Information for Exams Officers
Please see the information below for further details about the requirements for being authorised as a Cambridge Assessment Admissions Testing centre.
Question papers and associated test materials must be stored under secure conditions at the centre’s registered address. Your arrangements for material storage must meet the following specifications:
- All question papers and test materials must remain unopened and be locked away in a highly secure place (ideally a safe). If a safe is not available or is of insufficient capacity, a non-portable, lockable, reinforced metal cabinet, or similar robust container must be used.
- The safe or container must be in a securely locked room, with access ideally restricted to only two or three key holders.
Please use the following table as a guide to help assess whether your secure storage meets our requirements:
- You and your invigilation staff are responsible for ensuring the maximum security of test materials before, during and after the test.
- Centres must have the appropriate security systems in place to prevent unauthorised access to the test materials.
Suitable facilities for administering admissions tests
Please ensure you have considered the following before the date of the test:
- Ensure suitable room temperature, ventilation and lighting.
- Make sure outside noise will not disturb candidates during the test. Check that no fire alarm drill is scheduled during any of the tests.
- Ensure each candidate has a desk or table big enough to hold question papers and/or answer sheets/booklets side by side (two A4 sheets; 42cm x 30cm).
- You must have rooms large enough to hold candidates with a minimum distance of 1.25m (from the centre of one candidate’s working area to the centre of the other candidates’ working areas in all directions).
- Candidates can share desks but they must still be at least 1.25m apart so that their work cannot be seen by other candidates and they cannot communicate or cheat in any way.
- Candidates must all face the same direction and must not sit with their backs to the invigilator.
- You must designate an area where candidates can leave their belongings during the test (either inside or outside the test room). If storing belongings inside the test room, they must not be in the reach of candidates.
- If you have any candidates who have special access needs you must ensure that they can access the test room.
- You will need the following for the test:
- a clock
- a whiteboard/flipchart
- scissors to open question paper envelopes
- spare black pens and HB pencils
Please ensure you adhere to the following when arranging invigilation staff for the test:
- There must be at least one suitably qualified and experienced invigilator for each group of up to 25 candidates.
- Invigilators must be given and have read the current version of the test instructions booklet before the date of the test - a copy of these instructions will be sent to you prior to the test date and available online from early September. You must ensure that invigilators are familiar with the form, conduct and timing of the test.
- Invigilators must be adults experienced in the administration of the tests. They must not be current students at the centre and must not be related to any candidates taking the test.
- Invigilators can be a candidate’s teacher but must not have taught them the subject being tested, if the test is subject specific. For example, a candidate’s history teacher must not invigilate their HAT test, but their physics teacher can.
- The invigilators must be familiar with the detail of any access arrangements made for individual candidates and ensure that those candidates are appropriately accommodated.
The role of the invigilator is to ensure that the tests are conducted in accordance with the test specific instructions booklet, in order to:
- Ensure the security of the test materials before, during and after the test(s).
- Prevent possible candidate malpractice.
- Prevent possible administrative failures.
- Ensure all candidates have an equal opportunity to demonstrate their abilities.
Return of candidate scripts
You must despatch all scripts, completed attendance registers and room plans within 24 hours after the candidates have finished each paper.
Failure to return test materials promptly can lead to a delay in candidates’ results being released to institutions and thereby put a candidate’s place at university at risk.
You must return the following materials to Cambridge Assessment:
- All answer booklets and answer sheets
- Any question papers containing responses (e.g. CAT/OLAT/ENGAA S2 etc.)
- All completed attendance registers (one per test)
- All completed room plan(s) (one per test room).
Please keep a record of the tracking number, method, date of despatch and number of packages in case of non-arrival. Cambridge Assessment cannot accept liability for lost answer booklets.
Registration of candidates
Candidates are entered for all our admissions tests through our secure online Entries Extranet. You will only be provided with access to an Entries Extranet account once you have received written confirmation from Cambridge Assessment Admissions Testing that your application has been successful. You must then register your candidates by making entries on the Entries Extranet.
You must register candidates within the registration window. Please ensure you are familiar with the registration deadline for each test session. Information for the October 2018 test session can be found here.
October 2018 session: Local start times & timetable variations
The date and start time for all tests are decided by location. Please refer to this article to find the local time that you should start your tests.
If you are unable to run the test/assessment at the scheduled time, you must complete an online timetable variation request form (submissions in relation to the November 2018 session can be made from 1 September). This includes scenarios where a candidate has a timetable clash and/or needs to take more than one admissions test/assessment.
Candidates are not allowed to take tests on any dates other than the published admissions test dates.