email address, can be made by clicking ‘My Details’ which can be found at the top right hand corner of the ACF home page.

https://tcforum.ecdl.co.uk/


10. Record Keeping

10.1 Centralised Recording System Requirements

You must have a centralised recording system in place. Your system must allow you to record all of the required Learner and assessment data for BCS Qualifications and the ability to create queries/reports for audit and certification purposes as and when required. If you have Satellite Sites, the system must ensure that the Lead Centre is able to access and collate all records in relation to BCS Qualifications. The centralised recording system must allow you to record the following:

Learner title. Learner forename. Learner surname. House number or name. Postcode. Learner telephone number Learner date of birth. Gender. Qualification registered

for. Registration date. Registration number. Evidence of Guided

Learning Hours. See section 27.

Assessment date. Start and finish time. Duration of assessment

(this can be a calculated field).

Access to Assessment additional time.

Assessment version taken.

Outcome (pass/fail, percentage or grade achieved).

Who invigilated the assessment.

Learner proof of ID. Who marked the work. Who second marked the

work. Result of second mark

(mark or percentage) Qualification completion

date. Certificate received date. Certificate

dispatch/collection date.

Centres that deliver automated assessment may use their assessment provider reporting functions to extract Learner assessment data when required but it is not permitted to rely solely on third party systems.


You must ensure that data is backed-up regularly and it is the Centre Manager’s responsibility to ensure that all data is available to BCS on request. You must ensure that the centralised recording system is retained for the duration of the approval period.

Data may be archived on secure servers but remain accessible if required. Please note that we may not be the only organisation that needs access to these records, i.e. other regulators or funding agencies. The Centre Manager should check prior to secure disposal.

10.2 Retention of Work

Centres are required to keep fully auditable records of all assessments for three years after qualification completion. This is for audit purposes and to assist with the fulfilment of our malpractice policy (section 12.1). For each Learner you should store:

An example of the assessment question paper issued to the Learners for each unit taken (one example of each must be held centrally).

The completed marking sheets for each of the assessment papers taken.

All outputs for each of the assessments (in electronic format).

All documented evidence of internal verification (all records must be held centrally at the lead centre)

Any requests for reasonable adjustments or special considerations.

Any details of assessment interruptions.

A record of certificate receipt by the learner, to include the date received and the learner's signature.

During External Moderation BCS will request that all assessment materials listed above are submitted electronically via the ACF. Therefore, BCS advises all assessment materials are stored electronically after completion

10.3 Out of Hours Testing

If you are conducting assessment sessions outside of what is deemed normal working hours, (evenings and weekends) on a regular basis, please let us know by emailing the Quality Assurance Team on [email protected] If you are conducting assessment session outside of what is deemed normal working hours, (evenings and weekends) on an ad-hoc basis you must keep sign in sheets for each session. These sign in sheets will be requested at your audit. The centre may create their own sign in sheets, or use the template on the Approved Centre Forum. ACF – News Information & Support – Document Library – Out of Hours Record Sheet. The sign in sheets must include the following:

Centre Number

Centre Name

Invigilator Name

Invigilator Signature

Learner Name



Date

Time of arrival at the centre

Time of departure from the centre.

Learner signature

11. Keeping BCS Informed

11.1 Change of Centre Manager

As the Centre Manager is the single main point of contact between us and the Approved Centre, BCS must be notified of any change of Centre Manager immediately. In the event of the Centre Manager changing, BCS require Centre Manager handovers to ensure continuity of operational requirements. Full contact details for the new Centre Manager, including an email address must be supplied. The new Centre Manager will need to complete the Approved Centre BCS e-learning modules within 1 week of receiving their login details. Notification is required by email and must be sent to [email protected].

11.2 Register New Staff

It is the centre manager's responsibility to ensure that all staff involved in the delivery of our qualifications complete the BCS E-Learning modules, which are free of charge, in order to be registered in to that role. The centre manager is required to forward to BCS the completed template to register new staff, that can be found on the ACF and sent to [email protected] (ACF - News Information & Support - Document Library.)

11.3 Deregister Staff

In the event of a member of staff leaving your organisation or no longer being involved in the delivery of BCS qualifications, the Centre Manager must send notification to [email protected].

11.4 Change of Centre Name

If you require a change of Centre name, notification must be sent by the named Centre Manager to [email protected] via post on letter headed paper to: Accreditation Team Education Operations North Star House






First Floor, Block D North Star House North Star Avenue Swindon SN2 1FA

11.5 Centre Withdrawal/Closure

If you wish to withdraw from approval status or have ceased trading, notification must be sent using the Qualification Withdrawal Notice Centre Form either via post or email to [email protected]. The Notice of Closure form is available on the ACF. You can find this in the ‘News, Information & Support’ area in the ‘Document Library’ under ‘Policy Documents’. BCS reserves the right to close a Centre if it fails to pay any sum owing to BCS within the standard payment period (30 days of invoice).

11.6 Product Approval

Following approval, you can apply to offer any of the qualifications within the BCS IT User Qualifications portfolio. To begin delivering Manual Assessments your Centre has to register at least two markers and one Internal Verifier. To begin delivering Evidence Based Assessments your Centre has to register at least two Assessors and one Internal Verifier. It is a regulatory requirement that Centres maintain a current register of Assessor and Internal Verifier information, including CVs and a record of their continuing professional development.

For further information regarding BCS Qualifications approval please visit the ACF or contact the Client Support Team on 01793 417530 or [email protected].

11.7 Incident Notification

The Centre Manager must notify BCS promptly of any incident that has not met BCS requirements or compromises the integrity of BCS qualifications. Please send any notifications to [email protected]. and include your Centre ID with sufficient details to describe the incident, which qualification(s) affected and the number of Learners affected. The types of incidents we need to be made aware of include but are not exclusive to:

Security breaches of the test questions.

Staff malpractice.

Anything that would invalidate the successful award of a unit or qualification.




12. Centre Management Controls

It is the responsibility of the Centre Manager to ensure there are appropriate internal quality assurance arrangements in place to ensure the effective and efficient delivery of the approved BCS Qualifications.

The Centre Manager must decide what is appropriate for the size and formation of their centre. They must be able to demonstrate suitable management oversight of the Centre’s activities. The following activities are suggested by BCS:

Staff performance appraisal/review.

Effective organisation communications network.

Regular face-to face meetings with staff.

Regular site visits.

Review of centre outputs including student performance against the programme of delivery.

Acting on Learner feedback.

12.1 Malpractice and Maladministration

It is important that anyone involved in the management, assessment and quality assurance of BCS qualifications has arrangements in place to prevent instances of malpractice and maladministration. The Centre Manager is required to assist BCS with investigations where malpractice or maladministration is suspected.

A failure to report suspected or actual malpractice / maladministration cases to BCS, or have in place effective arrangements to prevent such cases, may lead to sanctions being imposed, including the removal of your centre approval. BCS must report all Adverse Effects arising from malpractice or maladministration to our regulators, Ofqual. Our Malpractice and Maladministration Policy can be found in the ‘Document Library’ on the ACF. Instances of malpractice and maladministration should be reported to [email protected].

13. Invigilator Observation New Invigilators must be observed whilst conducting their first live assessment session, to ensure that assessment regulations are being followed. Invigilator observations must be conducted by registered members of staff until the Invigilator meets standard requirements. Thereafter all active Invigilators must be observed conducting live assessments annually. The ‘Invigilation Observation Form’ can be downloaded from the Document Library on the ACF and must be completed and signed by all named on the



form on the day of the observation, stored electronically and made available to BCS upon request.

Orders and Registrations

14. Qualification Orders & Registrations All BCS Qualification Registrations must be ordered via the ACF. We will only accept orders via this method. You must indicate the required qualification and quantity from the relevant drop-down lists located on the ‘Order Selection’ page. The order request will be populated and will indicate the price and the total order value. All prices shown are excluding VAT. You can amend or remove orders as required before submitting the final order. Volume discounts are offered, please refer to the ‘Price list’ located in the ‘Document Library’ in the ‘News, Information & Support’ area on the ACF for further details. Any applicable discount will be applied to the appropriate product(s). Confirmation for completed orders should be retained. Any physical goods will be dispatched within five working days of the order being received.

A user guide on how to order BCS Qualifications is available on the ACF.

14.1 Does BCS offer Refunds?

Unfortunately, we do not offer refunds on registrations, courseware licenses or test credits. Once a registration, courseware licence or test credit has been assigned to a Learner, it cannot be deleted, removed or assigned to another Learner, unless it is a duplicate. If the Learner leaves the Centre, they are entitled to know their BCS ID number so that they can continue their qualification at another BCS Approved Centre.

14.2 Proof of Learner Identity

All Learners, except school children, known staff or residents of HMP, must be asked to provide ID prior to registration for any BCS qualification. A Learner should provide either one item from the first list, or two items from the second. A record of the ID checks taken must be recorded on the central recording system as this information is required for audit and compliance purposes. List 1: One item required:

Passport.


EC identity card.

Full driver’s licence (with photo).

List 2: Two of the following which are currently in use, are required:

Standard acknowledgement letter (held by people seeking asylum). Rent book/tenancy agreement. Current credit card or charge card. Current cheque guarantee card. Bank or

Building Society book.

Cheque book. Letter showing home

address. Full driver’s licence (non

photo). ES40 and JSA agreement. Medical card. Services identity card. Household utility bills. Bail sheets. Original birth certificate. Marriage certificate. Senior citizen travel pass

with photograph. Any other form of ID

14.3 What information do you need to register a Learner

Learners must be registered before the date of their first live assessment.

You must ensure that Learners provide their official name as shown on their ID which appears in the format that is required for the certificates(s). There is a charge for amendments to certificates. If you are registering a school child, please enter the address details of the school. The following Learner information must be entered into the online system;

ULN (Unique Learner Number from Personal Learner Record)

Learner Title

Learner Forename*

Learner Surname*

Date of Birth*

Gender*

House Number or Name*

Postcode*

Telephone Number*

Email

Ethnicity* *Indicates mandatory field

14.4 How to register a Learner

To register a Learner, you must:

Have checked the Learners ID


Have checked if the Learner has a BCS ID

Have available registration credits The number of available registrations per qualification will be displayed. You will only be able to select a qualification where there are available registrations. Following completion of the registration form the information will be submitted to us. Unique registration numbers will be allocated against each Learner. If you wish to register Learners via a CSV file, this can be uploaded via the ACF (in a pre-defined format) which will populate the online form. Learners must be registered for the qualification they wish to take before any testing can commence. At first registration with BCS the Learner will be given a BCS ID, a unique Learner number for all BCS qualifications a Learner takes. A Learner can be registered for multiple BCS qualifications, using the same BCS ID registration number A user guide containing full instructions on how to register your Learners can be found on the ACF. You are also able to register multiple Learners using the bulk import tool. This facility allows you to register a mix of new and existing Learners for one qualification at a time. A user guide containing full instructions on how to use the bulk registration tool can be found on the ACF.

14.5 Personal Learner Record

Skills Funding Agency operates the Learner Records Service. A Unique Learner Number (ULN) is a ten-digit reference number which is a unique number for each record in the Personal Learning Record. The PLR is a free service that helps providers and advisers support their Learners to access and interpret their achievement data via the PLR, online and in one place. Anyone over the age of 14 involved in UK education or training can have a ULN. Learners will retain the same number for accessing their Personal Learning Record throughout their lives, whatever their level of learning and wherever they choose to participate in education, training and learning. Each ULN is issued and held by the Learning Records Service Organisation Portal. More information can be found at https://www.gov.uk/government/publications/learning-records-service-personal-learning-record When you supply a ULN together with a BCS qualification registration, BCS will use this information to validate the ULN supplied with the Learning Records Service. Once validated, BCS will supply unit and qualification achievement data to the Learning Records Service to contribute to the Learner’s Personal Learner Record. You must ensure that you have the relevant data protection notices in place for your Learners so they know what will happen with their data. Data Protection Notices are available from the Learning Records Service at https://www.gov.uk/government/publications/lrs-privacy-notices

https://www.gov.uk/government/publications/lrs-privacy-notices


14.6 Amendments to registration

If you notice an error in registration after the Learner has been registered and prior to certification you must email [email protected] indicating the correct Learner details e.g. Learner name and registration number to request the records to be updated. Learner registrations cannot be overwritten by submitting a second registration. If the Learner has changed their name, you must provide confirmation to [email protected] that a marriage certificate or other official document e.g. deed poll, has been seen confirming the name change. Certificates cannot be re-printed in a different name if the Learner changes their name after they have completed the qualification. Please be aware that any amendments made to a Learner’s details in an Automated Assessment provider’s system will not be carried over to their BCS ID record. Please ensure any changes to Learner details are completed with both BCS and any Assessment Provider. BCS reserves the right to apply an administration fee for amending registrations. Full details of charges can be found on the price list available on the ACF.

Testing

15. Assessment Security

The specific content of BCS Live assessments must remain confidential. It is the responsibility of the BCS Approved Centre and its staff to ensure that this is the case. Live or diagnostic tests are not to be accessed by staff to aid the teaching of the learner, as this is prohibited by BCS. The relevant syllabus is to be followed when teaching the BCS qualifications. Demo accounts are available on the Atlascloud system. Throughout this manual there are specific instructions that must be followed to protect the test content. The general principles that must be adhered to are:

Locations used for storing the tests question need to be secure.

Content should remain secure when the questions are in transit.

Only staff that need access to the test questions to fulfil their role should have it.

Staff who have knowledge of the test questions must not share this information.

Procedures for issuing passwords to staff and Learners, that provide access to systems that hold the test questions, must be secure. All users, Invigilators and Learners, of the automated assessment system must have individual logins with passwords only known to them.

Any breaches in the security of the tests must be reported to BCS.




16. Assessment Methods

16.1 Automated Assessment

Automated assessment systems provide assessments and administration either via an online or Local Area Network (LAN) based provision, supplied by Approved automated assessment providers. There are various systems used to assess the Learner.

Performance Simulation Assessment

The Learner undertakes tasks for each question using a simulation of an application

Performance In-Application Assessment

The Learner undertakes tasks for each question using a live application

Hotspot/Multiple Choice Assessment

Learner undertakes tasks for each question using hotspot and multiple choice questions

The systems automatically assess a Learner’s skills and supply the result at the end of the assessment. This means that there is no requirement for marking and the results are sent to us via end of day data (EODD) procedures. All users, Invigilators and Learners, of the automated assessment system must have individual logins with passwords only known to them.

16.2 Manual Assessment

Manual Assessment is an off-line assessment where the Learner undertakes tasks for each question using a live application. Manual Assessments are provided via the ACF and must be downloaded by registered staff. Centre Managers are provided with a password which allows the test bank to be extracted to a secure area. To deliver manual live tests, your centre is required to have a minimum of 2 invigilators, 2 markers and 1 internal verifier. The BCS training for these roles must be completed before the commencement of the live manual tests.


Assessments must be internally marked by a suitably competent registered member of staff and will be subject to Internal Verification. Please see section 20 Internal Verification Process. For Manual ECDL Advanced application units, the zipped worked files are to be uploaded to the ACF, for marking by BCS. Improving Productivity re-sits - (Non Schools) the invigilator must ensure that a different application is randomly selected for each attempt. *From 1st September 2016 any centres delivering the BCS Level 2 ECDL Certificate in IT Application Skills (ECDL for Schools) are not permitted to conduct manual assessments for this qualification.*

16.3 Evidence Based Assessment

Evidence Based Assessment is an off-line assessment in the form of portfolio-based evidence where the Learner creates a

portfolio of evidence to demonstrate the relevant skills, knowledge and understanding of the unit. This may include evidence gathered through various techniques including professional discussion, evidence from the workplace; personal statements; and witness testimonies. A suitably qualified assessor is responsible for assessing the evidence against the unit learning outcomes and assessment criteria. A suitably qualified internal verifier, appointed within the centre, must carry out internal verification and finally the evidence and assessor/internal verification records are subject to external moderation by BCS. To deliver manual Evidence Based assessments, your centre is required to have a minimum of 2 markers and 1 internal verifier. The BCS training for these roles must be completed before the commencement of the evidence based assessments. Evidence Based Record Sheets are available to download from the BCS website and the ACF, for each unit in the ITQ framework. A guide for Centres is also available to download.

17. Test Bank

The test banks are provided online and can be downloaded by registered staff via the ACF. It is the responsibility of the Centre Manager to keep the password secure and only provide it to registered staff. You should contact us if problems are experienced downloading the test bank. The test bank question papers and marking schemes are provided as follows:

The test papers are provided electronically in portable document format (PDF).

The marking schemes are provided electronically in Microsoft Excel format. Test banks are provided in MS Office 2003, Office 2007, Office 2010 and Office 2013 formats.


If you are unable to use the above formats, due to the difference in operating system, you must contact us to request the test bank in your required format. Please note the following:

The assessment materials remain the property of BCS.

All assessment materials must be kept secure at all times. This includes the downloaded files, printouts of assessment papers, marking sheets and completed Learner papers.

The assessments cannot be used as sample papers.

Assessments can only be used for registered Learners.

18. Assessment Regulations

18.1 Assessment Environment Requirements

Assessment can only take place within an environment that meets the standard requirements. Consideration must be made to the following items:

The safety of the testing environment

Disability access

Spacing of the computers

The noise level and other possible distractions

Technical stability of the testing computers

18.2 Spacing of Computers used for Assessment

In order that Learners can work in some isolation, computers should be spaced at least one metre apart and not be overlooked by other Learners. The 1 metre is to be measured by the outer edge of one screen to the next nearest monitor. This does not apply to monitors positioned back to back. When recommended spacing cannot be physically implemented, alternate machines must be used.

18.3 Assessment Preparation

Standard requirements:

Before the live assessment commences the following preparations should be made. These preparations are typically conducted by the Invigilator for that assessment session. Assessment Environment Preparations

Ensure that a clock is visible. This needs to be a wall clock that is visible to all Learners and the Invigilator to ensure they are working to the same time.

Check the date and time is accurate on all computers used for assessment.

Ensure there is a minimum of 1 metre between the computers or Learners are sitting at alternate machines.

Ensure that the room is quiet.


Learner Preparations

Ensure Learners are registered with BCS for the correct qualification/unit prior to undertaking an assessment.

Check the identity of all Learners and record.

Check that the earliest assessment passed is not more than three years before the date of the planned assessment.

Ensure Learners have a full calendar day before attempting to retake the same unit unless there is a valid reason. (Section 18.7 Assessment Interruptions).

Ensure Learners are not attempting to take a unit stream more than once, unless authorisation is given by us (Section 18.10 Failed Assessments).

Learners have a designated time period to complete each unit (full details available in Product Specifications), unless extra time has been approved by us as part of an Access to Assessment approval. This includes any reading time the Learner requires.

Ensure the Learners are aware of the start and finish times of the assessment.

Ensure Learners are aware of the naming conventions for file names, file extensions, folders, directories, URLs, hyperlinks, image links, web pages, email messages, field identification names and textural insertions presented in Bold italic.

Ensure file names are as requested in the assessment paper (Learners must not rename or amend file names, unless instructed to do so, as this will deduct marks).

Additional requirements - Manual Assessment

Provide the Learner with assessment instructions prior to taking the assessment.

Make sure that Learners only use your approved assessment materials and storage media.

Learners must have access to all the required work files (either on a removable storage device or a secure network area, not the Learners’ normal network user areas). Removable storage devices must be labelled with the Learner’s name and Registration Number.

Make sure test bank materials are stored securely until the time of the assessment.

Invigilators must select the assessment randomly from the bank of assessment papers on the day of the assessment.

Re-sits - For Improving Productivity (Non Schools) the invigilator must ensure that a different application is randomly selected for each attempt.

All manual marking sheet details must be completed in full.

Additional requirements - Automated Assessment

Invigilators to login onto the online test system with their own secure login details.

If an Invigilation key is being used, the Invigilator responsible for that assessment session must have created it.

System checks have been completed prior to the live test taking place.

Invigilators must select the assessment stream randomly on the day of the assessment.

Re-sits - For Improving Productivity (Non Schools) the invigilator must ensure that a different application is randomly selected for each attempt.


Make sure Learners are aware of the naming or insertion actions for text or numeric data (this should be added without any formatting except where a formatting action is requested as part of a question).

Ensure that all live tests are ended once the duration of the live test has passed. Live tests are not permitted to remain 'In Progress' once test conditions are no longer being met.

18.4 Assessment Supervision

Assessment sessions must be fully monitored to ensure they are performed in the required manner. The Invigilator must be present in the assessment environment at all times from assessment preparation through to assessment completion. The Invigilator is required to provide the Learner with a five-minute warning before the end of the assessment.

18.5 Learner Regulations

At the start of each assessment, Learners should be made aware of the following regulations:

Those using manual or in-application automated assessments are allowed to use the in-built help facility.

Books or other help cannot be used during the assessment.

All Learners must switch off mobile phones.

Learners must not observe each other’s work.

Learners must not talk to each other or ask the Invigilator about assessment questions.

Learners may only address the Invigilator in cases of hardware or software failure.

No Learner should leave the room used for assessment, unaccompanied during the assessment.

The use of a calculator or other electronic devices (e.g. MP3 player, personal laptop) is not permitted.

In case of any infringement of the regulations the assessment must be terminated and invalidated.

18.6 Assessment Conditions

All assessments must be taken under exam conditions. Therefore, it is important that assessments are undertaken in a quiet environment, preferably a closed room, where Learners can work without disturbance.

18.7 Assessment Interruptions

All live assessment interruptions including technical problems, building evacuations and medical emergencies should be documented by the Invigilator and reported to the Centre Manager. These records may be requested by BCS for audit purposes or during a Learner Appeal.


The test interruptions log is to include; BCS ID Number, Student Name, Unit, Invigilator, Time and Date of Test, Details of Interruption and Duration of Test Interruption. A template of a Test Interruptions log is available for centres to download from the Approved Centre Forum. ACF – News Information & Support – Document Library – Test Interruptions Log. Should you need to evacuate the room whilst Learners are taking assessments, the Learners may resume the assessment after the evacuation provided:

All assessment materials were secured.

Learners were separated from other Learners and were not allowed to speak to anyone during the evacuation period.

Learners were not allowed to have access to any teaching/learning or revision material.

If the Invigilator decides that any Learner is being disadvantaged by the interruption the following must be undertaken:

Manual Assessment – the Learner should re-start the assessment from the beginning using another assessment version.

Automated Assessment – the Learner can either resume the allocated assessment, if test conditions have been maintained and if the system permits, or they must take another assessment from a new assessment stream.

If the test cannot be resumed on that day, the test must be ended. A live test cannot be carried over and resumed on another day.

Professional judgement should be used as to whether the Learner should retake on the scheduled day of the assessment or another agreed date.

18.8 Post- Assessment Requirements

Standard Requirements

The Centre is responsible for maintaining the confidentiality of the assessment material at all times. Any issues experienced during an assessment session must be recorded and remedial action must be undertaken. Serious actions must be notified to the Centre Manager and recorded for audit purposes. If the issue is serious and constitutes malpractice or maladministration including breaches of security involving test materials, BCS must be notified immediately by the centre manager.

Additional Requirements - Manual Assessment

Make sure that no part of the assessment materials are taken from the room. Learners must hand all materials to the Invigilator before leaving

the room.

Assessments taken by each Learner must be recorded and handled securely after the assessment session.

All completed assessment files must be collated and provided to the Lead Centre within five working days, for marking, Internal Verification and centralised recording to be undertaken.


Store all assessment papers securely for marking and remove files from computers where necessary.

Assessment files must be stored on a removable storage device or secure network area for marking, Internal Verification and external moderation purposes. We recommend that all files are write-protected.

The Learner assessment files must be retained and will be required for audit purposes. Please refer to section 10.2 Retention of Work Post Audit for further guidance.

18.9 Results Entry

All results of manual assessments, passes & fails, must be uploaded via the Manual Results Entry form on the ACF. The results of all automated assessments are automatically sent to BCS by the provider and therefore do not need to be entered by the Centre. All 1st marked manual results are required to be uploaded within 10 working days of the live test. All 2nd marked manual results are required to be uploaded within 20 working

days of the live test. A user guide containing full instructions on how to use the Manual Results Entry form can be found on the ACF.

Advanced Results Entry

Once a learner has completed an ECDL Advanced manual test for Word Processing, Spreadsheets, Presentations and Databases, the learner’s worked files are to be zipped and uploaded to the ACF within 10 working days of the live test being taken. Please ensure all files are zipped before being copied, in order to retain the files date and time properties, which are used to verify that they are the work of the learner. The manual test for Level 3 Improving Productivity unit is marked by the BCS Approved centre and the mark uploaded to the ACF. Therefore, your centre must have the required number of staff for manual marking and have completed the BCS Centre Training for manual marking to be able to deliver this qualification.

18.10 Re-take of a Live Assessment

If a Learner passes or fails the assessment they are not permitted to re-take another assessment of that unit on the same day or the following day. There must be a full calendar day between attempts. For example, if a Learner sits a live test for an assessment on a Monday, they cannot re-take the assessment until Wednesday. If an assessment is taken on a Friday, the Learner must wait until Monday to re-take. The Invigilator must also ensure that a different assessment stream is allocated for the Learner’s next assessment attempt. For Improving Productivity (Non Schools) the invigilator must ensure that a different application is randomly selected for each attempt.


If a Learner passes or fails the assessment four times it is possible for them to re-sit. The following guidance must be followed: The Centre Manager must email a request to [email protected] for guidance. You must demonstrate that you have provided additional support to the Learner to ensure that you have fully prepared them for a re-sit, addressing their skills gaps. We will then confirm if an additional assessment can be released. Please refer to the Product Specification for additional information regarding re-sits.

ECDL Advanced

If a Learner fails all of the four available test streams for an ECDL Advanced or level 3 application unit, including Improving Productivity Level 3, a resit cannot be attempted until 6 months has passed from the date of the previous attempt of the same test stream. You must contact us at [email protected]. so that the assessment history can be verified. This relates specifically to Learners that may have taken an assessment at other Centres, as their assessment history may not be known. Please refer to the ‘Price List’ on the ACF for details of re-sit fees. Please refer to the Product Specification for additional information regarding re-sits.

19. Reasonable Adjustments and Special Considerations

We seek to provide reasonable adjustments and/or special considerations for all Learners and ensure that there are no unnecessary barriers. We also seek to ensure that any reasonable adjustments made for Learners preserve the validity, reliability and integrity of the qualification. All documentation relating to equal access can be found in our ‘Reasonable Adjustments Policy’ in the ‘Document Library’ on the ACF. You have a responsibility to ensure that you have effective internal procedures for identifying Learners’ needs and that these procedures comply with the requirements of Disability Discrimination Act (DDA) legislation.

19.1 Reasonable Adjustment Request Form

Requests for reasonable adjustments must be made by the Centre Manager, or a registered nominated member of staff, by completing the ‘Online Request Form’ in the ‘Access to Assessment’ area in the ‘Ordering & Administration’ section of the ACF. Information about the physical or mental health or condition of a person is 'sensitive personal data'. You are required by the Data Protection Act to take additional precautions when dealing with such data and must be securely retained at your centre. In all cases the information and/or supporting evidence should only be sent to us if you have the Learner’s written consent, and only upon request by BCS. A copy of the consent form should be retained at your Centre for Audit purposes. Before an Access to Assessment Request Form is submitted, we would expect the following criteria to have been met:




The Learner has been registered with us.

The Learner has completed a training programme.

The Learner has attempted a sample/mock assessment. Please note that the amount of extra time needed should be specified, up to a limit of 100%, using the objective evidence provided by the Learner’s experiences in a sample/mock assessment. You must submit the request using the online form at least ten working days before the date of the Learner’s first live assessment. Full details of the reason for the request must be supplied on the online submission form. At this stage supporting evidence does not need to be sent. The details submitted via the online form will be processed, a decision will be made and the Centre Manager will be notified of the decision by email within two working days. If we are unable to respond within two working days, we will provide you with an estimated response date. The request must be approved by BCS before the Learner sits the live assessment. Supporting evidence may be requested by BCS.

19.2 Special Considerations

Requests for special considerations must be made by the Centre Manager, or a registered nominated member of staff, via email to [email protected] Information about the physical or mental health or condition of a person is 'sensitive personal data'. You are required by the Data Protection Act to take additional precautions when dealing with such data and it must not be sent to us by fax. In all cases the information and/or supporting evidence should only be sent to us if you have the Learner’s written consent. A copy of the consent form should be retained at your Centre for Audit purposes You must submit the request no later than five working days after the assessment. Requests for special consideration may only be accepted after the results of assessment have been released in the following circumstances:

Application has been overlooked at the centre and the oversight is confirmed by the Centre Manager.

Medical evidence comes to light about a Learner’s condition, which demonstrates that the Learner must have been affected by the condition at the time of the assessment, even though the problem revealed itself only after the assessment.


For onscreen assessments where results are immediately available.

We will aim to respond to all requests within two working days of receipt. If we are unable to respond within two working days, we will provide you with an estimated response date.

19.3 Supporting Evidence

If supporting evidence is required before a final decision can be made, we will inform the Centre Manager by email. The supporting evidence (if authorised by the Learner), should be sent by post to the ‘Qualifications Department’ and must be labelled ‘Strictly Private and Confidential’. Alternatively, it can be sent as an email attachment to [email protected]. You should ensure that the attachment is sent as a password protected zip file. Where you can verify evidence of the disability or difficulty and where the implications are clear, (such as for Learners who are registered as blind or partially sighted, or with physical difficulties or a profound hearing impairment), you are not required to provide further evidence. Where the implications of the disability or need are not apparent, we will expect you to have supporting evidence of the effect of the impairment on the Learner’s performance in an assessment. This would cover requests regarding issues such as:

A specific learning difficulty, e.g. dyslexia.

English as a Foreign Language (EFL) Learners.

A temporary illness or injury. The Reasonable Adjustment Policy outlines further examples of acceptable forms of supporting evidence. The Centre Manager should securely retain a copy of the supporting evidence documentation until the Learner completes the qualification or leaves the Centre. An External Verifier may request to see this evidence (with the Learner’s permission) as part of the Audit.

19.4 Confidentiality

BCS and Centres will keep in confidence all correspondence and documentation it receives, as stated within the Approved Centre Contract.


Marking

20. Internal Verification

20.1 Internal Verification Process

Centres that mark assessments are required to demonstrate Internal Verification of the marking process. The IV process involves second marking and standardisation of the marking. The purpose of Internal Verification is the maintenance of standards within the qualification. Centres need to IV:

100% of all assessments marked by new markers.

100% of all borderline assessments.

An additional 10% of all assessments marked, randomly selected.

Second Marking – New Markers and Borderline Results

All papers from new Markers must be second marked until their standard is consistent. All cases of borderline results (+/- one of the pass mark) must be second marked.

Recording of second marking processes is to be evident, both on the Learner marking sheet and on the central recording system. The Learner’s final mark must be the agreed mark between the Marker and the IV/second marker. In cases where the Marker and second Marker do not agree on the final result, the Centre Manager will be responsible for authorising the final mark (the Centre Manager must not have been involved in the marking process if this scenario occurs). Second marking must be carried out within 20 working days from the date of the assessment.

Routine Sampling

In addition to all assessments for new markers and all borderline assessments a further 10% of all assessments across the Centre must be second marked. IVs must randomly select the 10% sampling, which must include a cross section of:

Staff

Satellite Sites

Units

Passes / Fails

Sampling is not required to be completed within 10 days. It is the centre’s responsibility to demonstrate that 10% sampling has been carried out overall.


20.2 External Moderation

In order for us to assess the effectiveness of Centre marking you will be required to provide us with random samples of completed assessment files. For tested units this includes all work files and mark schemes. For evidence based assessments you will need to include Learner evidence, Assessor and Internal Verifier documents and the Evidence Record Sheet. We will randomly select the files we wish to review. and will send you a request. The timescale for providing us with the requested files is two weeks. BCS will then arrange for the samples to undergo a moderation process by our External Moderators and you will be provided with feedback on our findings. The centre is expected to act upon the findings where an instruction for corrective action is given. Where issues are identified with a Centre, following the moderation process, we may increase the amount of moderation or in extreme cases suspend assessments until the issues are addressed. Please note that BCS reserve the right to remove the manual marking option from a BCS centre.

20.3 Results and Feedback to Learners

Manual assessments must be marked and results supplied to the Learner within ten working days of the assessment date. Only markers who have been trained in BCS marking and are registered Markers with BCS can conduct the marking. All centres that conduct manual marking must complete Internal Verification, please refer to section 20. Learners should be given general feedback, referring to syllabus areas where mistakes have occurred to assist with their revision before the next assessment. Question by question breakdown must not be provided nor should manually marked assessment papers, marking sheets or full printouts of automated assessment solutions. ECDL Advanced Learners will be issued with a certificate upon successful completion. Unsuccessful Learners will be issued with a fail notification and general feedback based on the syllabus skills set where they have lost marks.

20.4 Assessment Result Enquiries

There are a number of reports available to Centres on the ACF that enable you to review Learner information held at BCS. The reports include Learner registrations, assessment results and certifications. You can report on individual Learners or all Learners at your Centre. Reports are located on the ACF in the ‘Ordering and Administration’ section. Please note that results may take up to ten working days to be received from Automated Assessment Providers. If a Learner’s result is not appearing, please contact us by emailing [email protected]..


20.5 Uploading Manual Tests or Evidence Based Assessment Results

All manual test results including fails must be uploaded to BCS via the Approved Centre Forum within 10 working days of the test being marked (including any internal verification). It is a mandatory requirement for all fails to be uploaded. The Manual Results Entry form must only be used to record results for manual tests and/or evidence based assessments. If a result for an automated test is not appearing on the Learner’s record, please contact the Client Services Team. A user guide containing full instructions on how to use the Manual Results Entry form can be found on the ACF.

20.6 Accreditation of Prior Achievement - QCF Credit Transfer

If you have registered a Learner to a BCS Qualification and they already have a prior achievement of one or more of the units it comprises, you can mark the unit(s) as complete using the QCF Credit Transfer process (previously known as APA – Accredited Prior Achievement). A user guide containing full instructions on how to use the Credit Transfer process can be found on the ACF. Please note that qualifications in which you are crediting will usually have a three-year time limit that begins from the date of the first unit pass. Therefore, if you credit a unit with a prior achieved result from two years ago, the Learner will now only have one year remaining to complete the qualification.

Certification

21.1 Distributing Certificates to Learners

Once the Learner has completed the final unit required for the registered qualification, these results will be validated. Upon successful validation a certificate will be produced. It is important to ensure that there is an Audit trail for the distribution of Learner certificates for all BCS Qualifications, including individual unit certificates. We will dispatch certificates to you by recorded delivery or via courier. There is an expectation that a similar process is employed for the onward distribution to Learners. Therefore, to ensure that the certification process can be verified, we require you to either:

Provide certificate directly to the Learner and obtain the learner signature and date of collection.

Post certificates via recorded delivery.

Post certificates and retain a proof of posting certificate. You must record when and how Learner certificates are distributed, as this information is needed for Audit purposes.


Should a Learner not collect their certificate from you when requested, the Centre Manager should retain the certificate in a secure area for 12 months. If the certificate has still not been collected after this time, it must be returned to us for archiving by recorded delivery with an accompanying covering letter.

Unit Certification

You may request unit certificates for Learners who have successfully completed any unit providing they are registered for the relevant qualification. Requests for unit certificates should be made via email to [email protected]. Charges for unit certificates are listed in the current ‘Price List’ which is located on the ACF. You will be invoiced for all unit certificates requested. A purchase order number must be supplied with each request for unit certificates.

21.2 Replacement of Lost or Damaged Certificates

Replacement certificates can be ordered for certificates that have been lost or damaged. The ‘Replacement Certificate Request Form’ can be found in the ‘Ordering & Administration’ section on the ACF. Please refer to the current ‘Price List’ for the replacement certificate fee. A purchase order number must be supplied with each request. In the case of lost certificates, replacement certificates are overprinted with the word ‘Replacement’ for security reasons

Complaints and Appeals

23. Complaints If you feel you have encountered a level of service that is below your expectations, we would like to know about it. You can contact us by emailing [email protected]. Our Complaints Policy can be found in the ‘Document Library’ on the ACF.

24. Appeals

24.1 Centre Appeals

Centres can appeal any decision made by BCS. You have 20 days from the date we notified you of the decision. The Appeals Policy can be found in the ‘Document Library’ on the ACF.


24.2 Learner Appeals

You are required to have an appropriate Learner Appeals Procedure which is approved by us and issued to your Learners. If the Centre is not able to resolve an appeal, then the Learner has the right to submit an appeal directly to BCS. Learner appeals must be made within 20 days of the date of the assessment and will incur a fee of £10. This fee will be refunded if the Learner’s result improves following the appeal. Appeals should be sent to [email protected] Following an initial review of an appeal we will write to the appellant with details of our decision to either:

Amend the decision in light of the new rationale/evidence being put forward and which has now been reviewed.

Confirm we stand by the original decision. Our complete Appeals Policy can be found in the ‘Document Library’ on the ACF The Learner will then have the right to seek an independent review. This will be carried out by someone who is not an employee of ours or

otherwise connected to BCS.

25. Approved Centre Audit As an Approved Centre you will be continually audited to ensure that our requirements are being successfully met and that we remain compliant with our regulators. Audits are undertaken in a number of ways; as a planned visit from one of our External Verifiers or by telephone from our External Verifiers or the Quality Assurance team. Our approach will be risk based and will take into account your Approved Centre structure, exams output and history. BCS also reserves the right to conduct unannounced audit visits and to contact your Learners for their feedback. Learners under the age of 18 will not be contacted without prior consent. The audit will review:

Centre Management and Controls, staff management and quality assurance procedures.

Data held by BCS about your centre sites and staff.

Adherence to BCS policies and procedures.

Qualifications being delivered now and in the future.

Assessment process and practices carried out including Internal Verification.

Appropriate record keeping.

During an audit we will also need access to all records for Satellite Sites (see section 3) at the Lead Centre, we may also request a visit to some Satellite Sites.



Following completion of the audit, the Centre Manager will be provided with a report detailing the outcome and findings. The report will also include any actions required to maintain your approval. The Centre Manager will also be provided with an Approved Centre certificate. This is to be displayed in a prominent position at the Lead Centre. Additional certificates for satellite sites are available on request.

BCS reserves the right to withdraw approval if a Centre is not meeting requirements or is in breach of contract.

26. Renewal Fees Details of the annual Renewal fees are listed on the ‘Price List’, which can be found in the ‘Document Library’ on the ACF. To renew your Centre accreditation, Centres will need to provide either a purchase order number or a reference via email to [email protected]. Re-accreditation fees must be paid within 30 days from invoice date. Non-payment may result in sanctions being taken against Approved Centres which may include suspension of services. We will not offer refunds on re-accreditation fees for Centres that withdraw or close part way through the re-accreditation period.

27. Guided Learning Hours

The guided learning hours for each of our qualifications can be found on the specific product specifications and on the BCS website. To protect the integrity of our qualifications, learners are expected to have met the required guided learning hours. Therefore, you will be required to keep a record of evidence of the learner’s completion of the guided learning hours. We would expect to see this in the form of:

The teaching methods used to deliver the qualification. If any prior learning has contributed to the learning hours. A record of learning for individual learners for the specific BCS

qualification

This is to be retained at your centre for audit purposes.


Approved Centre Operational Requirements Manual€¦ · North Star House North Star Avenue Swindon...

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