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.
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:
- You must have rooms large enough to hold all of your candidates with a minimum distance of 1.25m from the centre of one candidates’ working area to the centre of the other candidates’ working area in all directions.
- Each candidate must have a desk or table big enough to hold question papers and/or answer booklets/sheets. Desks can be shared but candidates must still be at least 1.25m apart so that their work cannot be seen by other candidates, they cannot communicate in any way, or engage in any form of malpractice.
- The test venue must have a designated area where candidates’ belongings can be left during the test under lock and key or under supervision, or the test room must be large enough to hold these where candidates will not have access to them during the test.
- Ensure the room has suitable heating, ventilation and lighting and make sure outside noise will not disturb candidates during the test. If you have any candidates who have special access needs you must ensure there is a disabled access to the test room.
- You will need the following for the test:
- A clock
- A white board
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 Instructions for the Secure Administration of the Sixth Term Exam Paper (STEP)/Instructions for the Secure Administration of Admissions Tests before the date of the test. 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 current version of the Instructions for the Secure Administration of the Sixth Term Exam Paper (STEP)/Instructions for the Secure Administration of Admissions Tests, 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 answer booklets and any other A4 paper, if used
UK centres should refer to any accompanying instructions relating to the return of test materials by a reputable international courier service such as UPS. On no account should a candidate’s answer booklets be sent back by registered or first class mail.
International centres should arrange for test materials to be returned by secure courier/secure track-trace. The definition of secure courier/secure track-trace is where the scripts are guaranteed to arrive back to the return address within the designated time and can be traced all the way back to the UK. Examples of a secure courier would be UPS, FedEx, DHL. On no account should a candidate’s answer booklets be sent back by surface mail.
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.
All test materials must be sent back within 48 hours from the end of the test.
Failure to return test materials promptly can lead to a delay in candidates’ results being released to institutions and can thereby put a candidate’s place at university at risk.
Registration of candidates as a separate process
The re-approval Form that you submit on behalf of your centre is solely your application to maintain your status as a Cambridge Assessment Admissions Testing centre. The candidate registration process is separate from your requirement to maintain your centre status.
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 re-approval application has been successful. You must then register your candidates by making entries on the Entries Extranet.