TQUK Exams System – Candidate Guidance
Contents
Introduction
The following guidance relates specifically to online, remotely invigilated exams.
Under these circumstances, the use of a webcam, screen sharing and microphone is essential for ensuring that the test is completed in an appropriate and compliant environment. The webcam, screen-share and microphone will capture images and audio in order to confirm your identity and ensure that no form of collusion or malpractice occurs. Any images and sounds captured, including those of any objects or persons external to yourself, will be used solely for invigilation and identity verification purposes.
It is important to remember that if any of the guidance below is not followed during your exam, a void outcome may be issued. Invigilation data will be reviewed on a case-by-case basis but we encourage you to make sure your environment is as controlled as possible before taking your exam.
If you have any queries or concerns about the information included on this page you are encouraged to contact your Training Provider/Recognised Centre.
Please read the information below and use following links to access the step-by-step guidance for using the system:
1.1 Starting Times for Exams
Where an exam is to be undertaken via online delivery, times are to be requested when the exam is booked. Online, remotely invigilated exams can be accessed until midnight on the allocated day. Any amendment to the scheduled date must be requested at least five working days in advance.
The short answer questions components of Healthcare Assistant Practitioner exams will take place prior to their associated multiple choice questions components and both must be undertaken on the same day.
1.2 Invigilation Arrangements
It is expected that you or your Training Provider/Recognised Centre will organise for your exam to be sat in a venue which is deemed suitable and safe. When completing an exam, you or your Training Provider/Recognised Centre should locate a quiet, appropriate space free from the risk of disturbance, inform any other individuals present in the building/environment that an exam is taking place and remove any pets from the area before you begin your exam.
For clarification; a quiet, appropriate space conducive to the undertaking of an online, remotely invigilated exam is defined by Training Qualifications UK as adhering to the following specifications:
- A space in your home, workplace, Recognised Centre or other pre-arranged location which is populated only by yourself and no other parties.
- A space which is well-lit in order to allow maximum webcam visibility.
- A space free from distractions which may cause you to divert your attention away from the computer screen or move outside the webcam’s viewing range.
- A space free from noise.
- A space free from personal/sensitive material which may inadvertently be captured by the webcam. If such material cannot be removed from the room entirely, you should ensure that it is moved to a location which is outside the webcam’s viewing range.
- A space which is free from visual or physical access to supporting materials (such as notes, posters or educational texts) if not authorised by the associated standard’s Assessment Plan.
- A space which is free from visual or physical access to electronic devices other than the computer used to undertake the exam.
Important note: The webcam and microphone will begin recording as soon as permissions are granted and exam conditions are expected to be met at this stage until the end of the exam.
If, for any reason, you are unable to undertake the exam in a space deemed quiet and appropriate you should inform your Training Provider/Recognised Centre at the earliest opportunity and arrange to undertake your exam at a time when these conditions can be met.
You must obtain a desktop or laptop computer which is equipped with a working webcam, a stable internet connection and Google Chrome or Microsoft Edge web browser before the day of your exam.
In the case of Healthcare Assistant Practitioner short answer questions exams and Children, Young People and Families Manager exams undertaken via video conferencing software, you must also ensure that you have downloaded the most up-to-date version of Microsoft Word or Adobe Reader (with authorisation of digital signatures, click here to access guidance on electronic signatures) and are able to access the video conferencing software using the instructions provided in email correspondence from Training Qualifications UK. We will attempt to contact you via telephone before your scheduled exam date to discuss the video conferencing software options (for further information, see: 1.7).
1.3 Assessment in Progress Sign
You can find an “Assessment in Progress Sign” in our Support Materials on Verve EPA. This can be printed before the exam begins and placed in a clearly visible location (for example, on the exam room’s entrance door) to prevent interruptions.
1.4 Invigilation Arrangements for Candidates with Accessibility Requirements
If you are undertaking your exam in a location external to your own home, your Training Provider/Recognised Centre must provide accessibility arrangements if you require additional assistance for arriving, setting up and departing from the exam venue prior to or during the exam in line with their own policies.
1.5 Special Consideration and Reasonable Adjustment
Applications for reasonable adjustment, including additional time requests, must be made directly to Training Qualifications UK by your Training Provider/Recognised Centre a minimum of ten working days before the exam date.
Any application for special consideration, based on a situation that your Training Provider/Recognised Centre was not made aware of prior to the exam date, must be made directly to Training Qualifications UK by your Training Provider/Recognised Centre within five working days of the exam’s completion.
1.6 Invigilation Arrangements for Candidates with Religious Coverings
If you wear religious coverings, you are encouraged to undertake your exam using paper-based or online methods with third-party invigilation. This is due to the fact that in order to verify your identity, these coverings should be briefly removed in a private room, with consent, before beginning the exam. Under remote invigilation circumstances (when overseen by a member of Training Qualifications UK), adherence to specifications regarding parties to whom you wish to reveal your face cannot be guaranteed and this must be considered by you and your Training Provider/Recognised Centre prior to the organisation of a remotely invigilated exam.
1.7 Healthcare Assistant Practitioner and Children, Young People and Families Manager Exams
We currently prioritise the use of GoToMeeting to undertake and remotely invigilate these exams. If you are unable to download the GoToMeeting desktop app, we can provide alternative invigilation using Zoom. As mentioned above, we will attempt to contact you prior to your scheduled exam date to discuss these options.
1.8 Using a Clock
As online, remotely invigilated exams are undertaken using a computer, the on-screen clock should be used to monitor the allotted time.
1.9 Photographic Identification
You must ensure you bring photographic identification to the exam session. You will be required to take a picture of this identification, using your device’s webcam, for verification purposes. We can accept any form of identification provided it includes your full name and a clear photograph. If you fail to present this identification before your exam, a void outcome will be issued.
1.10 Recording a Room Sweep
Once you have successfully uploaded your identification onto the exam platform, you will be required to conduct a room sweep of the surrounding area you chosen to undertake your exam. To complete a room sweep, you must click ‘Begin recording’ and rotate your device a full 360°, ensuring a clear recording of the room is captured. This also includes your desk/table area.
Please note: if you are using a desktop/PC with a built-in camera, you may experience restrictions due to being unable to fully rotate your device. If this is the case, include as much of the area as possible. The learner must ensure any unauthorised materials have been removed from the area before the exam begins. (unless permitted by the associated standard’s Assessment Plan).
- Unauthorised materials include:
- Mobile phones
- Electronics
- Notebooks (if being used to take or refer to notes)
- Posters (if they contain information which may assist them during their exam)
- Pens/pencils etc (if being used to take notes)
- Textbooks (if being used/referred to)
- Calculators (if being used)
- Dictionaries (if being used)
- Notes (if seen in the webcam preview window at all or if the Learner/Apprentice’s attention is diverted towards them
2. At the Beginning of the Exam
2.1 Using the Webcam and Sharing the Screen
After accessing your exam, you must allow webcam permissions and screen sharing via prompts given by the Google Chrome or Microsoft Edge web browser and Training Qualifications UK’s exam system. You must ensure the correct screen is shared by selecting ‘Your Entire Screen’ from the options provided. You must also ensure that screen sharing is enabled for the duration of the exam and that you do not select ‘stop sharing’ at any point.
As mentioned in 1.2, the webcam and microphone will begin recording as soon as these permissions are granted and exam conditions are expected to be met at this stage until the end of the exam.
If you are undertaking a Healthcare Assistant Practitioner short answer questions or Children, Young People and Families Manager exam via video conferencing software, you must enable your webcam and screen sharing within the application.
Your whole face must be fully visible in the webcam preview screen prior to starting and until you finish the exam. Any facial garments which may obscure your image must be removed for the duration of the exam. If removing this is likely to jeopardise your personal safety (in the case of personal protective equipment) please contact your Training Provider/Recognised Centre before beginning the exam to arrange an alternative invigilation method. For religious coverings, see: 1.6
2.2 Stationary, Materials and Other Equipment
You must not bring any materials or items into the venue that may assist you during the exam unless permitted by the associated standard’s Assessment Plan. This includes writing and reading materials, notebooks and textbooks. Mobile phones and electronic devices except the computer you are using to undertake the exam must be switched off and stored in an inaccessible location to minimise the risk of distraction. Headphones must not be worn. A mobile phone may be checked for emergency purposes during the exam but this must be pre-arranged with the Training Provider/Recognised Centre and specifications provided to Training Qualifications UK in writing. No food is permitted.
2.3 Starting the Exam
Additional instructions other than those provided via email are available on-screen for you to read before beginning your exam. The allotted time will begin when you select ‘Start Test’ on the Remote Invigilation Checklist page.
Before you access your exam, you must confirm that the details are correct and consistent with the Apprenticeship standard you are enrolled on. If these details are incorrect, you must not access the exam and assessment@tquk.org must be contacted immediately.
2.4 Remote Access and Screen Recording
In the case of Healthcare Assistant Practitioner short answer questions exams and Children, Young People and Families Manager exams being undertaken via video conferencing software, it will be necessary for the allocated Training Qualifications UK Invigilator to request mouse and keyboard access in order to input the exam paper’s associated password. It will also be necessary for the allocated Training Qualifications UK Invigilator to request permission to record the exam session in order to substantiate any potential malpractice or collusion concerns. Both requests will require your verbal consent.
3. During the Exam
For clarification, ‘during the exam’ refers to the period of time between accepting webcam and microphone permissions and finishing the exam.
3.1 Leaving the Webcam’s Viewing Range
You must remain in view of the webcam at all times and must not walk away from the screen at any point during your exam. Please ensure that you are fully prepared to remain in view of your device before the exam begins.
3.2 Changing Location
You must remain stationary at all times during your exam and must not move or transfer your device to another location. This stipulation will apply even if you remain in the webcam’s viewing range during the movement or transfer of your device.
3.3 Diverting Attention Away From the Screen
You must ensure that your attention remains on-screen for the entire duration of the exam. You must not consistently divert your attention away from the screen (i.e. look away from the screen on multiple occasions during the exam), consistently divert your attention to one specific area other than the screen (i.e. focus your attention towards one specific location on multiple occasions during the exam) or divert your attention away from the screen for any singular length of time which exceeds a short, seconds-long glance or brief loss of focus.
3.4 Unpreventable/Accidental Interruptions
Before undertaking a remotely invigilated exam a quiet, appropriate space must be secured which adheres to specifications outlined in section 1.2. however, brief, seconds-long interruptions by another party entering the room will be accommodated during review of the invigilation images and audio. Individuals who have accidentally interrupted an ongoing exam must not remain in the room and must leave immediately following their entrance. See: 3.5 for more information.
To minimise the risk of accidental interruptions, we advise the use of our ‘Assessment In Progress’ sign (see: 1.3).
3.5 Speaking
Speaking is permitted only where you are:
- Reading the questions aloud to yourself for comprehension purposes.
- Considering the content of the questions aloud to yourself for comprehension purposes.
- Considering the website’s or your device’s functionality aloud to yourself.
- Briefly informing an interrupting party that an exam is taking place (as per 3.4).
- Discussing the website’s functionality with or seeking technical support from Training Qualifications UK.
You must not communicate with any parties other than members of Training Qualifications UK during your exam and, in the case of addressing an interrupting party, must only inform them that an exam is taking place and immediately cease all communication.
If there is any suspicion that you are communicating with others during your exam, discussing the questions with others during your exam or speaking aloud for any reason other than those highlighted above, the exam will be considered void.
3.6 Using Unauthorised Software/Websites
You must not access any programs or websites during the exam other than your web browser and the Verve Exams website.
3.7 Unforeseen Circumstances
Unforeseen circumstances can be defined as any emergency, unpredicted or unusual incident which compromises the above specifications. Should such an incident occur, you must provide a full description via email to assessment@tquk.org at the earliest opportunity.
In the event of an emergency occurring during an exam which is undertaken in a location external to your home, your Training Provider’s/Recognised Centre’s and/or the location’s policies on emergencies must be followed.
In the case of Healthcare Assistant Practitioner short answer questions and Children, Young People and Families Manager exams undertaken live via video conferencing software, the Invigilator will not halt the allotted exam time or interrupt the exam for any reason other than the occurrence of an emergency. Any issues encountered during this time must be reported to Training Qualifications UK via email at assessment@tquk.org after the exam has finished.
3.8 Completing the Documentation for Written Exams
For Healthcare Assistant Practitioner short answer questions and Children, Young People and Families Manager exams undertaken using video conferencing software, all information is entered directly onto the PDF/Microsoft Word versions of the documents; you must ensure you have an up-to-date version of Adobe Reader or Microsoft Word installed on your device to open and complete these documents.
4. At the End of the Exam
4.1 Finishing the Exam
After completing your exam you must ensure you submit it by following the on-screen guidance. For Healthcare Assistant Practitioner short answer questions and Children, Young People and Families Manager exams undertaken using video conferencing software, the allocated Training Qualifications UK Invigilator will inform you when half of the pre-defined allotted time remains, when ten minutes of the pre-defined allotted time remain and when the pre-defined allotted time has fully elapsed. You will be expected to answer all questions included on the exam however if, for any reason, you wish to end your exam before the allotted time has elapsed this will be accommodated at your discretion.
4.2 Submitting Exams and Receiving Results
After all your answers have been submitted, you will be provided with confirmation that your exam has been received and the timeframe for issuing results.
If a complete submission of answers and/or images and audio is received by Training Qualifications UK, the exam will be considered an attempt and will be marked as normal. If, for any reason, you would like to reschedule your exam, this must be communicated before it is undertaken and submitted.
If no or partial webcam and/or screen share images are submitted the exam will be considered void.
At the end of a Healthcare Assistant Practitioner short answer questions or Children,Young People and Families Manager exam, the allocated Training Qualifications UK Invigilator will ensure that you have completed and signed the document and that all answers have been saved before providing you with instructions for submitting it to Training Qualifications UK’s Assessment team at assessment@tquk.org
4.3 Voided Exams
If this guidance is not adhered to, this could result in your exam receiving a ‘void’ outcome. Please be aware that a ‘void’ outcome will not contribute to your total number of attempts, however resit fees may apply.
If the decision is made to void an exam, this will be communicated to your assigned On-Programme Assessor (or another Training Provider/Recognised Centre representative if no On-Programme Assessor is assigned) and your End-Point Assessor. Details about the reason for the decision will be included in this communication. Training Qualifications UK will not communicate this to you or your Employer; this is the responsibility of the Training Provider/Recognised Centre.
If you believe the verdict to be false or the situation differs to that which has been presented during invigilation, Training Qualifications UK’s Appeals process should be followed. Our Appeals policy can be found here.
If you wish to Appeal, this must be communicated to your Training Provider/Recognised Centre who will then inform Training Qualifications UK about the decision; we cannot accept Appeal requests from Apprentices/Learners or their Employers.
4.4 Question Applicability During the COVID-19 Pandemic
During this period of social distancing and societal lockdown there have been a number of measures that have been implemented by the Government to ensure that we all stay safe and prevent the spread of the COVID-19 virus. You should answer any questions as you would if we were in a normal situation. Answers should not be chosen based on temporary changes to rules or guidelines introduced as a result of COVID-19. Training Qualifications UK will frequently monitor its approach and make adjustments if and where necessary as we move forward, but for now please answer questions as if it’s ‘business as usual’.
