Cips approved Examination Centre Application Form To be completed by all applicants wishing to administer cips’ examinations



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CIPS Approved Examination Centre Application Form

To be completed by all applicants wishing to administer CIPS’ examinations





This application form is in four 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

Examination Centre Approval Criteria

Applicants seeking Examination Centre approval for the first time.




Part 3

Online Examination Centre Approval Criteria

Already approved Examination Centres, wishing to also offer online assessment (OLA) for CIPS Certificate and/or Advanced certificate qualifications.




Part 4

Satellite Examination Centre Approval Criteria

Already approved Examination Centres, wishing to provide examination facilities at a new venue.





Notes:


  1. Approved or registered study centres are not automatically approved as an examination centre. The approval of examination centres is a separate process, using the form below.
    Please note: if you are also applying for study centre approval to deliver CIPS qualifications, you must complete the relevant CIPS centre approval or registration application form.
    For details see:
    http://www.cips.org/en-GB/Qualifications/study-centres/offercipsqualifications/




  1. Approved study centres such as colleges and universities, with experience of administering examinations, are encouraged to apply for examination centre approval from the outset. Other UK study centres are expected to apply for examination centre approval within two years. After this time CIPS may charge for continued use of CIPS regional examination centres.




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




  1. Applications for examination centre approval should be made in good time, to allow processing and issue of contract to be completed before the closing date for examination entries.




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


Part 1: Application for approval to administer CIPS examinations



Centre Contact Details


1

Examination Centre details

Name and address of applicant organisation:




Telephone number:




Email:







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




Telephone number:




Email:






2

Contact details

Accountable person (e.g. Head of Centre)

for quality assurance

of CIPS examinations

[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 examination 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.




Examination Officer

Name:




Job Title:




Address:
(if different 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 address provided above will be the address where the materials are posted to please ensure the address is accurate.



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 examination 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 examinations

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

Awarding Body

Assessment type(s)

(written papers, open book exams, practical assessments, online assessment, NVQ’s, etc)



Administering assessments since…? (year)

No. of learners assessed last year




















































Part 2: Examination Centre Approval Criteria (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 which exam series you require this application to be considered for. Please tick () as appropriate

Jan




Mar




May




Jul




Nov




Please note: completed applications should be received by CIPS 4 weeks before the exam booking window opens for the series that you have indicated above.




1

2

3

Exam centre approval criterion (all applicants)

Evidence required from applicant

Title/number of attached document containing this evidence

EC1

There are reliable procedures at the centre to ensure that:

  1. all examination materials and candidate scripts are held securely, and

  2. examinations are conducted in accordance with CIPS examination procedures

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

  1. 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).

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

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

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



and, if available:

Document(s) ref:

EC1.2 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.




EC2

Resources necessary to allow CIPS approved reasonable adjustments for individual examination 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.

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

or



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



Document(s) ref:




EC3

Suitable invigilators are appointed and trained

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

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

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 online assessments, including suitable IT knowledge and skills, if this is offered by the examination centre

  • how to prevent, identify and deal with incidents of malpractice (cheating)

Document(s) ref:




EC4

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

EC4.1 Please provide a copy of the venue’s health, safety and fire evacuation policy.

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

and

EC4.2 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

Document(s) ref:

EC4.3 A copy of up-to-date health, safety and fire certificates/reports.




EC5

Accommodation is provided for candidates undertaking examinations 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.

EC5.1 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

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



and

Document(s) ref:

EC5.2 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)






Part 3: Examination Centre Approval Criteria – additional criteria for online assessment (OLA) 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 the 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 which qualifications you are applying to provide online assessment for

Please tick () as appropriate

Certificate in Procurement and Supply Operations (Level 2)



Advanced Certificate in Procurement and Supply Operations (Level 3)






1

2

3

Online assessment approval (OLA) criteria

Evidence required from applicant.

Title/number of attached document containing this evidence

OLA1

The applicant is a UK approved CIPS study centre, or Centre of Merit or Centre of Excellence

No evidence required – CIPS already holds this information.

CIPS staff use only



OLA2

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

No evidence required – CIPS already holds this information.

CIPS staff use only



OLA3

The applicant can provide the same standard of examination facilities for online assessment as are provided for CIPS written examinations

Existing CIPS examination centres please provide:

OLA3.1 A statement from the accountable person at the centre that this will be the case.

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



Document(s) ref:




New applicants:

We will refer to part 2 of this application for the required information.



CIPS staff use only






OLA4

The centre can provide
the technical and administrative environment to set up
and maintain online assessment


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 online assessments

  • assist candidates in understanding how to use the technology

  • deal with any technical breakdowns during online assessments (either resolving the problem or referring to online assessment support)

CIPS staff use only

Name




Tel:




Based at:








OLA5

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

Internet connection:

Broadband

Web browser:

Windows Internet Explorer 7 or above
Latest version of Chrome, Firefox or Safari

Browser settings:

Cookies enabled
JavaScript enabled

Screen resolution:

1024 x 768 or higher




Please tick the box below to confirm that the IT equipment used for examinations meets the criteria



OLA6

The centre can provide individual computers for the number of candidates entered, in a layout that does not allow any candidate to see the screen of another candidate during the exam.

OLA6.1 Please provide a room plan/layout showing the number of computers and precautions against viewing others’ screens. The number of candidates per online assessment session will be determined by the number of computers available.

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



Document(s) ref:






Part 4: Criteria for Satellite Examination Centre Approval

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 the 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 which exam series you require this application to be considered for. Please tick () as appropriate

Jan




Mar




May




Jul




Nov




Please note: completed applications should be received by CIPS 4 weeks before the exam booking window opens for the series that you have indicated above.




1

2

3

Exam centre approval criterion (all applicants)

Evidence required from applicant

Title/number of attached document containing this evidence

SEC1

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


SEC1 A statement from the Exam Officer at the main examination centre confirming the following:

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

  • the proposed satellite examination centre has a health a 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 examination material and ensure its safekeeping before, during and after the examinations



Document(s) ref:


SEC2

If applicable, examination materials supplied to the main examination centre are stored and transported securely to and from the satellite centre.


SEC2 A written procedure for maintaining the security of examination materials which includes completed answer booklets, including:


  • receipt and storage at the main centre before and after examination

  • transporting to and from the satellite centre

  • receipt and storage whilst at the satellite centre, before and after the examination.

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



Document(s) ref:




SEC3

Accommodation is provided for candidates undertaking examinations 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.



SEC3.1 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

EC3.2 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) included with this application (please tick)



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:

examcentre.management@cips.org

Or send to:

Exam Centre Management

CIPS


Easton House

Easton on the Hill

Stamford

Lincolnshire



PE9 3NZ

Tel: 01780 756777



Fax: 01780 751610

Leading global excellence in procurement and supply



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