Introduction

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As a company, we want to ensure that our training is of the highest quality to do this we have developed this policy which outlines our commitment to you as our customer and what we expect from you in return.

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Policy review 

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Our policy is reviewed on an annual basis, the next review date for this policy is July 2025. 

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Course Exam Booking

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It is a requirement from our awarding body that all SIA exams must be booked five working days in advance.

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Downloading assessment materials 

 

The exams officer for each centre is responsible for downloading assessment paperwork. 

 

Assessment materials should be downloaded in a secure area. 

 

Once downloaded, assessment materials should be placed in a sealed, windowless envelope. 

 

Sending assessment materials to delivery staff 

 

Where assessment materials need to be sent to a trainer this should be done using a secure postal or courier service. 

Trainers should inform their exams officer immediately if assessment papers do not arrive, are damaged or there appears to have been a security breach. 

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Where assessment materials have not arrived or have been damaged etc the exams officer should report this immediately to Qualifications Network. 

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Storage of assessment materials 

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Assessment materials should be securely stored at all times. Where a safe is not available a non- portable lockable filing cabinet should be used. 

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Downloadable materials should not be stored on a computer hard drive or similar device. 

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During transportation, assessment materials should be transported using a secure postal or courier service. If staff are transporting documents, the materials should be transported in a case with a suitable lock. 

 

The assessment room 

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Rooms used for assessments should provide adequate light, heat and ventilation and comply with the appropriate health and safety legislation. 

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Rooms should be as quiet as possible, where appropriate, a sign should be placed on the outside of the door to ensure others are aware that assessments are taking place. 

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Only the following should be allowed to enter assessment rooms: 

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• Learners being assessed at the time, 

• Assessors, 

• Invigilators, 

• Verifiers; both internal and external, 

• Representatives from the regulatory authorities. 

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There should be a display identifying the centre name, centre number, assessment date and start and finish times of the appropriate assessments. This should be visible to all learners. 

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For timed assessments, a working clock should be on display and visible to all learners. 

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Any materials, displays or content that could assist learners whilst being assessed should be removed or covered. 

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Seating arrangements 

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Whilst undertaking paper-based assessments learners should be provided with suitable seating including a desk. 

Learners should be seated at least 1.25 m away for other learners, and, at a suitable distance for them not to be able to overlook each other’s work. 

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All learners should, where possible be seated so that they are facing in the same direction. 

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Identification checks 

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The head of centre is responsible for ensuring that the centre has suitable procedures in place to identify those undertaking assessments. These checks should be recorded and maintained for 3 years. 

I.D checks should be undertaken prior to assessments. Ideally the attendance register will be taken once I.D checks have been taken.

 

Group A documents

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We accept:

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• a passport that is signed, current, and valid

• a driving licence photocard issued by the Driver and Vehicle Licensing Agency (DVLA) in the UK

• a driving licence photocard and its paper counterpart issued by the Driver and Vehicle Agency (DVA) in Northern Ireland

• a UK original birth certificate issued within 12 months of birth

• a UK adoption certificate

• a UK biometric residence permit card

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Group B documents

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Each of these documents must show your current address.

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Unless we say otherwise, we will not accept 2 of the same type of document. For example, we will not accept 2 council tax statements. we will only accept 1 council tax statement and 1 document of a different type.

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We cannot accept:

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• photocopies or documents printed from the internet (such as an online bank statement you have printed out)

• bank or building society statements printed in your local branch, even if they have been dated and stamped by the bank staff

• documents or images downloaded from the internet and sent to us as digital files

 

We will accept:

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• a bank or building society statement from the last 3 months (we will accept 2 statements, but only if they are from different banks or building societies)

• a utility bill from the last 3 months (we will accept gas, electric, telephone landline, water, satellite TV or cable TV bills but not mobile phone bills)

• a credit card statement from the last 3 months (we will accept 2 statements, but only if they are from different credit-card providers)

• a council tax statement from the last 12 months

• a mortgage statement from the last 12 months

• a letter from the last 3 months from any of the following:

 

1. HM Revenue and Customs

2. the Department of Work and Pensions

3. a Jobcentre Plus – or any other employment service

4. a local authority

 

• a P45 or P60 tax statement from the last 12 months

• a paper version of a current UK driving licence (not the paper counterpart to a photocard)

• a driving licence photocard issued by the DVA in Northern Ireland (not the paper counterpart)

• a pension, endowment or ISA statement from the last 12 months

• a valid UK firearms licence with a photo

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Photo of yourself

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We need a passport-style photo of you for your SIA licence card (if you are applying for a front-line licence) and for our identity checks.

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• in colour (not black and white)

• clear and in focus

• a true likeness of you

• a close-up of your full head and upper shoulders

• taken against a white or cream background

• not changed using computer software

 

The Exam / Assessment

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• The assessment room should be set up as described above.

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• Learners should have a black pen and for SIA exams a pencil with a rubber

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• No electronic devices are allowed on desks or within reach of learners. 

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• Dictionaries are not allowed except for bi-lingual dictionaries. 

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• Once learners are all seated, the trainer/assessor should inform learners that they are now subject to exam conditions. There should be no communication between learners. 

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Invigilation

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• It is a requirement for SIA courses to have a person other than the tutor oversee the final written examination, this will be carried out by an independent Invigilator who will be fully trained in the requirements of the exam.

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• The invigilator can open the assessment package and issue assessment papers and answer sheets. 

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• Learners should ensure the correct answer sheet has been issued and that this matches the question paper issued. 

• Once learners have completed their papers, they should hand these into the Invigilator.

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• The invigilator should check that the correct details, such as names and assessment dates, have been entered. 

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• Once learners have left the assessment room, they cannot re-enter until all papers have been completed and handed in. 

• The trainer/assessor should ensure that they collect all assessment papers which should be securely stored. 

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• The invigilator will sit at the front of the class and will be able to oversee the students completing their assessments. 

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Observation assessments 

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• Observation assessments can be undertaken by trainers, however independent assessors are equally acceptable. 

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• Where trainers are undertaking practical assessments, these should be subject to regular internal verification which will be agreed upon by our Internal Quality Assessor (IQA)

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• Before undertaking assessments, learners should be informed that they are about to be assessed. 

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• Learners should not be given any prompts during the assessment that may unduly assist them. 

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• Formative assessments cannot count towards summative assessment decisions. 

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• Assessments should be recorded on the appropriate assessment records. 

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• It is a requirement from the SIA that all assessments are video recorded and kept for audit purposes for 3 years. 

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Recording assessment decisions 

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• Decisions related to the outcome of an assessment should be recorded on cohort registration forms. 

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• Assessment decisions should be supported by auditable assessment paperwork. 

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• Assessment paperwork should be securely returned to the exams officer at the centre. 

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• The exam officer should register learners online for their units and qualifications as appropriate. 

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• Assessment paperwork should be stored for a minimum of 3 years.