Online assessments
The Exams Office launched the Invigilator Training and Assessment module during the 2018/19 academic year
For the 2019/20 academic year, four units are available as part of this module. Exams Officers will determine which (or all) of the following are completed by their invigilators:
- Unit 1: New invigilators
- Unit 2: On-screen tests
- Unit 3: 2019/2020 regulation changes for experienced invigilators
- Unit 4: Access arrangements (for invigilators supervising candidates and facilitators supporting candidates)
How to use the online modules (also see FAQs below)
Instructions for exams officers (members only)
Step 1 Register as an administrator
As the exams officer you will be assigned the role of administrator for use of the online modules in your centre
Register for an Administrator account by clicking on the registration link and follow the instructions
Step 2
For first time only, use the activation link in the email sent following your registration (check your spam/junk inbox)
Step 3 Invigilator training and assessment module
Log in to your account and in the Invigilator Users screen create User accounts for your invigilators by clicking +Add a new invigilator (if on log in your account does not default to this screen, select My Invigilators from the collapse menu button (≡) at the top left of screen)
Step 4
Complete the invigilator’s first name, surname and email address – click Add invigilator
Step 5
Invigilators will automatically be emailed from the system with a verification and password setting message; once verified a further message will confirm successful verification and provide a link to log in to the module
Step by step instructions for invigilators on how to complete each unit and the objectives (the Assessment Guide and Assessment Objectives) are provided on log in to the Assessment Details page
Step 6
Add as many invigilators as required (to a maximum of 70). If you have acquired a secondary log in (this is available at no extra cost as part of your membership) you can also create up to 70 accounts under this account.
Step 7
Inform invigilators which unit/units they should undertake and that 100% success must be achieved in an assessment before it can be submitted for certification
Step 8
Once an invigilator has completed the questions in each assessment section, and achieved 100% success, the assessment can be submitted
At this point invigilators will also be required to confirm the Confidentiality and Security agreement (See the wording they are confirming as shown in the Invigilator confidentiality and security agreement template)
Step 9
An email alert will be sent to you informing you that an invigilator has submitted an assessment and that you are now able to access the assessment certificate in your account
In the Invigilator Users screen select the invigilator, click on View Invigilator Details and scroll down to View Certificate
To print the certificate, select Save as Image and print from the saved image
To print the assessment section details, select View Assessment Section Details then Save as Image and print from the saved image
Step 10
Collate the certificates (and assessment section details) for all your invigilators and add them to your Invigilator Training Record (a template can be found on the Invigilation Support Resources page of this website)
A separate training record may need to be kept depending on the unit/units undertaken by your invigilators (as example, where experienced invigilators have only undertaken the regulation changes unit)
Instructions for invigilators (from member centres only)
Step 1 Verify your Invigilator user account
When your exams officer creates an Invigilator user account for you, you should immediately receive an automated Verify account email to the email address recorded in your account (check your spam/junk inbox)
Follow the instructions in the email to verify your account
Step 2 Log in
When you have verified your account and set up your secure password you will immediately receive a further automated Account set-up confirmation email providing a click link to log in
Step 3 Select the unit within the module you are to undertake
On logging in, you will see the Assessments screen. Select the filter for the academic year 2019/20
Select the unit you wish to undertake and click on the orange box link to start the assessment
Step 4 Follow the instructions
Read and understand the Assessment Guide (these are the instructions you should follow to undertake and complete the unit) and the Assessment Objectives
Follow the steps described to undertake and complete your assessment
Step 5 If you encounter any problems
Please report these to your exams officer
Frequently asked questions
I am an administrator setting up a user account for myself and the system doesn't accept my email address
An email address is unique to each user, as you are also the administrator you have to provide a separate email address – this can be a personal email address
I have set up user accounts for my invigilators but their details do not appear in my list of invigilator users
An ‘Invigilator User’ will not appear in your account until an invigilator has verified their user account through the link provided in the automated email sent to them by the system.
I have set up user accounts for my invigilators, what do I need to do now?
There is nothing else the administrator needs to do until an invigilator submits an assessment.
How do invigilators log in to their account?
Invigilators should log in for the first time through the link provided in the automated email sent to them.
To subsequently log in, the options are
- to log in through the link provided in the automated email
- to bookmark the URL provided at the log in screen and log in through this URL
- to log in through the link provided on The Exams Office website (Online Assessments page)
What does an invigilator have to do when they log into their user account for the first time?
The invigilator should select the 2019/20 academic year then select the required unit they intend to undertake and read the Assessment Guide (How to complete the unit) and follow the step by step instructions.
Does an invigilator have to complete a unit all in one go?
No. Where a unit consists of more than 1 section – upon completion of a section, the invigilator has one of three options to select
- Restart section to improve the mark achieved for that section
- Save and close to save their assessment (then log out) enabling them to log in and continue at a later time
- Save and continue to progress immediately to the next section
Where a unit consists of only 1 section – on completion of the section, the invigilator has one of three options to select
- Restart section to improve the mark achieved for the section
- Save and close to save their assessment (then log out) enabling them to log in and Restart section to improve the mark achieved at a later time
- Save and continue which takes the invigilator back to the Assessment Details screen, which provides the options to either Restart section OR Submit assessment to Exams Officer (subject to 100% success achieved)
Can an invigilator retake an assessment after they have submitted their first attempt?
No. There is no first attempt. An assessment can only be submitted when 100% success has been achieved. Before then, the user can retake (restart) any assessment section with incorrect responses any number of times.
How do I know when an invigilator has submitted an assessment?
If you are an administrator, an email alert will be sent to you informing you that an invigilator has submitted an assessment and that you are now able to access the assessment certificate in your account.
How do I access the certificate for an invigilator who has submitted an assessment?
In the Invigilator Users screen select the invigilator, click on View Invigilator Details and scroll down to View Certificate.
To print the certificate, select Save as Image and print from the saved image.
How do I access the details of each section of an invigilator's submitted assessment?
In the Invigilator Users screen select the invigilator, click on View Invigilator Details and scroll down to View Assessment Section Details. If you wish to print this information select Save as Image and print from the saved image.
An invigilator has forgotten his password, how do I remind him/reset it for him?
An exams officer administrator cannot change a password for a user. The user has to do this in their own account. At the login to account screen, there is a Forgot your password? link that the user should click on.
My invigilator does not have access to any IT at home - what can I do?
There is no suggestion that an invigilator should undertake a unit at home. It would be best practice to arrange for an invigilator to verify, log in and take the assessment in your centre. This could even take place before or after an invigilator training/update session.
Does the new invigilator module satisfy JCQ requirements?
The content of the units within the invigilator training and assessment module are designed to meet the requirements of the JCQ publication Instructions for Conducting Examinations 2019-2020. Unit 1 – for new invigilators is desgined to meet the requirements of section 12 of the ICE publication (and shown in italics below). The units do not address centre-specific requirements and processes (within the regulations) which invigilators should be separately briefed on/trained in by their centre.
You must make sure that invigilators know what is expected of them. Invigilators must be made aware of the Checklist for invigilators (f o r writt en exa minations) – https://www.jcq.org.uk/exams-office/ice—instructions-for-conducting-examinations/checklist-forinvigilators-for-written-examinations
A training session must be held for any new invigilators. An update meeting must be held for the existing invigilation team so that they are aware of any changes.
A record of the content of the training given to invigilators must be available for inspection and retained on file until the deadline for reviews of marking has passed or until any appeal, malpractice or other results enquiry has been completed, whichever is later.
What do I do when I click on 'Save as image' to print an invigilator's certificate from and nothing happens?
If this happens, you are likely to be using a browser that is incompatible with the tool (such as Internet Explorer). Log out and relog into your EO account using a browser such as Google Chrome.
Repeat the stages below.
In the Invigilator Users screen select the invigilator, click on View Invigilator Details and scroll down to View Certificate.
To print the certificate, select Save as Image and print from the saved image.
New Exams Officer Induction module
(in development)
An online module created to support new exams officers complete an induction in their new role
This will guide those new to the post through the main aspects of the role, signposting to key documents, highlighting key tasks and deadlines and assessing their understanding
New exams officers should complete the module within 12 months of appointment
Exam Policy Generator module
(in development)
This online module will contain a wide range of exams-related policies, including those required by the JCQ
Exams officers will complete self-assessments to quickly produce centre specific policies saving our members a significant amount of time and making a challenging aspect of the role much easier to complete
Invigilator training and assessment module
(Unit 1) New invigilators
Designed to meet the requirement for new invigilators to be trained and be familiar with the JCQ publication Instructions for Conducting Examinations in advance of the examinations
(Unit 2) On-screen tests
Designed to meet the requirement for those invigilators new to conducting on-screen tests to be trained and be familiar with the JCQ publication Instructions for Conducting Examinations with particular reference to (Appendix 1) Instructions for conducting on-screen tests 1 September 2019 to 31 August 2020 in advance of invigilating on-screen tests
(Unit 3) 2019/2020 regulation changes for experienced invigilators
Designed to meet the requirement for the existing invigilation team (meaning experienced invigilators who are already fully ICE trained) to be updated so that they are aware of any changes within the JCQ publication Instructions for Conducting Examinations 2019/20 that impact on the role of the invigilator
(Unit 4) Access arrangements (for invigilators supervising candidates and facilitators supporting candidates)
Designed to meet the requirement for invigilators and those facilitating an access arrangement (as a practical assistant, a prompter, a reader or a scribe) for a candidate under examination conditions to be trained so that they fully understand the respective role and what is and what is not permissible in the examination room
Assessment questions
Invigilators:
- are required to answer randomly selected questions from a ‘bank’ of questions in each assessment section within a unit
- may use the JCQ’s Instructions for conducting examinations (ICE) booklet when answering the questions
- will be signposted to relevant sections of the JCQ’s Instructions for conducting examinations (ICE) booklet for any questions answered incorrectly
- by restarting a section, can attempt the questions as many times as required
Assessment submission
An assessment can only be submitted when 100% success has been achieved
Certification
Once an invigilator completes all sections of an assessment and has achieved 100% success, the invigilator should submit the assessment for their exams officer to print off the assessment certificate
The exams officer will also be able to print off an assessment details document which confirms the content of the assessment completed by the invigilator
Senior Leaders/Line Manager Training and Assessment module
(in development)
This online module will highlight regulations, key tasks and deadlines, and require SLT/Line Managers to complete a short assessment to confirm their understanding
Exam Year Review module for experienced Exams Officers
(in development)
This online module will achieve two objectives – serving as an annual appraisal, and as a review of exams-related activity
By confirming the completion of a range of tasks, and proving an understanding of the changes to the JCQ’s regulations, exams officers will receive certification which can be used with line managers to support an annual performance appraisal, or when reviewing their ‘exam year’
