Access arrangements: an introduction

The aim of this unit is to ensure facilitators and invigilators supporting and
supervising access arrangement candidates under examination conditions fully
understand:

 the respective roles and what is and what is not permissible in the
examination room
 the rules of particular access arrangements

What access arrangements are

Access arrangements are agreed before an assessment. They allow candidates
with specific needs, such as special educational needs, disabilities or temporary
injuries to access the assessment and show what they know and can do without
changing the demands of the assessment. The intention behind an access
arrangement is to meet the needs of an individual candidate without affecting the
integrity of the assessment. Access arrangements are the principal way in which
awarding bodies comply with the duty under the Equality Act 2010 to make
‘reasonable adjustments’.
Reasonable adjustments
The Equality Act 2010 requires an awarding body to make reasonable adjustments
where a candidate, who is disabled within the meaning of the Equality Act 2010,
would be at a substantial disadvantage in comparison to someone who is not
disabled. The awarding body is required to take reasonable steps to overcome that
disadvantage.
What a facilitator is
A person (referred to as a facilitator) may be appointed to support (facilitate) certain
access arrangements for a candidate under examination conditions (for example, to
act as a practical assistant, a prompter, a reader and/or a scribe).

General principles for the invigilation of candidates with access arrangements

Centres must provide thorough training on the current regulations for any new
invigilators and those facilitating an access arrangement for a candidate under
examination conditions. The existing invigilation team must be made aware of any
changes.
Centres must ensure that the testing of invigilators’ competence and their
understanding of these regulations is rigorous. This must also extend to those
facilitating an access arrangement.
A record of the content of the training given to invigilators and those facilitating an
access arrangement for a candidate under examination conditions must be available
for inspection and retained on file until the deadline for reviews of marking has
passed or until any appeal, malpractice or other results enquiry has been completed,
whichever is later.
Where a person is appointed to facilitate an access arrangement, i.e.

a Communication Professional
a Language Modifier
a practical assistant
a prompter
a reader, or
a scribe

he/she is responsible to the exams officer and must be acceptable to the head of
centre.
The person appointed must not normally be the candidate’s own subject teacher,
Learning Support Assistant or teaching assistant. Where the candidate’s own subject
teacher, Learning Support Assistant or teaching assistant is used, a separate
invigilator must always be present.
The person appointed must not be a relative, friend or peer of the candidate. A
private tutor cannot facilitate an access arrangement.
The head of centre must ensure that the person appointed is a responsible
adult, is appropriately trained and fully understands the rules of the access
arrangement(s).
It is not acceptable for a centre to use a Year 12 or Year 13 candidate to
facilitate an access arrangement.
Invigilators and those acting as a Communication Professional, a Language Modifier,
a practical assistant, a prompter, a reader or a scribe must fully understand the
respective role and what is and what is not permissible in the examination room (see
(ICE) section 12).
Additionally, exam officers must ensure that those acting as a Communication
Professional, a Language Modifier, a practical assistant or a scribe are provided with
the appropriate cover sheet prior to the examination commencing. This will enable
the cover sheet to be completed during the examination and accurately reflect the
activities performed by the Communication Professional, Language Modifier,
practical assistant or scribe, as appropriate.
The invigilator may act as a prompter, a practical assistant, a reader and/or a scribe
where the candidate is accommodated separately on a one-to-one basis.
If the prompter is also acting as a Language Modifier, a separate invigilator will be
required.
Prior to beginning the examination, invigilators must be informed of those candidates
with access arrangements. Invigilators must be made aware of the access
arrangement(s) awarded (see (ICE) section 16.4).
Where reference in this unit is made to ‘SENCo’ (the Special Educational Needs Co-
ordinator or an equivalent member of staff such as the (ALNCo) Additional Learning
Needs Coordinator or Additional Learning Support lead) this refers to the person
appointed by the head of centre to coordinate the access arrangements process
within the centre.

The ACCESS ARRANGEMENTS video is intended to support your

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Computer reader/reader - Read aloud/examination reading pen

As an invigilator you may be supervising a candidate/candidates approved one or
more of the following access arrangements:

 the use of a computer reader

 the use of a (human) reader
 to read aloud
 the use of an examination reading pen

As a facilitator you may be supporting a candidate/candidates by acting as a reader.

This section explains what these arrangements are, the rules of the particular
arrangement and what is and what is not permissible in the examination room.

Computer reader/reader
The centre is responsible for ensuring that the candidate and reader cannot be
overheard by, or distract other candidates. (This will also apply if the candidate uses
a computer reader)

Papers (or sections of papers) testing reading

A computer reader will be allowed in papers (or sections of papers) testing reading.
A computer reader is an acceptable arrangement since it allows the candidate to
independently meet the requirements of the reading standards.
A reader will not be allowed to read questions or text in papers (or sections of
papers) testing reading.
A candidate who would normally be eligible for a reader but is not permitted this
arrangement in a paper (or a section of a paper) testing reading may be granted up
to a maximum of 50% extra time. (Where a candidate is using a computer reader or
an examination reading pen the SENCo cannot grant up to a maximum of 50% extra
time.)
An approved application for a reader will allow the SENCo to grant the candidate up
to a maximum of 50% extra time in a paper (or a section of a paper) testing
reading. Where reading and writing are being assessed in the same paper, the
maximum allowance of 50% extra time must only be allocated to the reading
section.
Centres should calculate the total time allocated to reading based on the number of
marks allocated to the reading questions and add up to a maximum of 50% to that
time. Advice from the relevant awarding body may need to be sought.
In a paper (or a section of a paper) testing reading a reader may read back, upon
request, what the candidate has written without any emphasis on errors.
A reader would bring their own interpretation to a description of a diagram. This
could affect a candidate’s response and compromise the reliability of the
qualification. A reader should only help a vision impaired candidate retrieve
information found in diagrams, graphs, maps and tables in response to a request
from the candidate.

Computer reader
This is an arrangement where assistive technology is used to read out the text on the
examination paper to the candidate. The candidate independently uses the computer
software in the examination room.
Computer software which accurately reads out text, (including synthetic speech
software stored on a memory stick) but does not decode or interpret the paper, may
be used as a computer reader.
It is the centre’s responsibility to ensure that the computer used does not contain
any software that the candidate can access and which might assist him/her with the
examination. Failure to do so may constitute malpractice.
A computer reader will be allowed in papers (or sections of papers) testing reading.
In cases where a computer reader is unable to recognise and thus read an individual
word, a (human) reader may read out the word to the candidate.

Reader
This is an arrangement where a person (a facilitator) is appointed to read out some
or all of the text on the examination paper to the candidate.
A reader is a responsible adult who reads the instructions of the question paper and
the questions to the candidate. This may involve reading the whole paper to the
candidate or the candidate may request only some words to be read.
A reader is not a Communication Professional, a practical assistant, a prompter or a
scribe. The same person may act as a Communication Professional, a practical
assistant, a prompter, a reader and/or a scribe if permission has been given for
these arrangements (where necessary). The regulations for the use of each
arrangement must be strictly adhered to.
Where the candidate and reader are accommodated in another room, on a one-to-
one basis, the invigilator may additionally act as the reader. However, where the
candidate and reader are accommodated in another room, on a one-to-one basis,
the reader cannot additionally act as the invigilator where he/she is the candidate’s
subject teacher, Learning Support Assistant or teaching assistant.
Readers may work with more than one candidate but must not read the paper to a
group of candidates at the same time, as this imposes the timing of the paper on the
candidates.
Where candidates only require occasional words or phrases to be read, three or
four candidates may share one reader. The candidate will need to put their hand
up or use a prompt card when he/she needs help with reading. If the group is
accommodated in another room, away from the main examination room, a separate
invigilator will be required.
A reader is not allowed access to the question paper prior to the starting time for the
examination to prepare (see (ICE) section 5.7).

The rules – the use of a reader

 may help a vision impaired candidate retrieve information found in diagrams,

graphs, maps and tables so that he/she has access to the same visual
information as a sighted candidate. The candidate must make clear what
help he/she requires

(For example: A candidate with vision impairment asks the reader if an unlabelled
shape on a diagram has five sides and is a pentagon. The reader can state how
many sides the shape has but cannot confirm that it is a pentagon.)

 may read numbers printed in figures as words (e.g. 356 would be read as
three hundred and fifty six, but when reading the number it should also be
pointed to on the question paper). An exception would be when the
question is asking for a number to be written in words (e.g. write the number
356 in words)
 may decode symbols and unit abbreviations in Maths and Science
examinations for candidates who require this arrangement to access the
assessment, reflecting the candidate’s current and normal way of working
within the centre
 may, if requested, give the spelling of a word which appears on the paper but
otherwise spellings must not be given
 may read back, when requested, what the candidate has written without any
emphasis on any errors
 must read accurately
 must have appropriate subject knowledge in order to act effectively as a
reader in Maths and Science examinations, and decode symbols and
formulae with accuracy
 must only read the instructions of the question paper and questions,
and must not explain or clarify
 must only repeat the instructions of the question paper or questions when a
candidate indicates a specific need for help
 must only read the instructions/rubric of a paper testing reading and must
not read individual questions or text
 must abide by the regulations since failure to do so could lead to the
disqualification of the candidate
 must not advise the candidate regarding which questions to do, when to
move on to the next question, nor the order in which questions should be
answered
 must not decode any symbols in a Music examination

For examples of decoding, readers should refer to the JCQ Guidance for centres on
the decoding of symbols and unit abbreviations in Mathematics and Science
examinations (Effective from 1 September 2023), which includes the following:
Readers may decode symbols and unit abbreviations in Mathematics and Science
examinations for candidates who require this arrangement to access the examination
and where it reflects their current and normal way of working within the centre.
JCQ would expect this to be for a candidate who is unable to independently access
any of the text and symbols in questions. For example, a candidate with a significant
visual impairment who cannot read Braille, cannot access tactile diagrams or, due to
the severity of their impairment, cannot access the standard modified enlarged
papers.
It would not be expected that a reader would decode symbols and unit abbreviations
for the majority of candidates with learning difficulties or other disabilities (who would
be able to read the individual symbols/numbers). In this instance the reader would
point to the symbol.
The term ‘decoding’ means the naming of the symbol. It does not involve explaining
when or how the symbol is to be used or describing the symbol.
Examples of decoding:
356 the reader says ‘three hundred and fifty six’
CO2 the reader reads each letter/number
22 the reader says ‘two squared’
≤ the reader says ‘less than or equal to’, etc.
Centres must ensure that readers are appropriately trained and are able to decode
symbols and unit abbreviations accurately.

A suggested memory aid for a reader can be found at Appendix 1 of the Access
Arrangements and Reasonable Adjustments publication.
As a facilitator acting as a reader supporting a candidate under examination
conditions, your centre may issue you with this memory aid (or a centre customised
version) to remind you, and the candidate, of the rules of the arrangement.
The candidate must have been made aware of what a reader can and cannot do in
advance of their first examination, for example in internal school/college tests or
mock examinations.

Facilitators who will be acting as a reader supporting a candidate in Maths and

Science exams should ask the SENCo for any appropriate further training to ensure
they are able to decode symbols and unit abbreviations accurately

Read aloud and/or the use of an examination reading pen

These arrangements, as permitted by the SENCo, must reflect the candidate’s
normal way of working in internal school/college tests and mock examinations.
Read aloud
This is an arrangement is where the candidate is permitted to read out loud to
himself/herself any of the instructions and questions on the examination paper and
his/her answers to the questions.
It can make a significant difference to a candidate who persistently struggles to
understand what they have read to read aloud. Where a candidate is reading difficult
text, he/she may work more effectively if they can hear themselves read.
The arrangement must reflect the candidate’s normal way of working in internal
school/college tests and mock examinations.
A candidate who reads aloud to himself/herself must be accommodated in another
room, away from the main examination room.
A candidate who would normally be eligible for a reader but is not permitted this
arrangement in a paper (or a section of a paper) testing reading may read aloud with
up to a maximum of 50% extra time.

Examination reading pen

This is an arrangement where assistive technology is used to read out the text on the
examination paper to the candidate. The candidate independently controls the use of
the reading pen.
A permitted examination reading pen must not have an in-built dictionary or
thesaurus, or a data storage facility.
The use of an examination reading pen, provided by the centre, might benefit
those candidates who wish to work independently. It may increase the independence
of candidates who needed a reader for accuracy rather than comprehension.
The use of an examination reading pen might also benefit those candidates who only
require occasional words or phrases to be read to them.
An examination reading pen may be used in papers (or sections of papers) testing
reading. However, candidates cannot additionally be granted up to a maximum of
50% extra time in place of the reader.
A candidate using an examination reading pen may be accommodated within the
main examination hall. However, the candidate must use headphones plugged into
the examination reading pen.
The SENCo/the exams officer/other relevant member of staff within the centre
should ensure that where a candidate is taking an examination using assistive
technology (such as a computer reader or an examination reading pen) that:

 the candidate is familiar with the use of the technology

 the technology is ready and available to the candidate in the exam room
 appropriate support is available to invigilators should there be any problems
with the technology or issues with the candidate operating the technology
 Invigilators should confirm with the exams officer the centre's arrangements for the
use of assistive technology in the exam room and the role of the invigilator within this

THE ROLE OF A READER video is intended to support your understanding of

this section
This video reiterates a selection of content contained in this section
Click here to view the Role of a Reader video
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Scribe/speech recognition technology

As an invigilator you may be supervising a candidate/candidates approved one of the
following access arrangements:

 the use of a (human) scribe

 the use of speech recognition technology
As a facilitator you may be supporting a candidate by acting as a scribe.
This section explains what these arrangements are, the rules of the particular
arrangement and what is and what is not permissible in the examination room.

Scribe/speech recognition technology

The centre is responsible for ensuring that the candidate and scribe cannot be
overheard by, or distract other candidates. (This will also apply if the candidate uses
speech recognition technology.)

Scribe
This is an arrangement where a person (a facilitator) is appointed to scribe the
candidate's dictated answers to examination paper questions.
A scribe is a responsible adult who, in non-examination assessments and/or in an
examination but not in a Speaking Test, types or writes a candidate’s dictated
answers to the questions.
If a candidate dictates answers on to a tape, the scribe must type or write the
candidate’s dictated answers to the questions. The candidate must be present when
the scribe types or writes their dictated answers. (A scribe cover sheet must be
completed)
A scribe is not a practical assistant, a prompter or a reader. The same person may
act as a practical assistant, a prompter, a reader and/or a scribe if permission has
been given for these arrangements. The regulations for the use of each
arrangement must be strictly adhered to.
Normally, the candidate and scribe will be accommodated in another room. Where
the candidate and scribe are accommodated in another room, on a one-to-one basis,
the invigilator may additionally act as the scribe. However, where the candidate and
scribe are accommodated in another room, on a one-to- one basis, the scribe
cannot additionally act as the invigilator where he/she is the candidate’s subject
teacher, Learning Support Assistant or teaching assistant.
Where a group of candidates are accommodated in the same room, each with their
own scribe, a separate invigilator will be required.
A scribe will not be permitted to perform tasks which are part of the assessment
objectives. For further information the centre must consult the awarding body.
In cases where a candidate will be working with a scribe for the entire duration of the
examination, 25% extra time should always be considered. The scribe will often
require the candidate to repeat his/her dictation whilst he/she catches up and to
ensure the candidate’s response has been correctly recorded.
A scribe is not allowed access to the question paper prior to the starting time for the
examination to prepare (See (ICE) section 5.7).

The rules – the use of a scribe

 must write or type accurately, and at a reasonable speed, what the candidate
has said
 must draw or add to maps, diagrams and graphs strictly in accordance with
the candidate’s instructions, unless the candidate is taking a design paper, in
which case a scribe will only be permitted to assist with the written parts of
the paper
 must abide by the regulations since failure to do so could lead to the
disqualification of the candidate
 must write or word process a correction on a typescript or Braille sheet if
requested to do so by the candidate
 must immediately refer any problems in communication during the
examination to the invigilator or examinations officer
 must not give factual help to the candidate or indicate when the answer is
complete
 must not advise the candidate on which questions to do, when to move on to
the next question, or the order in which questions should be answered
 may, at the candidate’s request, read back what has been recorded
A suggested memory aid for a scribe can be found in Appendix 2 of the Access
Arrangements and Reasonable Adjustments publication.
As a facilitator acting as a scribe supporting a candidate under examination
conditions, your centre may issue you with this memory aid (or a centre customised
version) to remind you, and the candidate, of the rules of the arrangement.
The candidate must have been made aware of what a scribe can and cannot do in
advance of their first examination, for example in internal school/college tests or
mock examinations.

Scribe cover sheet

Those acting as a scribe must be provided with the appropriate cover sheet prior to
the examination commencing.
This will enable the cover sheet to be completed during the course of the
examination and accurately reflect the activities performed by the scribe, as
appropriate.
The cover sheet must:

 indicate whether graphs and diagrams were completed by the candidate or

the scribe
  be signed by the scribe and countersigned by the head of centre or the
examinations officer
 be placed inside the candidate’s completed script when handwritten
Where the candidate’s completed script has been typed, the centre should refer to
the relevant awarding body’s instructions as different processing arrangements
apply.
A cover sheet must also be securely attached to any non-examination assessment
completed with the aid of a scribe. The work must be sent to the moderator in
addition to the sample requested. The cover sheet must be signed by the scribe and
countersigned by the head of centre or examinations officer.

Use of a scribe - Modern Foreign Language examinations

A scribe will not be allowed in Modern Foreign Language examinations, unless the
candidate can dictate foreign words letter by letter.
A candidate who would normally be eligible for a scribe, but is not permitted this
arrangement, may be granted up to a maximum of 50% extra time.
The candidate’s dictation may be taped. This will help the candidate to get the flow of
the respective Modern Foreign Language. When the candidate has finished dictating
his/her response the tape may be re-run, enabling the candidate to give the exact
spellings of the words dictated.
In Modern Foreign Language Writing examinations, candidates are marked for the
quality of their language which not only covers the range and complexity of the
language, but also the accuracy of their language and spelling. It is therefore
essential for the words to be spelled out in such examinations.
Similarly, in Modern Foreign Language Listening and Reading examinations, marks
are awarded for comprehension. Sometimes the spelling of a word in a language can
indicate a particular tense and this can be significant in the marking process.
(In Modern Foreign Language Listening and Reading examinations where answers
are required to be given in English or Welsh a scribe is permitted)

Use of speech recognition technology

Where the centre has approval for the use of a scribe and where it reflects the
candidate’s normal way of working within the centre, as appropriate to his/her needs,
the candidate may alternatively use:

 speech recognition technology with predictive text when the candidate

dictates into a word processor. Software (a screen reader) may be used to
read back and correct the candidate’s dictated answers (NB This
arrangement will not be permitted in ELC, GCSE and GCE AS, A-level
Modern Foreign Language specifications)
 computer software, producing speech, which is used to dictate to a scribe
However, the candidate will not have access to marks awarded for spelling,
punctuation and/or grammar unless he/she has independently dictated spelling,
punctuation and/or grammar, and this has been recorded on the scribe cover sheet.
In all cases a scribe cover sheet must be completed.

Use of a word processor with the spelling and grammar check

switched on
Where the centre has approval for the use of a scribe and where it reflects the
candidate’s normal way of working within the centre, as appropriate to his/her needs,
the candidate may alternatively use:

 a word processor with the spelling and grammar check switched on, or
 a word processor with predictive text/spelling and grammar check switched on
NB This arrangement will not be permitted in ELC, GCSE and GCE AS, A-level
Modern Foreign Language specifications.
The candidate will not have access to marks awarded for spelling, punctuation and
grammar.
In all cases a scribe cover sheet must be completed.

The SENCo/the exams officer/other relevant member of staff within the centre
should ensure that where a candidate is taking an examination using assistive
technology (such as speech recognition) that:

 the candidate is familiar with the use of the technology

 the technology is ready and available to the candidate in the exam room
 appropriate support is available to invigilators should there be any problems
with the technology or issues with the candidate operating the technology

Invigilators should confirm with the exams officer the centre's arrangements for the
use of assistive technology in the exam room and the role of the invigilator within this

THE ROLE OF A SCRIBE video is intended to support your understanding of

this section
This video reiterates a selection of content contained in this section
Click here to view the Role of a scribe video
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Practical assistant - Prompter - Role of a roving invigilator

As an invigilator you may be supervising a candidate/candidates approved one of the
following access arrangements:

 the use of a practical assistant

 the use of prompter
As a facilitator you may be supporting a candidate by acting as a practical assistant
or a prompter.
This section explains what these arrangements are, the rules of the particular
arrangement and what is and what is not permissible in the exam room.
This section also explains the role of a roving invigilator.

Practical assistant
This is an arrangement where a person (a facilitator) is appointed to support the
candidate in carrying out practical tasks.
Candidates using a practical assistant may need to be accommodated in another
room, away from the main examination room.
Where the candidate and practical assistant are accommodated in another room, on
a one-to-one basis, the invigilator may additionally act as the practical assistant.
However, Where the candidate and practical assistant are accommodated in another
room, on a one-to-one basis, the practical assistant cannot additionally act as the
invigilator where he/she is the candidate’s subject teacher, Learning Support
Assistant or teaching assistant.
Where a group of candidates are accommodated in the same room, each with their
own practical assistant, a separate invigilator will be required.
The practical assistant must be made aware, prior to the examination, of the task(s)
he/she will be performing as specifically approved by the awarding body.
A practical assistant must not be allowed to carry out physical tasks or demonstrate
physical abilities where they form part of the assessment objectives. A practical
assistant will not normally be permitted in subjects such as Art & Design, Design &
Technology and Music.
Where approved, the practical assistant will carry out practical tasks at the
instruction of the candidate.
For example:

 A candidate with very poor motor co-ordination may need help in holding a
ruler, placing a ruler in the correct place for a line to be drawn or turning the
pages of the script. The candidate may also need help when using
Mathematical equipment
 A candidate with a severe vision impairment may need his or her hand to be
guided to the relevant page or section of text in a paper. Care must be
taken not to direct the candidate to the answer
  A Blind candidate may require a practical assistant to record the position of
points or lines indicated on a tactile graph by means of pins and elastic
bands
A practical assistant is not a reader or a scribe. The same person may act as a
practical assistant, a reader and/or a scribe if permission has been given for these
arrangements. The regulations for the use of each arrangement must be strictly
adhered to.

The rules – the use of a practical assistant

 must perform practical tasks as approved by the awarding body and

according to the candidate’s instructions, unless the skill to be performed is
the focus of the assessment, (in which case the practical assistant will
not be permitted) or the procedure would be unsafe
 must immediately refer any problems in communication during the
assessment to the invigilator or examinations officer
 must abide by the regulations since failure to do so could lead to the
disqualification of the candidate
 must ensure the safety of the candidate and those around him/her
 must not give factual help to the candidate or indicate when the task is
complete
 must not advise the candidate on which questions to do, when to move on to
the next question, or the order in which questions should be answered
 may ask the candidate to repeat instructions where these are not clear

Practical assistant cover sheet

Those acting as a practical assistant must be provided with the appropriate cover
sheet prior to the examination commencing.
This will enable the cover sheet to be completed during the course of the
examination and accurately reflect the activities performed by the practical assistant,
as appropriate.
The cover sheet must:

 indicate the level of assistance given by the practical assistant

 be signed by the practical assistant and countersigned by the head of centre
or examinations officer
A cover sheet must be securely attached to any non-examination assessment
completed with the aid of a practical assistant. The work must be sent to the
moderator in addition to the sample requested.
Prior to the exam, an invigilator acting as a practical assistant should confirm with
the exams officer how he/she will be briefed on how this arrangement should be
conducted in the exam room

Prompter
This is an arrangement where a person (a facilitator) is appointed to keep the
candidate focused on the examination paper questions.
A prompter may be permitted by the SENCo where a candidate has little or no sense
of time, or loses concentration easily, or is affected by an obsessive-compulsive
disorder which leads them to keep revising a question rather than moving onto other
questions.
A prompter is a responsible adult who may sit beside the candidate in order to keep
him or her focused on the need to answer a question and then move on to answering
the next question.
A prompter is not a practical assistant, a reader or a scribe but the same person may
act as such, provided permission has been given for any of these arrangements.
The prompter is responsible to the exams officer and additionally must be a person
acceptable to the head of centre.
The prompter must not normally be the candidate’s own subject teacher, Learning
Support Assistant or teaching assistant and must not be a relative, friend or peer of
the candidate. A private tutor cannot act as a prompter for the candidate.
The invigilator may act as a prompter, a practical assistant, a reader and/or a scribe
where the candidate is accommodated separately on a one-to-one basis.
If the prompter is acting as a Language Modifier a separate invigilator will be
required.

The rules – the use of a prompter

A prompter:

 may use the following prompts either vocally or written on a flash card such
as: 'Jack - focus on the question’; 'Jack - there are 15 minutes left’
 may tap on the desk or on the candidate’s arm, depending on what is normal
practice, to remind the candidate that he or she must pay attention to the
question or that it is time for the candidate to move on to the next question
 may use the candidate’s name as an appropriate prompt during the
examination in order to bring the candidate’s attention back to the question
paper, e.g. 'Jack'
 must abide by the regulations since failure to do so could lead to the
disqualification of the candidate
 must not advise the candidate regarding which questions to do, or about the
order in which questions should be answered
  must not give factual help or offer any suggestions or communicate in any
way other than those listed above

Prior to the exam, an invigilator acting as a prompter should confirm with the exams
officer how he/she will be briefed on how this arrangement should be conducted in
the exam room

The role of a roving invigilator

Where the invigilator additionally acts as a practical assistant, a reader and/or
a scribe, the centre must additionally use a ‘roving’ invigilator. The ‘roving’
invigilator will enter the room at regular intervals to observe the conducting of the
examination, ensure all relevant rules are being adhered to and to support the
practical assistant/reader and/or scribe in maintaining the integrity of the
examination.

Where you may be deployed as a roving invigilator you should confirm with the
exams officer the centre's arrangements for undertaking and recording this activity
Where you may be acting as an invigilator and as a practical assistant, a reader
and/or a scribe in a room on a one-to-one basis with a candidate, you should ensure
that prior to the start of the exam the candidate is aware that a roving invigilator will
enter the room at regular intervals and that he/she should continue with the exam as
normal during this time

Other arrangements
As an invigilator, you may be required to supervise candidates with various access
arrangements/reasonable adjustments in your exam room.
Invigilators must be informed of those candidates with access arrangements and
must be made aware of the access arrangement(s) awarded (See (ICE) section
16.4).
This section covers the following arrangements, confirming in outline what these
arrangements are and the rules of the particular arrangement:

 Alternative rooming arrangements

 Bilingual translation dictionaries
 Colour naming by the invigilator for candidates who are colour blind
 Extra time (most commonly 25%)
 Modified papers
 Supervised rest breaks
 Word processors (computers, laptops and tablets)

As an invigilator, if you are required to supervise other arrangements granted to

candidates not covered in this section, confirm with the exams officer what the
arrangement is and the rules of the particular arrangement

Alternative rooming arrangements (formerly known as separate

invigilation)
This refers to a candidate/candidates sitting the examination outside of the main
examination room(s), for example in a room for a smaller group of candidates with
similar needs.
A candidate may only take their examinations in a smaller environment away from
the main examination room where he/she has an established difficulty.
Alternative rooming arrangements must reflect the candidate’s normal and current
way of working in internal school/college tests and mock examinations.
(Nervousness, low level anxiety or being worried about examinations is not sufficient
grounds)
Where candidates sit their examinations in a smaller environment away from the
main examination room, the regulations and guidance within ICE must always be
adhered to. This is particularly so in relation to accommodation and invigilation
arrangements (See (ICE) sections 11 and 12).
This means that the exam room must be set up according to the ICE requirements
and invigilated under the same required conditions for every exam room.
Bilingual translation dictionaries
This is an arrangement where a candidate whose first language is not English, Irish
or Welsh is permitted to use a bilingual translation dictionary in their first language.
A bilingual translation dictionary must:

 only be used in examinations by a candidate whose first language is not

English, Irish or Welsh, and
 reflect the candidate’s normal way of working within the centre
Unless an awarding body’s specification says otherwise, a bilingual translation
dictionary may be used in GCE AS, A2 and A-level examinations.
A bilingual translation dictionary must not however be used in the following GCE and
GCSE examinations:

 English/English Language examinations

 Irish or Welsh Language examinations
 Modern Foreign Language examinations testing one of the languages of the
dictionary or a similar language, for example a Portuguese dictionary in a
Spanish examination
*Additionally, due to the assessment of Spelling, Punctuation and Grammar, a
bilingual dictionary must not be used in:

 GCSE English Literature examinations

 GCSE Geography examinations
 GCSE History examinations
 GCSE Religious Studies examinations†
 GCSE Welsh Literature examinations
*This is not applicable to CCEA GCSE examinations.
†A bilingual dictionary may be used in Component 3 of the Eduqas GCSE Religious
Studies specification.
A standard bilingual translation dictionary must be used by the candidate. This may
be an electronic bilingual translation dictionary or more typically a hard copy paper
bilingual translation dictionary.
Monolingual dictionaries (which define words and phrases), translators (including
web-based translators), wordlists or glossaries must not be used.
The bilingual translation dictionary must not:

 contain/display pictures, or
 provide an explanation or clarification of words and phrases.
As an example, a Polish to English bilingual translation dictionary must simply be the
word in Polish and the equivalent word in English.
Bilingual translation dictionaries to be used in the examination must be:
  held in the centre under secure conditions, and
 thoroughly checked to ensure that no unauthorised information such as notes,
or revision data, have been enclosed within or written on the pages of the
dictionary
A candidate using a bilingual translation dictionary which contains notes or revision
data will lose their marks and their right to this arrangement.
Translation of either examination material or the candidate’s answers into or from the
candidate’s first language is not permitted.
The regulations for the use of bilingual translation dictionaries must be adhered to;
failure to do so can lead to the disqualification of the candidate.

Prior to the exam, invigilators should confirm with the exams officer the centre's
arrangements for a candidate(s) using a bilingual translation dictionary in their exam
room and who is responsible for checking that no unauthorised information is
enclosed within or written on the pages of a dictionary

Colour naming by the invigilator for candidates who are colour blind
This is an arrangement where a candidate who is colour blind, is permitted to have
colours named for them.
This arrangement will not be permitted where the ability to identify specific colours
forms part of the assessment objectives.
No other information or explanation can be given to the candidate. If the candidate
has been using a colour chart, he or she will be permitted to do so in written
examinations or practical examinations.
Where coloured images are included in a question paper, but do not form part of the
assessment objectives and are not specifically testing the candidate’s knowledge
and understanding of the paper, the centre may photocopy the question paper into
black and white (up to 90 minutes before the awarding body’s published starting time
for the examination) where considered beneficial to the candidate.

As an invigilator, you may be asked to colour name for a candidate in the exam
room. Prior to the exam, confirm with the exams officer (who should be informed by
the SENCo/relevant member of centre staff) how this arrangement should be
conducted in the exam room

Extra Time
This is an arrangement where extra time is added on to the duration of the
examination paper. The most common arrangement is 25% extra time.
Extra time must not be confused with supervised rest breaks. These are two
completely different arrangements.
Examples include:

 A candidate awarded 25% extra time in a 1-hour duration exam paper, will be
permitted 1 hour 15 minutes to complete the paper
 A candidate awarded 25% extra time in a 2-hour duration exam paper, will be
permitted 2 hours 30 minutes to complete the paper
As an invigilator supervising a candidate/candidates granted 25% extra time in your
exam room, you will need to ensure that the correct finishing time of the exam is
calculated and clearly communicated to the candidate/candidates.
In certain circumstances (dependent on the particular needs of a candidate), extra
time of up to 50% (between 26% and 50% extra time) or in very exceptional
circumstances, extra time of over 50% may be granted to a candidate to manage
a very substantial impairment.

Prior to the exam, invigilators should confirm with the exams officer how the correct
finishing time should be calculated and clearly communicated to an extra time
candidate/candidates in the exam room

At the normal finishing time of the examination, candidates granted extra time and/or
supervised rest breaks should be allowed to carry on uninterrupted for the necessary
additional time. Invigilators must be made aware in advance which candidates have
been granted extra time and/or supervised rest breaks (See (ICE) section 26.3).

If the exam room also accommodates candidates not granted extra time, confirm
with the exams officer how these candidates should be permitted to leave the exam
room at the end of their exam without disturbing extra time candidates who must be
allowed to carry on uninterrupted for the necessary additional time

Factors the centre must consider

Where 25% extra time is to be made available to a candidate in his/her
examinations, the centre must ensure that appropriate invigilation and timetabling
arrangements are in place.
Extra time will not be permitted in examinations testing the time in which a skill is
performed, such as expressive arts, a musical performance, or a sport, where timing
is an explicit part of the assessment objective.
Candidates may not require extra time for every examination/assessment and
every subject. As subjects and the methods of assessment vary, so the demands
on the candidate will vary.
Extra time may not be appropriate in:

 practical examinations, or
 non-examination assessments where the impairment has a minimal effect on
the assessment
Care must be taken within the centre to ensure that candidates (whose normal way
of working is to use extra time) are not placed at a disadvantage.
For recorded examinations, the centre must request an extra recording from the
awarding body, unless they normally receive enough spares. Where a candidate has
an approved application for 25% extra time, advice should always be sought from
the relevant awarding body as to how the extra time is to be applied in a Listening
examination.

Modified papers
This is an arrangement where a candidate is provided with an examination question
paper in a modified format which will normally be provided separately to the main
question paper packets.
Modified papers are individually prepared for candidates for whom other adjustments
are unsuitable.
Various standard modified formats are made available by awarding bodies and,
where needed by a candidate, must be ordered by the centre well in advance of the
examination.
(Coloured/enlarged paper) Where a candidate requires a question paper on
coloured paper and/or enlarged from A4 to A3 this must be prepared by the centre.
Only the following actions are permissible by the centre:

 copying and enlarging the standard paper from A4 to A3, and/or

 copying a question paper onto coloured paper, and/or
 producing a question paper with single sided print
No further modification is permissible such as re-typing the question paper.
Such actions may constitute malpractice.
Centres should be aware that enlarging an examination question paper may affect
questions relating to scale. This must be considered in the centre's production
process. It is the responsibility of the centre to ensure that the examination question
paper is photocopied to a high standard.

There is no separate action required by an invigilator for a candidate provided with a

modified paper other than ensuring that the correct modified exam question paper
has been placed face-up on the correct candidate's desk

Supervised rest breaks

This is an arrangement where a candidate is permitted a break under supervision to
‘rest’ during the examination.
The principles:

 The timing of the examination should be paused and re-started when the
candidate is ready to continue
 During the supervised rest break the candidate must not have access to the
question paper/answer booklet (The purpose of a supervised rest break is
for a break from the examination and should not be used as ‘thinking time’)
 If the candidate needs to leave the examination room, an
invigilator must accompany the candidate
 There is no maximum time set for supervised rest breaks. The
decision must be made by the SENCo based on their knowledge of the
candidate’s needs and the candidate’s normal way of working when placed
under timed conditions. It may be helpful to consider in advance of the
examination(s) how many breaks a candidate might need and the
approximate duration of the supervised rest break. This will allow sufficient
staff to be available to facilitate the rest break
 There will be some constraints on timing if the candidate has more than one
examination to take each day
 Where a candidate requires supervised rest breaks and extra time, the
supervised rest break(s) may be taken at any point during the examination
This therefore means that:

 the examination timing is paused to start the supervised rest break(s)

 under constant supervision, the break(s) may take place in or out of the
examination room (dependent on the needs of the candidate/reason for the
break)
 during this time the candidate must not have access to the question
paper/answer booklet
 the examination timing is resumed to end the supervised rest break(s) and the
finishing time of the examination amended to reflect the actual finishing time
of the candidate
 the total exam time given to the candidate is the actual duration time of the
examination paper irrespective of the number and duration of the supervised
rest break(s) given/taken
The invigilator should accurately record the time(s) the examination is paused, the
time(s) the examination is resumed and the candidate's actual finishing time to
confirm full duration time of the examination paper has been given to the candidate.

Prior to the exam, invigilators should confirm with the exams officer the centre's
arrangements for the supervision of, and the recording requirements for, a candidate
permitted a supervised rest break/breaks during an exam paper in their exam room
At the normal finishing time of the examination, candidates granted extra time and/or
supervised rest breaks should be allowed to carry on uninterrupted for the necessary
additional time. Invigilators must be made aware in advance which candidates have
been granted extra time and/or supervised rest breaks (See (ICE) section 26.3).

If the exam room also accommodates candidates not granted supervised rest
breaks, invigilators should confirm with the exams officer how these candidates
should be permitted to leave the exam room at the end of their exam without
disturbing a supervised rest break candidate/candidates

Word processors (computers, laptops and tablets)

This is an arrangement where a candidate is permitted to use an approved word
processor to 'type' rather than handwrite their answers in the examination. In certain
papers a candidate may choose to handwrite some of the answers and 'type' others.
Centres can provide a word processor (e.g. computer, laptop or tablet), with the
spelling and grammar check/predictive text disabled, to a candidate where it is their
normal way of working within the centre, unless an awarding body’s specification
says otherwise. For example, where the curriculum is delivered electronically and the
centre provides word processors to all candidates. This also includes an electronic
brailler or a tablet.
Tablets are designed to run for a long period of time once fully charged. Their
purpose is to be ‘free- standing’.
The battery capacity of a laptop or a tablet must be checked before the candidate’s
examination(s) and the centre must ensure that the battery is sufficiently charged for
the entire duration of the examination.
The use of a fully-charged laptop or tablet will allow centres to seat a candidate
within the main examination hall without the need for separate invigilation and power
points.
Candidates must be reminded to ensure that their centre number, candidate number
and the unit/component code appear on each page as a header or footer: e.g.
12345/8001 – 6391/01.
If a candidate is using the software application Notepad or Wordpad these do not
allow for the insertion of a header or footer. In these instances, once the candidate
has completed the examination and printed off his/her typed script, he/she must
handwrite their details as a header or footer. The candidate must be supervised to
ensure that he/she is solely performing this task and not re-reading their answers or
amending their work in any way.
Each page of the typed script must be numbered, e.g. page 1 of 6.
Invigilators must remind candidates to save their work at regular intervals.
Alternatively, an IT technician can set up ‘autosave’ on each laptop/tablet. This will
ensure that if there is a complication or technical issue, the candidate’s work is not
lost.
To make marking easier for examiners, candidates should use a minimum font size
of 12pt and double spacing.
A word processor:

 must be used as a typewriter, not as a database, although standard formatting

software is acceptable
 must have been cleared of any previously stored data, as must any portable
storage medium used. An unauthorised memory stick must not be used
by a candidate. When needed, the centre must provide a memory stick,
which is cleared of any previously stored data, to the candidate
 must be in good working order at the time of the examination
 must be accommodated in such a way that other candidates are not disturbed
and cannot read the screen. Where a candidate using a word processor is
accommodated in another room, a separate invigilator will be required
 must either be connected to a printer so that a script can be printed off, or
have the facility to print from a portable storage medium. This must be done
after the examination is over. The candidate must be present to verify
that the work printed is his or her own. Word processed scripts must be
attached to any answer booklet which contains some of the answers
 must be used to produce scripts under secure conditions, otherwise they may
be refused
 must not be used to perform skills which are being assessed
 must not be connected to an intranet or any other means of communication
 must not give the candidate access to other applications such as a calculator
(where prohibited in the examination), email, the Internet, social media sites,
spreadsheets
 must not include graphic packages or computer aided design software unless
permission has been given to use these
 must not have any predictive text software or an automatic spelling and
grammar check enabled unless the candidate has been permitted a scribe or
is using speech recognition technology (a scribe cover sheet must be
completed), or the awarding body’s specification permits the use of
automatic spell checking
 must not include computer reading (text to speech) software unless the
candidate has permission to use a computer reader
 must not include speech recognition technology unless the candidate has
permission to use a scribe or relevant software
 must not be used on the candidate’s behalf by a third party unless the
candidate has permission to use a scribe
An awarding body may require a word processor cover sheet to be included with the
candidate’s typed script. Please refer to the relevant awarding body’s instructions.
Prior to the exam, invigilators should confirm with the exams officer the centre’s
logistical and printing arrangements for a candidate/candidates using any kind of
word processor in their exam room and whether the relevant awarding body requires
a word processor cover sheet to be included with the candidate's typed script