cips approved exam centre application form

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CBE centre application_v06 Oct 18 - FINAL of 17

CIPS Approved Exam Centre Application Form To be completed by all applicants wishing to administer CIPS’ exams

This application form is in five parts. Please tick the appropriate box(s) below to indicate which parts apply to your application:

To be completed by:

Please tick () as appropriate for this application

Part 1 - Centre contact details All applicants, for all types of application. Part 2 - Exam Centre Approval Criteria

Applicants seeking Exam Centre approval for the first time.

Part 3 - Exam Centre Approval Criteria for existing CIPS exam centres

Already approved Exam Centres, wishing to provide computer based exams.

Part 4 - Satellite Exam Centre Approval Criteria

Already approved Exam Centres, wishing to provide computer based exam facilities at a new venue.

Part 5 – Exam Centre Approval Criteria for paper based exams (Tier 2 & 3 countries only)

Already approved Exam Centres for OR computer based exams, wishing to provide paper based exams for CR.

1. Approved study centres are not automatically approved as an exam centre. The approval of exam centres

is a separate process, using this form below. Please note: if you are also applying for study centre approval to deliver CIPS qualifications, you must first complete the relevant CIPS study centre healthcheck. For details see: https://www.cips.org/learn/qualifications/education-partners/become-a-study-centre/

2. Approved study centres are encouraged to apply for exam centre approval from the outset.

3. Study centres applying for approval to deliver exams at a corporate or satellite venue remain responsible for all aspects of the application, and the subsequent exam arrangements there, together with any associated costs.

4. Applications for exam centre approval should be received 7 weeks before an exam series opens for

booking, to allow processing and issue of contract to be completed before the opening date for exam entries. Dates can be found here: https://www.cips.org/learn/student-zone/key-dates/

5. Note: a centre visit may be required by CIPS, to confirm the details submitted on this form.

https://www.cips.org/learn/qualifications/education-partners/become-a-study-centre/

https://www.cips.org/learn/student-zone/key-dates/

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Part 1: Application for approval to administer CIPS exams

Centre Contact Details

1 Exam Centre details

Name and address of applicant organisation:

Telephone number: Email:

Name and address of proposed Exam Centre (if different from above):


2 Contact details

Accountable person (e.g. Head of Centre) for quality assurance of CIPS exams [see declaration below]

Name:

Job Title:

Address: (if different

from above)

Tel:

Email:

Please note: The person named above takes responsibility on behalf of the centre for the quality of exam administration at the centre, and for ensuring compliance with CIPS requirements as set out in this form, in CIPS’ Exam Centre Agreement and on other guidance material issued from time to time by CIPS.

Exam Officer

Name:

Job Title:


from above)

Tel:

Email:

Please note: The person named as the Exam Officer will be responsible for the timely download and upload of the exams in the TestReach Offline Portal under guidance from the named accountable person. The address of the exam centre provided above will be the address advertised to students as the exam venue so please ensure the address is accurate.

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3 Declaration

(To be made by the accountable person for quality assurance of the examination process)

I confirm that the information provided in this form, and in the supporting documentation that accompanies it, is to the best of my knowledge complete and accurate.

By adding my name to this form I accept responsibility on behalf of this exam centre for compliance with CIPS assessment regulations, processes and practices, and for the safety, reliability and security of all CIPS assessments. I also accept that breach of any of the criteria in this application constitutes malpractice or maladministration, and could result in the loss of exam centre approval.

Name of accountable person:

Role of job title:

Date:

4 (New applicants only) Experience of administering exams

Please list below any other awarding bodies whose exams/assessments you administer:

Awarding Body

Assessment type(s)

(written papers, open book exams, practical assessments, computer based exams, NVQ’s, etc.)

Administering assessments since…? (year)

No. of learners assessed last year

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Part 2: Exam Centre Approval Criteria for new applicants Applicants must be able to provide evidence of meeting the criteria listed below. ALL evidence should be provided as separate document(s), sent by email with this application form to the address at the end of this form. Please note: column 3 should only be used as a cross-reference to the relevant documentation that you have attached to your application. Please DO NOT use column 3 to write about how you meet the criterion.

Please indicate the exam series you require this application to be considered for as well as future series in which you intend to host exams: Please tick () as appropriate

January March May July September November

Please note: completed applications should be received by CIPS 7 weeks before the exam booking window opens for the series that you have indicated above.

1 2 3

Exam centre approval criterion for new

applicants Evidence required from applicant

Title/number of attached

document containing this

evidence

EC1

There are reliable procedures at the centre to ensure that:

(a) exams are conducted in accordance with CIPS exam procedures

EC1.1 Please provide a statement confirming that CIPS’ exam regulations and procedures will be adhered to, including:

a) details of steps that will be taken to prevent malpractice (cheating) during exams

b) suitable invigilators will be appointed who have no conflict of interest or procurement experience

c) You will adhere to the download and upload timescales as stipulated in the CIPS Invigilator Notes document (download 5 working days prior to exams and upload no later than 24 hours after completion of the exams)

Document(s) included with this application (please tick)

Document(s) ref: and, if available:

EC1.2 Evidence of experience of providing exams for other awarding bodies/ organisations, a report following audit/inspection of exams held at the centre, or other evidence showing track record of successful delivery of exams.

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1 2 3





evidence

EC2 Resources necessary to allow CIPS approved reasonable adjustments for individual exam candidates are/will be identified and provided for.

EC2.1 UK ONLY - Written confirmation that the centre will adhere to CIPS reasonable adjustments policy and the requirements of current disability legislation.

or

EC2.2 APPLICANTS OUTSIDE THE UK – Examples of arrangements available at the centre to enable candidates needing special facilities for exams to be provided wherever possible.


Document(s) ref:

EC3 Suitable invigilation and IT support staff are appointed and trained

EC3.1 Please provide details of the centre’s own CIPS invigilator appointment procedures, including checking/preventing conflict of interest.

and

EC3.2 Details of the centre’s training programme for CIPS invigilators, to include training on: role/responsibilities of invigilators CIPS examination procedures how to conduct computer based exams including suitable IT

knowledge and skills how to prevent, identify and deal with incidents of

malpractice (cheating)

and

EC3.3 Please detail below the name and contact details of the person (s) with technical expertise to:

set up and maintain the location and equipment for computer based exams

assist candidates in understanding how to use the technology

deal with any technical breakdowns during computer based exams (either resolving the problem or referring to system support)

Name

Tel:

Based at:


Document(s) ref:

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1 2 3





evidence

EC4 The centre has internet and computer specifications as prescribed by CIPS (as shown to the right)

EC4.1 Please confirm that your IT equipment and facilities can meet the below specification:

Invigilator computer specification

Hardware:

I5 Core Processor or better 2 GHz or higher 8 GB RAM or higher Power Source

Operating system: Windows 7/8.1/10

Network:

Internet connection for downloading and uploading of exam papers. Ethernet connection from invigilator to candidate computers

Candidate computer specification

Hardware:

I3 Core Processor or better 2 GHz or higher 4 GB RAM or higher Keyboard Mouse

Operating system: Windows 7/8.1/10 OS X (Mac) 10.8 minimum

Network: Ethernet connection to candidate computers

Browser (tutorials only):

Firefox v48 (or later) Chrome v55 (or later) IE 11 (or later) Edge (or later) OS X Safari v10 (or later)

Display: 13” monitor minimum 1024 x 768 screen resolution

NOTE: Smartphones and tablets are not acceptable for the computer based exams, all computers must have a direct power supply and all computers must be on the same network.

Please tick the box below to

confirm that the IT equipment

used for examinations

meets the criteria

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1 2 3





evidence

EC5 Equipment and accommodation used for exam purposes comply with the requirements of relevant national and local health and safety legislation

EC5.1 Please provide a copy of the venue’s health, safety and fire evacuation policy.

and

EC5.2 A statement from a person in authority at the centre confirming that health, safety and fire evacuation procedures have been checked / inspected within the last 12 months. or EC5.3 A copy of up-to-date health, safety and fire certificates / reports.


Document(s) ref:

EC6

Accommodation is provided for candidates undertaking exams which is accessible to all candidates, suitably quiet, in an undisturbed location, with adequate heating, lighting, and ventilation, and complies with the relevant rules and regulations of CIPS.

EC6.1 Please provide photographs of the room(s) where the exams will be held. This must show: the desks/tables layout, spaced appropriately apart or that

suitable dividers are in place location of invigilators desk location of clock(s) location of waiting area location of lifts or ramps, if above ground floor level location of fire exit(s) maximum capacity of the room


Document(s) ref:

and

EC6.2 A plan or map of the external environment of the exam venue, to confirm: quiet surroundings parking facilities drop-off points for disabled candidates location of, and distance from, nearest rail and bus station

(or bus stop)

EC7 Centre will run a demo exam at their centre before approval to ensure the system works with the facilities they have available

EC7.1 Please confirm that you are willing to host a demonstration of the system at your centre by ticking the box to the right hand side.

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Part 3: Exam Centre Approval Criteria for existing CIPS exam centres Applicants must be able to provide evidence of meeting the criteria listed below. ALL evidence should be provided as separate document(s), sent by email with this application form to the address at the end of this form. Please note: column 3 should only be used as a cross-reference to the relevant documentation that you have attached to your application. Please DO NOT use column 3 to write about how you meet the criterion.




1 2 3

Exam centre approval criterion for existing

centres Evidence required from applicant



evidence

EEC1

The applicant is an approved CIPS exam centre with a current agreement/deed in place

EEC1.1 No evidence required – CIPS already holds this information.

CIPS staff use only

EEC2

The applicant can provide the same standard of exam facilities for computer based exams as they have previously provided for paper based exams

EEC2.1 A statement from the accountable person at the centre that this will be the case.


Document(s) ref:

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evidence

EEC3

Suitable invigilation and IT support staff are appointed and trained

EEC3.1 Please provide a statement to confirm that your will appoint suitable, trained invigilators EEC3.2 Please detail below the name and contact details of the person (s) with technical expertise to:

set up and maintain the location and equipment for computer based exams

assist candidates in understanding how to use the technology

deal with any technical breakdowns during computer based exams (either resolving the problem or referring to system support)

Name

Tel:

Based at:


Document(s) ref:

EEC4

The centre has internet and computer specifications as prescribed by CIPS (as shown to the right)

EEC4.1 Please confirm that your IT equipment and facilities can meet the below specification:


Hardware:



Network:



Hardware:



Network: Ethernet connection to candidate




meets the criteria

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1 2 3





evidence

computers





EEC5


EEC5.1 Please provide photographs of the room(s) where the exams will be held. This must show: the desks/tables layout, spaced appropriately apart or that



Document(s) ref:

EEC6 Centre will run a demo exam at their centre before approval to ensure the system works with the facilities they have available.

EEC6.1 Please confirm that you are willing to host a demonstration of the system at your centre by ticking the box to the right hand side.

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Part 4: Satellite Exam Centre Approval Criteria

Applicants must be able to provide evidence of meeting the criteria listed below. ALL evidence should be provided as separate document(s), sent by email with this application form to the address at the end of this form. Please note: column 3 should only be used as a cross-reference to the relevant documentation that you have attached to your application. Please DO NOT use column 3 to write about how you meet the criterion.




1 2 3

Exam centre approval criterion for satellite




evidence

SEC1

The applicant can provide the same standard of exam facilities for the satellite exam centre as are provided at the main CIPS approved exam centre

SEC1.1 A statement from the Exam Officer at the main exam centre confirming the following: the proposed satellite exam centre has a health and safety

policy in place fire evacuation procedures are in place and safety checks

are carried out yearly suitable invigilators will be appointed and trained to the

required CIPS standards the name and job title of the person at the satellite centre

who will take responsibility for the download and upload of the exams in the system in accordance with CIPS guidance

the name and job title of the person with technical expertise to assist with exam set up


Document(s) ref:

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1 2 3





evidence

SEC2

The centre has internet and computer specifications as prescribed by CIPS (as shown to the right)

SEC2.1 Please confirm that your IT equipment and facilities can meet the below specification:


Hardware:



Network:



Hardware:



Network: Ethernet connection to candidate computers








meets the criteria

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evidence

SEC3


SEC3.1 Please provide photographs of the room(s) where the exams will be held. This must show: the desks/tables layout, spaced appropriately apart or that



Document(s) ref:

SEC4 Centre will run a demo exam at their centre before approval to ensure the system works with the facilities they have available.

SEC4.1 Please confirm that you are willing to host a demonstration of the system at your centre by ticking the box to the right hand side.

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Part 5: Exam Centre Approval Criteria for paper based exams (Tier 2 & 3 countries only) Applicants must be able to provide evidence of meeting the criteria listed below. ALL evidence should be provided as separate document(s), sent by email with this application form to the address at the end of this form. Please note: column 3 should only be used as a cross-reference to the relevant documentation that you have attached to your application. Please DO NOT use column 3 to write about how you meet the criterion.

Name and address of proposed Exam Centre (if different from part 1):


2 Contact details

Exam Officer (if different from part 1)

Name:

Job Title:


from above)

Tel:

Email:

Please note: The person named as the Exam Officer will take receipt and responsibility of the examination materials under guidance from the accountable person. The applicant organisation address provided in part 1 will be the address where the materials are posted to so please ensure the address is accurate.


May November


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1 2 3

Exam centre approval criterion for paper based

exam centres Evidence required from applicant



evidence

PEC1

There are reliable procedures at the centre to ensure that:

(a) all exam materials and candidate scripts are held securely, and

(b) exams are conducted in accordance with CIPS exam procedures

PEC1.1 Please provide a statement confirming that CIPS’ examination regulations and procedures will be adhered to, including: details of steps that will be taken to ensure the security of

examination materials whilst in the care of the centre (including lockable storage on premises).

the number of people who have access to the lockable storage (ideally access should be limited to the Exam Officer plus one other individual).

details of steps that will be taken to prevent malpractice (cheating) during examinations.

suitable invigilators will be appointed who have no conflict of interest or procurement experience.

and, if available:

PEC1.2 Evidence of experience of providing examinations for other awarding bodies/ organisations, a report following audit/inspection of examinations held at the centre, or other evidence showing track record of successful delivery of examinations.


Document(s) ref:

PEC2

Resources necessary to allow CIPS approved reasonable adjustments for individual exam candidates are/will be identified and provided for.

PEC2.1 Examples of arrangements available at the centre to enable candidates needing special facilities for exams to be provided for wherever possible.


Document(s) ref:

PEC3 Suitable invigilators are appointed and trained

PEC3.1 Please provide a statement to confirm that suitable invigilators will be appointed and trained for paper based exams


Document(s) ref:

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1 2 3

Exam centre approval criterion for paper based

exam centres Evidence required from applicant



evidence

PEC4 Equipment and accommodation used for exam purposes comply with the requirements of relevant national and local health and safety legislation

PEC4.1 APPLICABLE IF PAPER BASED EXAM VENUE IS DIFFERENT TO COMPUTER BASED EXAM VENUE - Please provide a statement to confirm that the venue has an appropriate health and safety policy in place


Document(s) ref:

PEC5


PEC5.1 Please provide a plan or photograph of the room(s) where the examinations will be held. This must show: the desks/tables layout, spaced appropriately apart location of invigilators desk location of clock(s) location of waiting area location of lifts or ramps, if above ground floor level location of fire exit(s) maximum capacity of the room

and

PEC5.2 A plan or map of the external environment of the exam venue, to confirm: quiet surroundings parking facilities drop-off points for disabled candidates location of, and distance from, nearest rail and bus station

(or bus stop)


Document(s) ref:

Please keep a copy of the completed application form for your own records and email a copy together with all the documents forming supporting evidence for your application to:

[email protected]

Tel: +44 1780 756777

mailto:[email protected]

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Internal Use only

Invigilator details provided to centre: Exams Officer:

Generic 1:

Generic 2:

Demo set up complete?

Demo date:

Completion successful and report submitted from centre?

Application approved?

cips approved exam centre application form

Documents