Online training and assessment modules
The Exams Office has launched the following modules during the 2018/19 academic year:
- Invigilator Training and Assessment:
- Conducting examinations – launched December 2018
- Conducting on-screen tests – launched January 2019
- Instructions for conducting examinations – Regulation changes – launched January 2019
See How to use the online modules and FAQs below
Invigilator Training and Assessment
Three modules are available to support exams officers in
- training new invigilators
- delivering an update for the existing invigilation team (experienced invigilators) so that they are aware of any changes
⇒ Conducting examinations
This module takes a new invigilator through JCQ’s Instructions for Conducting Examinations 2018-2019 where these impact on the role of the invigilator and assesses knowledge and understanding of these instructions
⇒ Conducting on-screen tests
This module takes an invigilator, new to conducting on-screen tests, through JCQ’s Instructions for conducting on-screen tests (1 September 2018 to 31 August 2019) and assesses knowledge and understanding of these instructions
⇒ Instructions for conducting examinations – Regulation changes
This module takes an experienced invigilator (who has previously been fully trained in JCQ’s Instructions for Conducting Examinations) through the main changes to the 2018/19 instructions which impact on the role of the invigilator and assesses knowledge and understanding of these changes
How to use the online modules
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 modules
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 the module 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 60). 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 60 accounts under this account.
Step 7
Inform invigilators of your ‘pass-mark’ for each module they will be undertaking
- Conducting examinations (out of 50)
- Conducting on-screen tests (out of 10)
- Instructions for conducting examinations – Regulation changes (out of 18)
Step 8
Once an invigilator has completed the questions in each assessment section, and achieved the ‘pass-mark’, they can submit their assessment
At this point invigilators will also be required to confirm the Confidentiality and Security agreement
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 module/modules undertaken by your invigilators (as example, where experienced invigilators have only undertaken the Instructions for conducting examinations – Regulation changes module)
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 module
On logging in, you will see the Assessments screen
Select the module 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 module) 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.
As an administrator, where do I set my ‘pass mark’ in the system?
You do not set your ‘pass mark’ in the system. This should be a verbal instruction you issue to your invigilators prior to them undertaking an online invigilator training and assessment module.
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 read the Assessment Guide (How to complete the online module) and follow the step by step instructions.
Does an invigilator have to complete a module all in one go?
No. Where a module 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 module consists of only 1 section – on completion of the section, the invigilator has 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
Can an invigilator retake an assessment after they have submitted their first attempt?
No. There is only one opportunity per academic year to take an assessment. Once an assessment has been submitted it is not possible for a user to retake the assessment until the module is updated for the next academic year. Before submitting an assessment, 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 module 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.
Do the invigilator modules satisfy JCQ requirements?
The content of the invigilator training and assessment modules is designed to meet the requirements of the JCQ publication Instructions for Conducting Examinations 2018-2019, as detailed in section 12 (and shown in italics below). The modules do not address centre-specific requirements and processes (within the regulations) which invigilators should be separately briefed on/trained in by their centre.
The role of the invigilator is to ensure that the examination is conducted according to these instructions in order to:
a) ensure all candidates have an equal opportunity to demonstrate their abilities;
b) ensure the security of the examination before, during and after the examination;
c) prevent possible candidate malpractice;
d) prevent possible administrative failures.
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 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.
You must make sure that invigilators know what is expected of them.
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 module will requires those new in post to confirm the completion of a range of key tasks, and test their knowledge of JCQ’s regulations
New exams officers should complete the module within 12 months of appointment
Invigilator training and assessment modules
Conducting examinations
Content (7 assessment sections)
- Invigilation arrangements
- What does JCQ expect of me?
- The role of the invigilator
- Invigilating and facilitating access arrangements
- Access arrangements
- Invigilation arrangements for candidates with access arrangements
- Preparing for the examination
- Starting times for examinations
- Timetable clashes
- Overnight supervision arrangements
- Resources for examinations
- Using calculators
- The examination room
- At the beginning of the examination
- Identifying candidates
- The people present
- Question papers, stationery, materials and other equipment
- Starting the examination
- During the examination
- Supervising the candidates
- Candidates who arrive late/very late
- Completing the attendance register
- Leaving the examination room
- Dealing with malpractice
- Dealing with emergencies
- At the end of, and after, the examination
- Finishing the examination
- Collecting scripts
- Packing scripts
- Unused stationery
- Instructions for conducting examinations – Regulation changes 2018/19
Conducting on-screen tests
Content (5 assessment sections)
- Security, timetabling of tests and use of calculators
- Resources
- Accommodation
- Invigilation arrangements and emergencies
- Finishing the examination
Instructions for conducting examinations – Regulation changes 2018/19
Content (1 assessment section)
Assessment questions
Invigilators:
- are required to answer randomly selected questions from a ‘bank’ of questions in each assessment section within a module
- 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 (note that sections cannot be restarted if the assessment has been submitted)
Assessment ‘pass-marks’
The exams officer will:
- set the ‘pass-mark’ out of 50 for the Conducting examinations assessment, out of 10 for the Conducting on-screen tests assessment and out of 18 for the Regulation changes assessment
- be able to see the score achieved by each invigilator in each section of an assessment
- be able to see how many attempts each invigilator has had at each section of an assessment
Certification
Once an invigilator completes all sections of an assessment and has achieved the ‘pass mark’, the invigilator should submit the assessment for their exams officer to print off the assessment certificate
The certificate will detail the score achieved by the invigilator – the exams officer will also be able to print off an assessment details document which confirms the score per assessment section achieved by the invigilator
Experienced Exams Officer annual appraisal/review module
(in development)
This 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’
