ContentsGeneral administration 3

Use of CIEH name, logo and unit and qualification titles 5

Copyright 7

Training delivery 9

Use of CIEH training support services 13

Examination and assessment 14

Reasonable adjustment 17

Special consideration 20

Management of certificates 21

Dealing with plagiarism 22

Candidate appeals 24

Complaints 25

Suspected malpractice 26

Auditing of registered centres and trainers 28

Glossary 34

Printed September 2010

Stock code CSPM

Procedure Manual

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1 Centre and trainer registration

1.1 The registration process is normally completed within 28 days of receipt of registration forms. Please note that incomplete applications may result in delays in the registration process – therefore registration forms should be checked carefully before submission. Registration may be denied due to previous malpractice.

1.2 Trainers and centres are not permitted to deliver CIEH qualifications until registration has been formally approved. Registration forms are processed strictly in the order in which they are received. Any applications that do not satisfy registration criteria will be referred for review. The registration process is closely monitored to ensure that applications are assessed equitably and efficiently. A ‘fast-track’ process is available for centres and/or trainers requiring urgent registration (fee payable).

1.3 For further information relating to registration, please refer to the CIEH ‘Registration requirements’, available on the CIEH website, www.cieh.org.training. If you have any specific enquiries, you can contact Customer Services.

1.4 Approval is granted in accordance with the terms of the trainer and centre agreement. Enquiries relating to the agreement or requests for a further copy should be forwarded to customerservices@cieh.org, quoting your centre or trainer number.

1.5 Signing and returning the agreement, which is renewed every year, entitles centres and trainers to receive a Centre or Trainer Charter and to continue to deliver CIEH qualifications for another year. The charter confirms centre and trainer commitment to quality and should be displayed accordingly.

2 Making contact

2.1 Registered trainers and centres can call Customer Services directly on 020 7827 5800 between 08:30 and 17:30, Monday to Friday, and select as follows:

Option one Customer Services – for all general enquiries, including deliveries.

Option two Examination Services – for enquiries about examination papers and certificates.

2.2 There is an option to leave a voicemail if lines are busy or you are calling outside business hours.

2.3 Alternatively, you can make contact by email:• customerservices@cieh.org• examinationservicesteam@cieh.org

Responses will be made within 2 working days.

2.4 From time to time, information will be provided on forthcoming marketing initiatives. These are designed to assist you with the marketing and presentation of qualifications. Events such as training seminars are also held to present information on new or revised qualifications. Further details are available at www.cieh.org or, alternatively, enquiries can be made to customerservices@cieh.org.

3 Processing results

3.1 It is crucial that all assessment documents are completed with correct information, including candidate names and centre numbers clearly written. Inaccuracies or inconsistencies may delay the processing of results or cause other errors.

3.2 All completed assessment documents should be labelled ‘Results’ and sent to Examination Services.

3.3 In accordance with the relevant syllabus and examination criteria, different procedures are employed in order to process assessments for higher levels. To provide an efficient service and to ensure strict deadlines are met, a dedicated Examination Services Team provides liaison between moderators, examiners and candidates as necessary.

3.4 Discrepancies or missing information from assessment documents will delay the processing of results. Batches with missing information will be referred to Examination Services, who will endeavour to resolve the query as quickly as possible by contacting the centre directly. If contact cannot be made, correspondence will be issued. If no response from the centre is forthcoming after 28 days, correspondence will cease and certification will be withheld. On contact from the centre, and on receipt of the missing information, certification will proceed.

3.5 The CIEH can issue notification of results by email for scan-marked examinations. Centres requiring this service should complete the ‘Request for email results’ form, which can be downloaded from www.cieh.org/training. This service ensures that results can be promptly issued to centres, so that they may inform candidates at the earliest opportunity.

3.6 An annual fee will be charged to centres that have been inactive for a period of 2 years. No results will be processed until the inactive centre fee has been paid.

3.7 Centres that have been inactive for a period of more than 12 months may be required to undergo an audit.

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4 Examination materials

4.1 Ordering/sales

You can order stock items in the following ways:

By phone 020 7827 5900

By email orders@cieh.org

A ‘Materials order form’ can be downloaded from www.cieh.org/training.

4.1.1 When checking the progress of an order, please contact the Sales Team on 020 7827 5900 during normal business hours (08:30–17:30, Monday to Friday).

4.1.2 Every effort is made to ensure the highest possible standards of quality. There may on occasion be a need to quarantine stock items. A sophisticated stock management system is used to forecast demand.

4.2 Delivery

4.2.1 Delivery will usually take place within 7 working days, unless you indicate that you require your stock items sooner.

4.2.2 Delivery prices are available on the CIEH website. The CIEH reserves the right to make changes/updates without prior notification.

4.2.3 Orders requiring next day delivery must be received before midday on the previous day.

4.2.4 If for any reason an item is out of stock, you will be notified by the Sales Team. A further order is then processed for the shortfall using an appropriate lead time.

4.3 Goods return policy

4.3.1 Should you receive incorrect, incomplete or damaged stock items, the Sales Team should be notified immediately and the items returned together with a ‘Goods returns’ form (issued with all deliveries and downloadable from www.cieh.org/training) within 14 days of receipt. The Sales Team will arrange for replacement or additional stock items to be sent as soon as possible, or an account credit will be generated.

4.3.2 Surplus stock cannot be returned.

4.3.3 Centres may return Level 4 papers for candidates who are unable to attend the examination due to illness. Proof of illness and documentary evidence must be attached to the ‘Special consideration’ form (downloadable from www.cieh.org/training) and returned to the Sales Team in order to obtain a paper credit.

5 Financial arrangements

5.1 Payment must accompany all initial first orders for examination materials. Payment can be made by cheque or credit card or alternatively on account.

5.2 How to pay

Credit card Total up the cost of all items and provide credit card details.

Cheque Total up the cost of all items and enclose a cheque payable to ‘Chadwick House Group Ltd’.

Alternatively, you will be invoiced following confirmation of your order. Please include the centre number on the order form.

5.3 Payment

5.3.1 Payment for all items ordered must be made within a maximum of 45 days of invoice. Failure to do so may result in financial stop until payment is submitted.

5.3.2 Payment for further qualification registrations can be made by credit card, cheque, BACS payment or by indicating the centre number to be invoiced on the centre and trainer registration forms.

5.3.3 Enquiries regarding payment terms can be referred to the credit department (email: creditcontrol@cieh.org).

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1 Chartered Institute of Environmental Health (CIEH)

1.1 The Chartered Institute of Environmental Health (CIEH) is a professional organisation and the use of its name and logo is restricted.

1.2 The CIEH name may be used by registered centres and trainers to promote their CIEH training provision.

1.3 The CIEH name must only be used to provide a true representation of products and services, provided within a training and education context, that directly relate to the CIEH. The ownership of a product or service must be clearly identified. Any wilful misleading misuse of the name will be considered a breach of the centre’s and/or trainer’s registration agreement.

2 CIEH registered centre logo

2.1 The conditions set with regard to use of the CIEH logo are specified by its Council of Trustees.

2.2 The Council of Trustees has consented to the use of the logo by registered centres in order to promote their businesses, but insists that certain criteria must be observed in order to prevent infringement of CIEH registered copyright.

2.3 CIEH registered training centres can obtain an electronic version of the CIEH registered training centre logo, as shown below, for printing and design purposes by contacting Customer Services.

2.4 The logo for CIEH registered centres is CIEH burgundy Pantone 229 or black.

2.5 When using colours for printed matter other than the CIEH corporate colours as specified above, centres may reverse the logo out on a solid background. Centres must always reverse the logo out in white only on the darkest available colour.

3 Use of the CIEH registered centre logo

3.1 Use of this logo is permitted subject to the following restrictions:

3.2 The CIEH logo is a registered trademark. Any use of the CIEH logo other than on the registered centre’s letterhead paper, the centre’s website and on appropriate marketing and promotional materials is an infringement of copyright.

3.3 Appropriate marketing and promotional materials are:• corporate/businessstationery–letterheads,

compliment slips, business cards, envelopes and other relevant stationery

• allpagesofacentre’swebsiterelatingtoCIEHqualifications and the centre’s email

• annualreports,printedbrochures,leaflets• exhibitionstands• advertisingandpromotionofCIEHaccredited

qualifications.

3.4 Use of the CIEH registered centre logo on any other marketing or promotional materials not listed above must be cleared in advance with CIEH Marketing by sending an email to marketing@cieh.org.

3.5 The logo must be used as presented by the CIEH above, and reproduced from the master artwork as supplied, with no changes, including (but not limited to) colour, proportion, design, or removal of any words or artwork. The logo may not be animated, morphed or otherwise distorted in perspective or appearance.

3.6 No borders or other appendages must be added to the logo. The components relative to one another should never be varied.

3.7 The logo must at all times be used in a way that clearly shows the centre to be a CIEH registered training centre.

3.8 The logo should be displayed in a manner that is not dominant.

3.9 To present the logo properly, a minimum clearance between the logo and other elements must be maintained. For example, the exclusion zone is equal to ¼ of the width or height of the logo on all sides and 1/8 below the text ‘CIEH Registered Centre’.

3.10 The minimum size of the marque is 15 mm. For on-screen use, the marque should not be reproduced any smaller than 80 pixels.

3.11 If the CIEH registered centre logo is not displayed with the centre’s own logo on the front of the centre’s materials and appears elsewhere in isolation, it should be positioned adjacent to relevant content relating to CIEH products and services.

3.12 If a situation occurs whereby a centre is required to forfeit its registered status, the centre must immediately discontinue using the CIEH logo, together with any other proprietary marks of the CIEH.

Use of CIEH name, logo and unit and qualification titles

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4 Joint logos

4.1 In all cases where the CIEH registered centre logo appears on a centre’s materials alongside the logo of another organisation, e.g. another awarding body, the CIEH logo must be no less than equal in size to that of the other organisation represented and minimum size/exclusion zone requirements must be observed.

4.2 The centre must secure sign-off of the artwork in advance from the CIEH by emailing it to marketing@cieh.org.

5 Misuse of the CIEH registered centre logo

5.1 It is the centre’s responsibility to ensure proper and appropriate use of the CIEH registered centre logo on any of its materials in line with the ‘Procedure for the use of CIEH name, logo and unit and qualifications titles’. Any wilfully misleading use of the CIEH logo will be considered a breach of the centre’s registration agreement.

5.2 If a centre identifies any misuse or abuse of the CIEH registered centre logo – either by staff or members of its organisation or by other parties – it must report the offence and/or any issues to Customer Services.

5.3 The centre will be asked to amend or remove any offending items and will be referred to the CIEH ‘Procedure for suspected malpractice’.

6 CIEH unit and qualification titles

6.1 Centres may use CIEH unit and qualification titles to generate awareness and interest in their CIEH training provision.

6.2 The CIEH unit and qualification titles used must be complete and correct and cannot be amended.

7 Joint logo certificates

7.1 If requested, the CIEH will produce certificates that include a centre’s logo. Details of this service are available from Customer Services (fees and minimum order quantities apply).

8 Queries

8.1 If centres or trainers have any questions about the use of the CIEH name, logo or unit or qualification titles, they should contact Customer Services on 020 7827 5800.

Use of CIEH name, logo and unit and qualification titles

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1 Introduction

1.1 Copyright is a form of intellectual property, which allows people to own their original work – be this literature, art, music, sound recording, film or broadcasts. Copyright ownership gives the creators of such work:• economicrightsthatenablethemtocontroluseof

the work in a number of ways – such as making copies or adapting material for other purposes

• moralrightsthatenablethemtobeidentifiedasthecreator of the work and to object to the derogatory treatment of the work, which might affect the creator’s reputation.

1.2 Copyright protection is automatic as soon as there is a record, in any form, of the work having been created. Copyright owners usually take the precaution of marking published copyright work with the international copyright symbol © followed by the name of the copyright owner and year of publication.

1.3 Copyright law exists to protect the rights of originators and commissioners of literary and artistic works, and the law acknowledges that copyright can be held by one party or shared. CIEH publications are protected by the Copyright Designs and Patents Act 1988. No part of CIEH publications may be copied or reproduced, stored in a retrieval system, issued, adapted or transmitted in part or in whole in any form or by any means without the prior permission of the CIEH and subsidiary copyright holders.

2 Copying and adaptation

2.1 If you want to photocopy an extract from a CIEH publication, you should request permission prior to doing so, unless photocopying under the auspices of a copyright licence. For a fee, the Copyright Licencing Agency (CLA)issues licences to different types of organisations – for example businesses, schools, higher and further education institutions etc. A CLA licence permits the photocopying of content within certain restrictions – up to five per cent of the publication or one complete chapter from a book (whichever is greater), for single use only. There are separate agreements for digitisation (the scanning and storing on computer) of extracts. Before copying content from any source, you need to establish whether you have a licence to do so. If you are unsure, it is advisable to check.

2.2 If your copying is not covered by a licence, because you do not have one or because you wish to copy outside the terms of the licence – for example using illustrations from one source to include in another – you must apply for permission directly to the rights holder (the CIEH). The CIEH may consent to the request with or without payment of a fee, depending on the scope and the purpose of the request.

2.3 However, as a publisher, the CIEH will not grant permission for the use of any of its material if it is to be used in a product developed to compete with CIEH products. The CIEH will usually decline requests to reproduce illustrations from its publications because these illustrations form part of its brand identity. CIEH illustrators often retain copyright and, even as commissioners of these artistic works, the CIEH must seek permission and pay fees to reproduce illustrations in other contexts – for example marketing materials, new editions, online etc.

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3 Training materials

3.1 As a trainer, you may be granted permission to reproduce and adapt materials included in the training packs you have purchased for use in face-to-face training sessions for CIEH qualifications. Such permission is granted with restrictions, and you should check the copyright notice on the product for specific details.

Example of a copyright notice

IMPORTANT Please read this notice

Copyright – reproduction rights and restrictions

All aspects of this pack are covered by copyright, which is protected by national and international laws and binding agreements. Infringement may lead to prosecution and claims for damages by the publisher as well as the writer, illustrator and designer as relevant.

The templates, activities and images in this manual may be copied by the purchaser to produce notes, handouts and overhead projector foils for use in face-to-face training sessions only. They may not be reproduced or transmitted in any form or by any means for any other purpose. Similarly, the images on the CD-ROM may be used for face-to-face training sessions only and they may be stored electronically for this purpose only. They may not be reproduced or transmitted in any form or by any means for any other purposes.

Authorised copying must not obliterate any identification, such as title and copyright symbol, that is given on the templates, activities and images.

© CIEH, 2010

All rights reserved

Other than as specified above, no permission is granted for reproduction or adaptation of this package, including its constituent parts, in part or in whole in any form or by any means without the prior written permission of both the publisher and the relevant subsidiary copyright holders. For avoidance of doubt, these restrictions include (but do not define exclusively) repackaging, rebadging, translation, distribution, broadcasting, transmission or storage in a retrieval system.

The rights of the writer, illustrator, designer and other copyright holders are asserted under the Copyright, Designs and Patents Act 1988.

4 Copyright and visual impairment

4.1 One exception to the general copyright rule applies to assist visually impaired users to access books and journals. Visually impaired people who have lawfully obtained a copy of a published work (bought or borrowed) may make whatever transcription, copy or format changes they require to enable personal access to the work, provided that the work is not readily commercially available in a suitable format. Visually impaired people may assume that they are allowed to do so without requesting prior permission. Permission is granted on the understanding that the literary and artistic integrity of the work is respected and any copyright notices and assertions of moral rights are included.

4.2 To conclude, original work must not in any way be copied (unless to facilitate visually impaired people) and, in any case, never adapted, edited, altered, amended or distorted without the prior permission of the rights holder.

4.3 If you are in any doubt about rights associated with CIEH publications, please contact the Development Manager and Commissioning Editor, CIEH Awarding Body.

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1 Introduction

1.1 The Chartered Institute of Environmental Health (CIEH) training delivery procedure has been developed to set and maintain standards for CIEH registered centres and trainers. The procedure for training delivery describes a minimum acceptable standard, but centres and trainers should strive to achieve as high a standard as possible.

1.2 While the CIEH acknowledges that different trainers have different training styles, it requires that standards are consistently applied across the centre and trainer network and that any variation is justified. For example, some centres may have access to a wider range of resources than others, or problems may arise that are beyond the trainer’s control.

2 CIEH support materials

2.1 Although use of CIEH support materials is not compulsory, these materials provide a clear indication of the scope and depth required of the training provision.

2.2 To comply with the requirements of the Centre and Trainer Charters and CIEH Procedure Manual, trainers are responsible for making use of CIEH support materials and for developing their own resources to enhance training delivery.

2.3 The trainers’ notes manuals, where they are available, define the minimum standard for training delivery. Trainers are responsible for developing and adapting the content of the trainers’ notes manuals to meet the needs of their clients and candidates.

2.4 Trainers are also responsible for keeping the content of their training programmes up to date – whether these are based on CIEH materials or other sources.

2.5 It is strongly recommended that trainers liaise with the local enforcement authority, as enforcement officers can provide information and advice on current legislation and policy.

3 Procedures for centres

3.1 Effective systems need to be in place to ensure consistency of standards and equality of opportunity.

3.1.2 Centres must have a written equality and diversity policy that is made available to each candidate prior to the commencement of training (an exemplar policy is available on the CIEH website, www.cieh.org/training).

3.2 By observing the following procedures, centres can achieve good standards in all areas of training provision, assessment and related administrative operations.

3.2.1 All buildings and premises used by centres for training and assessment purposes must provide appropriate and safe access for all candidates in accordance with relevant health and safety legislation. Centres are responsible for assessing the premises used.

3.2.2 Centres are responsible for all administration associated with delivery of CIEH units and qualifications, liaising with the CIEH and ensuring that trainers abide by the terms of their agreement.

3.2.3 Centres must identify a single named point of accountability (Quality Assurance Contact) for all aspects of quality assurance and management for the assessment of units and qualifications.

3.2.4 Centres must only employ/subcontract CIEH registered trainers to deliver CIEH qualifications.

3.2.5 Centre/trainer registration entitles centres and trainers to deliver only those qualifications they are registered to deliver. Centres and/or trainers wishing to extend their training portfolio to include additional CIEH units and qualifications must complete an extension form and receive registration approval before they run a course.

3.2.6 Centres, and in particular the Quality Assurance Contact, are responsible for the standards of all the trainers employed by the centre. Centres should keep appropriate records of all the trainers employed.

3.2.7 Centres must ensure that trainers are supported appropriately and adhere to the relevant CIEH procedures.

3.2.8 Centres must maintain records of the role and involvement of staff from partner or stakeholder organisations (e.g. local job centres, businesses, enforcement authorities, other centres, colleges etc.) involved in CIEH unit and qualification delivery.

3.2.9 Centres must agree to provide the CIEH and associated regulatory authorities with access to premises, personnel and records, as and when requested.

3.2.10 Centres must agree to cooperate with CIEH auditing procedures (see ‘Procedure for auditing registered centres and trainers’).

3.2.11 Centres must ensure that trainers are at all times able to provide details of their CIEH registered trainer identity, should they be requested to do so by a candidate or client. Candidates and clients can seek to verify a trainer’s current registration status/identity by contacting the CIEH.

3.2.12 Centres must provide pre-course information to all candidates, which should outline the scope and content of the qualification, what will be expected of candidates, their rights of appeal, the centre’s equality and diversity policy and the CIEH Candidate Charter.

3.2.13 To maintain standards and promote equality of opportunity, centres must:• complywithequalopportunitieslegislation

• initiate and engage with evaluation processes – evaluation is key to the development of performance standards of training provision and the process of continual quality improvement.

3.2.14 Centres must inform Customer Services of any changes to centre or personnel details, as soon as these changes occur. This can be done by telephone (020 7827 5800) except in special circumstances, such as for name changes. In these cases, you will be asked either to provide email confirmation with supporting documents attached or to post copies of relevant documents.

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Training delivery

4 Procedures for trainers

4.1 A registered trainer may deliver training for CIEH qualifications at any registered centre. While in the employ of the centre, the trainer is responsible to the Quality Assurance Contact of that centre. By observing the following procedures, trainers can achieve good standards of training delivery.

4.2 All candidates should be provided with appropriate pre-course information

4.2.1 It is the centre’s responsibility to ensure that candidates receive the necessary information prior to commencing their training. Centres and trainers must work together to guarantee that the content of this information fulfils the criteria listed below.

4.2.2 Joining instructionsWhere possible, clear joining instructions should be sent to either the candidate’s employer or direct to the candidate in advance of the training. These instructions will include:• detailsofthevenue• coursestartandfinishtimes• examination/assessmentcompletiondate• acourseprogrammewithtimings• theCIEHCandidateCharter• thecentre’sequalityanddiversitypolicy• detailsoftheappealsprocedure.

Where appropriate, these instructions should also provide:• amapofthevenue• pre-courseandcoursereadinglists• detailsofanydresscodetobeobserved• healthandsafetyinformation.

Candidates should be informed that photographic proof of identity (for example a passport or full UK driving licence) is required to take the examination/assessment.

Candidates should be informed that special needs can be accommodated under the ‘Procedure for reasonable adjustment’. (See also paragraph 4.5.3 of the ‘Procedure for training delivery’.)

4.2.3 Course aims and objectivesBrief details of the aims and objectives of the course, all topics/subjects covered and a statement regarding overall course assessment and certification procedures should be included in pre-course information.

4.2.4 Qualification titlePre-course information should provide the exact title of the qualification and the full name and contact details of the awarding body.

4.2.5 QualityPre-course information must be presented to as high a standard as possible.

4.3 An appropriate training solution should be determined

4.3.1 Assessment of client and candidate needsTrainers should assess client and candidate needs and recommend appropriate training. Lack of detailed assessment in this area may result in dissatisfied clients and candidates.

4.3.2 Relevance of trainingThe trainer should endeavour at all times to provide training that relates to the candidates’ working practices and environments. Trainers should encourage further candidate development by precisely connecting how knowledge gained on training programmes may be effectively implemented in the workplace and/or enable candidates to progress to other appropriate qualifications.

4.3.3 Further developmentTrainers should initiate discussion with candidates regarding the fulfilment of course objectives and encourage progression.

4.3.4 ExpectationsTrainers should provide candidates with realistic expectations regarding their likely level of success.

4.4 The effective management of all issues relating to delivery of the programme should be assured

4.4.1 Session planTrainers should ensure that sufficient time will be allocated to cover adequately all proposed course content in accordance with the needs of candidates, clients and the CIEH. Each training course should be supported by a written session plan that is reviewed on a regular basis.

4.4.2 Pre-course preparationWhere possible, clients’ and candidates’ training needs should be assessed to determine the appropriate focus and approach of the training.

Trainers must only provide training for qualifications that they and the centre are approved to deliver.

Trainers should also allow sufficient time for their own pre-course preparation, especially with regard to essential tasks such as organising appropriate training accommodation and developing training resources.

4.4.3 Health and safety informationIt is the responsibility of the trainer at the outset of each course to disseminate appropriate health and safety information to all candidates.

4.4.4 TimingsTrainers should endeavour to work to the timed programme provided as part of the pre-course information.

They should also ensure that the syllabus is covered in no less than the minimum amount of time stipulated by the CIEH (trainer-led time is the time taken to deliver the actual training and does not include refreshment breaks, revision sessions, mock/actual examinations – time taken for workplace visits is also supplementary to the minimum programme length).

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4.5 The level and method of delivery should be appropriate to the needs of the candidate

4.5.1 Training methodsTrainers should utilise information received from clients and candidates prior to the course to determine appropriate training methods. Trainers should take account of candidates’ prior experience and skills when deciding on suitable training methods. The level and method of delivery should be appropriate to candidates’ needs and the size of the group.

4.5.2 Practical activitiesTrainers should use practical activities to encourage group participation where possible. Adequate time should be allocated for each activity, including time for feedback.

4.5.3 Candidates requiring reasonable adjustment or special considerationAs part of the commitment to ensuring that all candidates receive a fair and equal service, trainers must assess individual candidate requirements with regard to the following categories:• apermanentorlong-termdisability,medicalcondition

or specific learning need• atemporarydisability,medicalconditionorspecific

learning need• indispositionatthetimeoftheexamination/

assessment• Englishbeingasecond,oradditional,language.

Once these have been noted, appropriate training and assessment methods must be used in order that the candidate is not unfairly disadvantaged in terms of gaining his/her qualification. It is the centre’s responsibility to ensure that all candidates requiring reasonable adjustment and special consideration are satisfied (see ‘Procedure for reasonable adjustment’ and ‘Procedure for special consideration’).

4.6 The quality of all training resources should be assured

4.6.1 Training resources include any visual/physical aid or material used in the delivery of training. Trainers are encouraged to use a wide range of training resources to enhance candidates’ learning experience.

4.6.2 Currency and accuracyTrainers should ensure all training resources are kept up to date, relevant, accurate and engaging (see paragraph 2.4 of the ‘Procedure for training delivery’).

4.6.3 CheckingBefore each course, trainers should check that the training resources are sufficient to meet candidates’ needs.

4.6.4 RevisionIt is the responsibility of the trainer to ensure that any changes in legislation or policy are incorporated into the training resources at the earliest opportunity.

4.6.5 QualityThe quality of training resources must be assured and they should be fit for purpose.

4.7 The knowledge of the trainer should be technically competent and up to date

4.7.1 Technical competenceTrainers must ensure that they have the technical knowledge, skills and ability to deliver the qualification at the level set.

4.7.2 Response to questionsTrainers must be sufficiently familiar with technical content of courses to be able to respond fully and accurately to candidates’ questions.

4.7.3 Maintaining subject knowledgeTrainers should keep their knowledge up to date by:• readingappropriateprofessionaljournals• accessingup-to-dateindustryguides,codesofpractice

and other useful publications• attendingappropriateseminarsandtrainingevents• undertakingformalcontinuingprofessional

development activity• ensuringtheyhaverecentrelevantworkexperience.

Trainers are responsible for maintaining records of their training.

4.8 Trainers should act to support evaluation processes to maintain standards

4.8.1 Discussion of course objectivesWhere appropriate, trainers will initiate discussion with the candidates and/or associated clients with regard to the fulfilment of the course objectives.

4.8.2 Course evaluation formTrainers should provide candidates with an end of course evaluation form to determine their perception of the venue, content and delivery.

4.8.3 Quality of evaluation documentationTrainers will endeavour to ensure that all evaluation documentation is clear, comprehensive, straightforward to complete and presented to a high standard.

The anonymity of candidates completing the evaluation forms should be protected.

4.8.4 Record keepingAll completed evaluation forms must be retained for a minimum of 1 year.

4.8.5 Review processAll evaluation strategies should be considered as part of the training provider’s review process. Noted areas for improvement should lead to appropriate corrective action being taken. Notes on the review and on corrective actions must be retained for a minimum of 3 years.

4.8.6 CIEH evaluationThe CIEH also encourages feedback from candidates at the end of their courses in order to help inform future developments. Candidates should be directed to the questionnaire that can be found at www.cieh.org/training.

4.9 Examinations and assessments should be conducted according to CIEH and Ofqual requirements

4.9.1 (See ‘Procedure for examination and assessment’.)

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Training delivery

5 Distance learning

5.1 Centres may deliver training for CIEH qualifications in part or in whole by distance learning using a variety of means, providing the training delivered adheres to all points covered in the ‘Procedure for training delivery’.

5.2 Centres wishing to use distance learning to deliver training should note that they must also be able to provide evidence that the:• candidates’trainingneedshavebeenassessedand

distance learning, whatever the means of delivery, provides a suitable mode of learning

• registeredtrainerhastherequisiteskillstofacilitatedistance learning

• trainingdeliveredisequivalenttotheguidedlearninghours stated for each qualification

• candidateshaveaccess(inperson,bytelephoneand/or by email) to a CIEH trainer for the duration of the programme

• contentofthetrainingmaterials(inprintorelectronicform) covers all the syllabus areas.

5.3 However the training is delivered, examinations must be conducted according to the ‘Procedure for examination and assessment’.

6 Awards within the QCF

6.1 The CIEH is migrating all of its Ofqual-accredited qualifications for inclusion in the Qualifications and Credit Framework (QCF). This enables all CIEH units and qualifications to be used as building blocks for other qualifications not necessarily awarded by the CIEH.

6.2 Each unit has a credit value, with one credit representing 10 notional hours. There are three types of qualification in the QCF:• Award–between1and12credits• Certificate–between13and36credits• Diploma–37creditsandabove.

As before, the level shows the degree of challenge or difficulty of the unit or qualification.

6.3 Due to the size and nature of CIEH awards, they are referred to as ‘single mandatory unit’ qualifications. This is because the candidate only needs to undertake one unit, albeit with a range of credits depending on the size of the unit, to be awarded the qualification.

6.4 In future, however, there may be some CIEH qualifications that comprise two QCF units, designed to enable the candidate to receive a credit certificate for successfully completing one of the two units or both units. In these instances, full instructions will be provided to the centre as to what constitutes an award.

6.5 If a candidate registers to undertake a two-unit award, it is possible that he/she has already successfully completed one of the two units with another awarding body and can claim exemption from undertaking that unit again with the CIEH. The centre must ascertain if this is the case when the candidate first registers for a two-unit CIEH award. Proof of exemption, normally in the form of a copy of a certificate, should be forwarded to the CIEH.

6.6 If the candidate is undertaking a CIEH unit or qualification as part of a larger qualification offered by another awarding body, he/she is likely to possess a Unique Learner Number (ULN). You should instruct the candidate to add his/her ULN to the front of the examination paper.

6.7 If a candidate does not possess a ULN but would like to register to obtain one, in order that all learning can be added to a learner record, you should contact CIEH Customer Services, who will provide instructions as to how this can be obtained.

6.8 The QCF also allows for ‘recognition of prior learning’. However, all CIEH qualifications currently comprise only a single mandatory unit, and will, in future, comprise no more than two mandatory units, so ‘recognition of prior learning’ does not apply.

7 14–19 diplomas

7.1 The CIEH has registered as a Component Awarding Body (CAB) and has put in place the necessary systems to enable most of its Ofqual accredited qualifications to be undertaken as additional and specialist learning (ASL) by candidates studying one of the new 14 –19 diplomas.

7.2 When delivering a CIEH course, the trainer must ascertain if any of the candidates are registered for a 14 –19 diploma and are undertaking the CIEH qualification as additional and specialist learning.

7.3 If this is the case, the trainer will need to complete a ‘CIEH 14–19 diploma’ form, available from the CIEH website, in addition to the summary sheet that is routinely completed for each batch of candidates. The information required is forename, surname and Unique Learner Number (ULN).

7.4 The trainer should instruct the candidate to add his/her ULN to the front of the examination paper if there is an allocated space to include it.

7.5 The completed examination papers, summary sheet and ‘CIEH 14–19 diploma’ form should all be returned to the CIEH together.

7.6 If a former candidate requests recognition of prior achievement for a CIEH qualification successfully completed in the centre after 1 January 2005, the centre should complete the ‘Diploma prior achievement’ form, which can be found on the CIEH website, and return it to examinationservicesteam@cieh.org.

7.7 The CIEH will check the information provided and confirm the details against CIEH records before forwarding it to the Diploma Aggregation Service (DAS).

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1 Introduction

1.1 The CIEH provides a range of support services to CIEH registered training providers to maintain and enhance the quality of CIEH training delivery. These support services must be used in accordance with the terms and conditions provided for each of the services.

2 CIEH-Coursefinder

2.1 To be visible on CIEH-Coursefinder you must submit candidate examination papers within the last 12-month period.

2.2 Newly-registered training centres will automatically be opted into CIEH-Coursefinder for 3 months, unless a completed Option form is returned with the registration documentation opting out of the service. If examination papers have not been submitted within the initial 3-month period, the training centre will then be automatically opted out of CIEH-Coursefinder until the next set of completed examination papers is received.

2.3 You can change the status of your option at any time. Please allow 14 working days for your change in option to be processed.

2.4 You must comply with the criteria for the option you have selected as specified below:

2.4.1 Option 1– Opt ini Register your training centre with the CIEH*.

ii You need to submit at least one set of exam papers within the 12 month period.

iii *Newly registered centres will automatically show on CIEH-Coursefinder for 3 months to assist with initial promotion unless an Opt-out is requested.

2.4.2 Option 2 – Opt outYou also have the opportunity to opt out of the CIEH-Coursefinder service.

2.5 Breach of the registration contract by either the centre or trainer may result in an automatic opt-out from CIEH-Coursefinder.

2.6 Training centres that have been suspended or closed will automatically trigger an opt-out from CIEH-Coursefinder. To be reinstated will require a completed Option form and the CIEH reserves the right to refuse an opt-in request.

2.7 Complaints and comments about the service should be addressed to: Marketing, The Chartered Institute of Environmental Health, Chadwick Court, 15 Hatfields, London SE1 8DJ.

2.8 The CIEH reserves the right to update, develop or cancel the CIEH-Coursefinder service at any time.

2.9 When you are audited by the CIEH your CIEH-Coursefinder option(s) may be included in the assessment.

2.10 Full details of the training support services can be obtained by calling Customer Services on 020 7827 5800.

3 MyCIEH

3.1 MyCIEH is a new online community exclusively for CIEH trainers and members. You can use MyCIEH to update your contact details, manage your CPD, share knowledge and voice opinions, or simply access a wide range of downloadable resources.

3.2 Users are not permitted to post any form of content or third-party links that directly discuss or assist with answers to CIEH examination questions. Any discussion of answers to CIEH examination questions will be referred to the Quality Assurance Manager for investigation.

3.3 Any use of MyCIEH to compromise the integrity of CIEH qualifications may result in the removal of the user’s access privileges to MyCIEH and the suspension or withdrawal of their centre and trainer registrations.

3.4 You must report in writing to the Quality Assurance Manager any discussion of answers to CIEH examination questions. All reports to the Quality Assurance Manager are confidential.

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This procedure for examination and assessment should be read in conjunction with any specific guidance issued as part of the support documents for a qualification.

1 Managing examination/assessment papers

1.1 Receipt of examination/assessment papers

1.1.1 The papers will be dispatched to the Main Centre Contact named on the order form. Subsequent to the arrival of the papers, the Main Centre Contact must verify that all the correct materials have been received.

1.1.2 The Main Centre Contact must immediately notify the Sales Team if:• thepapersdonotarrive• thepapersreceiveddonotappeartomeetthe

centre’s requirements• thepapersappeartohavebeendamagedintransit• thereisevidenceofasecuritybreachthathas

occurred in transit.

(See paragraph 4.3 of ‘Procedure for general administration’.)

1.2 Storage of examination/assessment papers

1.2.1 All of the papers must be securely locked away. If a safe is not available, a non-portable, lockable cabinet or other similar storage system must be used. The storage system must be within a secure room with restricted access.

1.2.2 If the papers are taken to another place, either before or after the examination/assessment, they must be transported in a case with a secure lock.

1.2.3 If it is considered that the security of the examination/assessment papers has been compromised, Examination Services should be contacted immediately (examinationservicesteam@cieh.org).

2 Before the examination

2.1 See paragraphs 6.1–6.8 of the ‘Procedure for training delivery’ for further guidance on activity required for candidates undertaking an examination or assessment for a QCF unit.

3 Examination venue and equipment

3.1 The examination room

3.1.1 The examination room should provide appropriate levels of heating, lighting and ventilation, and the type of seating should be suitable for the candidate’s comfort.

3.1.2 The examination room should be as quiet as possible. If appropriate, a sign should be displayed outside the room to identify that it is being used for an examination.

3.1.3 Only candidates and examination personnel are permitted to enter the examination room.

3.1.4 The CIEH and the regulatory authorities (e.g. Ofqual) have a legal right of access to the examination room.

3.1.5 A board displaying the centre number, trainer number, the date and the start and finish times of the examination should be clearly visible to all candidates.

3.1.6 The examination room must not contain displays of material that could be deemed to be of assistance to candidates in the completion of the examination.

3.2 Desk specifications

3.2.1 Candidates should be seated at separate desks that should normally be placed at a distance of not less than 1.25 metres apart (measured from the centre of the desk). In circumstances where candidates share a large desk, there should be a distance of at least 1 metre between seats.

3.2.2 All seating should be arranged to prevent candidates from being able to overlook each others’ work. Individual desks should also be arranged to ensure that all candidates face the same direction.

3.2.3 At the request of the CIEH, centres should be able to provide a copy of the seating plan indicating where each candidate was seated during the examination. This should be retained for a minimum of 3 years.

4 Conduct of examinations and assessments

4.1 Invigilators

4.1.1 Invigilators have a key role in upholding the integrity of the examination/assessment process and are, therefore, responsible for its proper conduct. It is the centre’s responsibility to appoint and brief suitably qualified and experienced personnel to act as invigilators.

4.1.2 Trainers who prepare the candidates for the examination/assessment can invigilate where it is not practical to appoint an alternative. However, relatives of any candidates taking the examination/assessment cannot act as an invigilator.

4.1.3 If a candidate is the centre contact, arrangements will be made to send the examination papers to an externally-appointed invigilator.

4.1.4 Invigilators must arrive at the venue in good time and there should be at least one invigilator for every 20 candidates.

4.1.5 If only one invigilator is required, he/she must be able to summon for assistance without leaving the examination room or disturbing the candidates, should the need arise.

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4.2 Before the examination/assessment

4.2.1 Prior to the start of the examination/assessment, invigilators must ensure that:• theroomissetupcorrectly• aclockshowingtheaccuratetimeisclearlyvisibleto

all candidates• theycarryoutadequatecheckstoconfirmtheidentity

of all candidates (a record of the type of photo identification provided by each candidate for each examination – not a photocopy of the actual ID – must be kept for 3 years)

• onlytheofficialexamination/assessmentstationeryisissued to candidates

• candidatesonlybringintotheroomequipmentrequired to complete the examination/assessment

• anyunauthoriseditems,materialsandequipment(including mobile phones, iPods etc.) are collected and placed out of the candidates’ reach.

4.3 Starting the examination/assessment

4.3.1 Before candidates can begin their examination/assessment, the invigilator must:• informcandidatesthattheyarenowsubjecttothe

rules of the examination/assessment and that they must not communicate with any other candidates during the examination/assessment

• ensurecandidatesunderstandpreciselysuchactionsthat may be regarded as misconduct and the consequence of such actions

• checkthatcandidateshavebroughtinthecorrectwriting materials

• checkthatcandidateshavethecorrectpapers• ensurethesealisunbrokenontheexaminationpapers

(most papers are supplied with a matching answer information sheet inside a sealed polythene bag – the seal must be broken by the candidate at the start of the examination)

• askthecandidatestocheckthatthecodeontheexamination paper matches that on the answer information sheet

• drawcandidates’attentiontotheinstructionsonthefront of the papers

• ensurecandidatesareclearaboutthelogisticsofcompleting answer information sheets/examination papers and what personal details they need to enter

• advisecandidatesofanyerratanotices• announceclearlywhencandidatescanbeginand

specify the time allowed• writestartandfinishtimesonaboardthatisclearly

visible to all candidates.

4.4 During the examination/assessment

4.4.1 Invigilators must supervise candidates throughout the entire examination/assessment. They must be alert in their observation of candidates and must give their whole attention to the proper conduct of the examination/assessment.

4.4.2 Invigilators must not undertake any other activities while invigilating. For example, they cannot act as a reader or writer for any candidate requiring such assistance. These candidates will normally be accommodated in a separate room.

4.4.3 Invigilators should complete the appropriate candidate summary sheets or assessment results sheets as required by the CIEH.

4.5 Late arrival of candidates

4.5.1 Candidates who arrive after the timetabled start of the examination/assessment should generally be allowed to enter the room and to sit the paper, providing no other candidate has left the examination room prior to the latecomer(s) being admitted and it does not compromise the invigilation of the other candidates.

4.5.2 Late candidates may be allowed the full time if this is practical for the centre.

4.5.3 Invigilators should note the circumstances of a candidate’s late arrival and a written report should be submitted to the Examination Services Manager using the ‘Request for special consideration’ form (which can be downloaded from www.cieh.org/training).

4.6 Leaving the examination room

4.6.1 For examinations/assessments of 2 hours or more in length, candidates must remain in the examination room for a minimum of 1 hour after the announced starting time.

4.6.2 For examinations/assessments of less than 2 hours in length, candidates who complete before the announced finishing time should be allowed to leave the examination room quietly after handing in their answer information sheets/examination papers. They cannot be readmitted.

4.6.3 If a candidate needs to leave the room temporarily, he/she must be accompanied by an invigilator or other member of staff to ensure that he/she does not communicate with anyone.

4.6.4 If a candidate needs to leave the examination room and is unable to return, the centre should complete a ‘Request for special consideration’ form and forward it with the script to the Examination Services Manager. The candidate’s work will be assessed if there is sufficient information and content to make a reliable assessment.

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4.7 Misconduct/irregularities

4.7.1 If an invigilator observes any inappropriate behaviour, he/she must intervene to ensure that it does not continue. With serious incidents of such behaviour, the candidate should be instructed to leave the examination room after having his/her answer information sheets/examination papers collected.

4.7.2 Any disturbance to the conduct of the examination/assessment must be recorded and a written report should be submitted to the Examination Services Manager using the ‘Request for special consideration’ form, so that consideration may be given to the affected candidates.

4.8 End of the examination/assessment

4.8.1 Between 5 and 15 minutes before the end of the examination/assessment, the invigilator should remind the candidates of the time remaining.

4.8.2 At the end of the examination/assessment, candidates should be instructed to stop working.

4.8.3 The invigilator must then:• remindcandidatestocheckthattheyhaveentered

all the required information onto their answer information sheets/examination papers and to attach any additional sheets securely

• collectallanswerinformationsheets/examinationpapers before candidates leave the room

• ensurethatanswerinformationsheets/examinationpapers are secure before handing them to the appropriate centre contact to be forwarded to Examination Services.

4.9 Emergencies

4.9.1 If an emergency occurs during the examination, e.g. a fire alarm or bomb scare, then the examination room must be evacuated in accordance with the instructions of the appropriate authority.

4.9.2 A report detailing the date and time of the incident must be must be recorded, and a written report should be submitted to the Examination Services Manager using the ‘Request for special consideration’ form.

4.9.3 If during evacuation the candidates have been closely supervised and the invigilators can be assured that there has been no breach of examination security, i.e. candidates did not communicate with each other, nor any other person, nor consult any books or notes while they were out of the examination room, then the examination may be resumed and the remaining time permitted should be calculated according to the time lost during the evacuation.

4.9.4 If it is considered that the security of the examination has been compromised, then Examination Services should be contacted immediately for advice.

4.10 Return of examination materials

4.10.1 All examination materials (answer information sheets, summary sheets, continuation sheets, candidates’ examination scripts, candidate assessment records and assignments) must be returned to Examination Services on the same day as the examination/assessment. If this is not possible, then they must be kept in locked storage and forwarded the next day.

4.10.2 Centres are responsible for the safe and timely delivery of all examination papers to Examination Services by ensuring that recorded or registered delivery is used. The centre should retain the records of delivery for a minimum of 3 years. The centre must retain copies of the examination papers, answer information sheets and assignments until the certificates are received.

4.10.3 The CIEH reserves the right not to process any examination/assessment papers that have been retained by the centre for longer than the previously stated acceptable length of time.

4.10.4 The CIEH cannot be held responsible for any loss of or damage to examination materials during transit.

5 Examination feedback forms

5.1 Feedback forms can be downloaded from the CIEH website at www.cieh.org/training. Examination feedback is valuable to the CIEH as it is used to improve the quality of future examinations. Trainers should complete an examination feedback form whenever they have feedback on any question and/or examination paper.

5.2 All comments about questions are logged in the notes for the specific questions on the CIEH question bank for review by a panel of subject experts.

5.3 Written responses can be provided on request for all trainer indictments and/or complaints.

5.4 The centre is required to retain all examination feedback forms for a minimum of 3 years.

6 Examinations being held at a venue not known to and/or at a distance from the centre

6.1 The centre is responsible for ensuring that all the points covered in the ‘Procedure for examination and assessment’ are adhered to, regardless of the context in which the examination is conducted.

6.2 In particular, if the responsibility to invigilate is delegated to a third party, the centre must:• ensurethattheinvigilatorhasreadandunderstood

the ‘Procedure for examination and assessment’• recordtheinvigilator’snameandpositionandhis/her

relationship to the candidate(s).

6.3 Full details of all the arrangements made should be retained for the purpose of audit.

7 Examination resit/assessment resubmission

7.1 In the event of a candidate failing to achieve a pass grade, he/she may resit an examination or resubmit an assignment once without attending a training course.

7.2 If the candidate fails a resit examination/assessment, he/she must attend a centre to repeat the full training course.

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1 Introduction

1.1 The Chartered Institute of Environmental Health (CIEH) is committed to providing all candidates with an equal opportunity to achieve units and qualifications through the provision of alternative assessment arrangements where necessary.

1.2 Candidates may need reasonable adjustment to undertake their assessment if:• theyhaveapermanentorlong-termdisability,

medical condition or specific learning need• theyhaveatemporarydisability,medicalcondition

or specific learning need• theyareindisposedatthetimeoftheexamination/

assessment• Englishistheirsecond,oradditional,language.

2 Centre responsibilities

2.1 General responsibilities

2.1.2 Centres should:

a decide during the recruitment process that candidates are ultimately capable of meeting the requirements of the unit or qualification

b identify any candidate requirements and give due consideration as to how they might affect successful completion of the unit or qualification

c diagnose the requirements of each candidate individually, making use of specialist advice where necessary, and advise candidates accordingly

d agree with the candidate prior to commencing the course the adjustments that are required

e ensure that the candidate is adept in the use of the special arrangements

f ensure that suitably qualified personnel check that the evidence is current and relevant to the candidate

g ensure that all records and evidence relating to reasonable adjustments are kept for 3 years following certification.

2.2 The principle of reasonable adjustment for assessment

2.2.1 Any reasonable adjustment for assessment must ensure that the candidate can still present evidence which:• meetsthespecification• allowsassessment• doesnotunfairlyadvantagethecandidate.

2.2.2 Please note: there may be circumstances where the principle of reasonable adjustment cannot be applied, for example if a candidate with a physical impairment is unable to undertake a practical assessment even with permissible modification of the tasks.

2.3 Notification of reasonable adjustment

2.3.1 Centres must make a formal application for reasonable adjustment to the CIEH by submitting one ‘Notification of reasonable adjustment’ form for each candidate. A copy of this form should be retained by the centre for 3 years.

2.3.2 Ideally, this form should be received by the CIEH before the examination, so that approval can be obtained by the centre. If this is not possible, the completed form must be attached to the relevant batch of answer information sheets/examination papers when they are sent to Examination Services for marking. Forms received after examination/assessment papers have been submitted may mean that certification is withdrawn from the candidate.

2.3.3 On receipt, Examination Services will review each case. In the event of reasonable adjustments being made inappropriately, Examination Services will write to the centre. Centres may appeal against this decision, in writing, within 28 days.

2.3.4 For any considerations not specified within the guidelines of this document, requests must be submitted to Examination Services for special consideration prior to the examination date using the ‘Request for special consideration’ form (which can be downloaded from www.cieh.org/training). A copy of this form should be retained by the centre for 3 years.

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2.4 Categories of need and accompanying reasonable adjustments

2.4.1 Physical impairmentThe use of:• areaderand/orwriterand/orinterpreter• suitablemechanical/electronicaids• analternativelypresentedquestionpaper, e.g. enlarged or modified print, paper colour. Extra 25% time allowance

2.4.2 Visual impairmentThe use of:• areaderand/orwriterand/orinterpreter• suitablemechanical/electronicaids• analternativelypresentedquestionpaper, e.g. enlarged or modified print, paper colour. Extra 25% time allowancePermission must be obtained to enlarge the examination paper. Both the enlarged paper and the standard-size paper must be returned to the CIEH attached to the completed AIS.

2.4.3 Hearing impairment The use of:• acommunicatorand/orinterpreter• suitablemechanical/electronicaids• anyadditionalaidsasrecommendedbyaspecialist

teacher of deaf people. Extra 25% time allowance

2.4.4 Learning difficulties (e.g. dyslexia )The use of:• areaderand/orwriter• audio/visualaidsasappropriatetotheneedsofthe

candidate• analternativelypresentedquestionpaper, e.g. enlarged or modified print, paper colour. Extra 25% time allowance

2.4.5 Medical conditions• Individualarrangementsasappropriatetothe

candidate’s needs. Extra 25% time allowance

2.4.6 English as a second, or additional, language The use of:• CIEHforeignlanguageexaminationpapers• anon-electronicbilingualdictionary• areaderand/orwriter. Extra 25% time allowance

3 Readers and writers

3.1 General responsibilities of readers and writers

3.1.1 A reader/writer is a person who, on request, will read/write for the candidate:• alloranypartoftheexamination/assessmentpaper• anypart/allofthecandidate’sanswers.

3.1.2 A reader may also act as a writer and vice-versa.

3.1.3 The use of a reader/writer should neither advantage the candidate unfairly nor disadvantage the candidate further.

3.1.4 The reader/writer should not normally be the candidate’s course trainer or a subject specialist, but there may be circumstances where this is unavoidable. In such cases, it should be noted in the relevant place on the ‘Notification of reasonable adjustment’ form. On no account should a relative, colleague or friend of the candidate be used as a reader/writer.

3.1.5 Readers and writers must not in any way attempt to modify either the content of the answers given by candidates or any of the specific qualification requirements.

3.1.6 It is recommended that prior to undertaking the examination/assessment the candidate, wherever possible, should have had practice with a reader/writer.

3.1.7 Candidates using the services of a reader/writer must be accommodated separately to avoid disturbing other candidates. However, several such candidates attempting the same paper may be accommodated together in the same venue.

3.1.8 During the examination/assessment, the reader/writer must not give any factual help to the candidate nor offer any suggestions concerning which questions to attempt, when to move on to the next question or in which order the questions should be answered.

3.1.9 Both readers and writers are responsible to the Main Centre Contact.

3.1.10 Invigilators may not act as either a reader or a writer.

3.1.11 It should be noted that failure to comply with any of these guidelines could result in the candidate being disqualified.

3.2 Further guidance to centres using readers

3.2.1 Candidates may be assisted by the services of a reader if they have either a long-term or a temporary disability that prevents them from completing the examination/assessment in the usual way.

3.2.2 The reader should be a responsible adult who is able to read accurately and at a reasonable rate.

3.2.3 The reader may read the same question(s) as often as requested, providing it is within the time allowed.

3.2.4 The spelling of a word can be given only if it is requested.

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3.3 Further guidance to centres using writers

3.3.1 Candidates may dictate answers to writers if they have either a long-term or a temporary disability that prevents them from completing the examination/assessment in the usual way.

3.3.2 The writer should be a responsible adult who is able to produce an accurate record of the candidate’s answers and who can write legibly and at a reasonable speed.

3.3.3 The writer should at all times write down answers exactly as they are dictated.

3.4 Guidance to centres using communicators for hearing-impaired learners

3.4.1 Arrangements for the use of a communicator will be made by the Main Centre Contact in consultation with a teacher of deaf people or local advisory service as appropriate.

3.4.2 The communicator must be a qualified teacher of deaf people and should work in accordance with the guidelines specified in the ‘The Language of Examinations’ booklet produced by the British Association of Teachers of the Deaf or guidelines produced by the National Association for Tertiary Education of the Deaf.

3.4.3 The communicator should be a responsible adult but must not be a relative, colleague or friend of the candidate.

3.4.4 The role of the communicator is primarily to be available to interpret when requested to do so by the candidate.

3.4.5 A note detailing the communication method employed should be entered on the ‘Notification of reasonable adjustment’ form.

3.4.6 It should be noted that failure to comply with any of these guidelines could result in the candidate being disqualified.

3.5 Guidance to centres using overwriters for hearing-impaired candidates

3.5.1 Overwriting should be carried out by a qualified teacher of deaf people and should work in accordance with the guidelines specified in ‘The Language of Examinations’ booklet produced by the British Association of Teachers of the Deaf, or similar guidelines produced by the National Association for Tertiary Education of the Deaf.

3.5.2 Overwriting must commence as near as is possible to the examination start time.

3.5.3 Overwriting should be in pen on the candidate’s paper or, if extensive modifications are necessary, then a separate paper with the answers written in full should be attached by staple to the original question paper. However, for full clarity, it is recommended that these be typed/word processed on a separate piece of paper and attached by staple to the original question paper.

3.5.4 Carrier language only may be overwritten, i.e. general English phraseology, not technical language.

3.5.5 A subject expert should be available for consultation in case of doubt about any technical terminology contained within the question paper. However, care must be taken to retain the original emphasis of the question.

3.5.6 It should be noted that failure to comply with any of these guidelines could result in the candidate being disqualified.

3.6 Guidance to centres on the use of computers

3.6.1 The use of computers by candidates with disabilities may be necessary as the primary means of communication. The use of the term ‘computer’ refers specifically to word processors, personal computers (PCs) and other microprocessor-controlled devices producing output in text, graphics or diagrams. The following guidelines should be observed:

3.6.2 Higher level candidates with disabilities may be permitted to produce their answers via a computer in those cases where the disability means they are not able to produce their answers in the usual way.

3.6.3 Where a computer has been used, the centre may be asked to supply additional information concerning the means used by a candidate to answer particular questions.

3.6.4 The computer must be used solely by the candidate who is the subject of the access arrangements and not by someone acting on the candidate’s behalf. The candidate must therefore be proficient in the use of the computer and its software.

3.6.5 Checks should be carried out to ensure that the computer is working correctly at the time of the examination/assessment.

3.6.6 The candidate must only have access to those facilities that have been agreed in advance. Similarly, candidates must not be able to gain access to existing files, documents, web pages etc. that could give them an unfair advantage. The invigilator is responsible for ensuring that no malpractice occurs in the use of the computer.

3.6.7 Candidates using computers in circumstances where their use may distract other candidates should be accommodated separately in order to undergo their formal examinations/assessments.

3.6.8 Candidates should be strongly recommended to save their work frequently.

3.6.9 The printing of answers may take place after the time allowed for the examination/assessment has expired. The candidate should be present in order to verify that his/her printing is complete.

3.6.10 Finally, the system must be cleared of all work.

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1 Introduction

1.1 A request for special consideration may be submitted to Examination Services if the centre:• experiencesunforeseencircumstancesduringan

examination/assessment, e.g. a fire alarm sounds or a candidate falls ill, or

• findsthattheprovisionsoutlinedinthe‘Procedureforreasonable adjustment’ do not meet the needs of a candidate.

2 Unforeseen circumstances

2.1 The ‘Request for special consideration’ form should be completed if a whole group, part of a group or an individual candidate is affected by unforeseen circumstances – such as illness or bereavement. This form may be downloaded from the CIEH website at www.cieh.org/training.

2.2 With regard to higher level qualifications, notification that the candidate is unable to sit the examination due to unforeseen circumstances is very important. If it is intended that the candidate will sit the examination at a future date, a new order form should be submitted. The appropriate fee will be transferred. This facility remains subject to prior acceptance and approval of the circumstances stated. (See paragraph 4.3.3 of the ‘Procedure for general administration’.)

2.3 The centre must be as specific as possible about the circumstances and the arrangements involved. Such arrangements may include postponement, extra time etc.

2.4 The completed ‘Request for special consideration’ form must be sent with the candidate’s answer information sheet or examination script when it is sent to Examination Services for marking.

2.5 The centre should retain a copy of the form for 3 years.

3 An individual candidate’s request for special consideration

3.1 If an individual candidate requests special consideration, the ‘Request for special consideration’ form should be completed and returned prior to the examination/assessment date to Examination Services, together with any relevant documentary evidence.

3.2 If it is not possible to return the form prior to the examination/assessment, the completed form must be sent with the candidate’s answer information sheet or examination script when it is sent to Examination Services for marking.

3.3 On receipt, Examination Services will, in consultation with the subject Curriculum Manager where appropriate, assess each case. In the event of a request being declined, a reason will be given. Centres may appeal against this decision, in writing, within 28 days.

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1 Centre and Trainer Charters

1.1 Centre and Trainer Charters must be renewed annually in order to deliver CIEH units and qualifications in accordance with regulatory authorities, such as Ofqual. A signed agreement must be returned to Customer Services when notified of the renewal date. Centres and trainers can use their certificates in a number of ways – for example to assist them in attracting new clients and displaying their commitment to quality. (See paragraph 1.5 of the ‘Procedure for general administration’.)

2 Candidate certificates

2.1 The CIEH issues certificates for all levels of unit and qualification. The Quality Assurance Contact at the centre must check certificates on receipt to ensure they are correct. They should then be signed by the Course Director, who should also be responsible for ensuring the certificates are delivered safely to candidates.

2.2 Candidates should be made aware of the importance of keeping the certificate safe in case evidence of their achievements is required at a future date.

2.3 A grade descriptor is detailed on the back of each certificate.

2.4 The front of the certificate displays the original examination date and certificate issue number.

2.5 Where the award of a qualification also equates to the award of a QCF unit, the centre can apply for a QCF unit certificate, without charge, on behalf of the candidate. Alternatively, the candidate can apply for a unit certificate directly to the CIEH.

3 Replacement certificates

3.1 Should exceptional circumstances arise, and a certificate is lost or damaged, applications for a replacement certificate may be made. However, it should be noted that the loss or damage of a certificate is regarded as a serious matter and a replacement will only be issued at the discretion of the CIEH.

3.2 All applications for the issue of a replacement certificate must be directed to Examination Services in an envelope marked ‘Replacement Certificates’ with a ‘Replacement certificate application’ form detailing the reasons why it is required. The form can be downloaded from www.cieh.org/training. It is essential that the name and number of the appropriate registered centre is provided, together with the name of the candidate at the time of the certification, the qualification name and the examination date.

3.3 The CIEH will give due consideration to each replacement request and will subsequently decide to issue either a replacement certificate or an official letter confirming the original award.

3.4 Replacement certificates and letters will have precisely the same standing as the original, although a replacement date is indicated.

3.5 The CIEH also reserves the right not to issue a replacement certificate and not to specify the reasons for this decision.

3.6 All applicants requesting replacement certificates must submit:• acompleted‘Replacementcertificateapplication’form• acheque/postalordermadepayabletotheCIEHforthe

current price of a replacement certificate (confirmation letters are charged the same)

• anofficialordernumbershouldthecentrewishtobeinvoiced.

3.7 The CIEH also requires applicants to submit either:• adeclarationsettingoutthecircumstancesunder

which the original certificate was lost and an undertaking that should the original be found, the replacement certificate will be returned to the CIEH or

• thedamagedcertificate.

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1 Introduction

1.1 Plagiarism is defined by the Oxford English Dictionary as ‘the taking of the work or idea of someone else and pretending that it is one’s own’. Candidates may stand accused of plagiarism if they:• copyothercandidates’assignmentsorexaminationsin

part or in whole• colludewithothercandidatesduringassignment

preparation• submitassignmentscompletedbysomeoneelse• copycontentfromothersourceswithoutappropriate

acknowledgement.

1.2 The CIEH actively supports equality of opportunity in assessment for all candidates submitting assignments for its qualifications and thus maintains a robust stance in cases of suspected plagiarism.

1.3 Cases of suspected plagiarism may be identified by the:• assignmentmarker• moderator• examiner• secondmarker• customerorexaminationservicesadministrators.

1.4 The CIEH will conduct a full investigation of suspected plagiarism and take such action as is deemed necessary to maintain the integrity of the units and qualifications. Where centre malpractice is causal, this will be reported to the regulatory authorities and other agencies as necessary.

1.5 All records of plagiarism are stored confidentially at the CIEH and are reviewed regularly. Information relevant to CIEH work in this area is described in an annual report entitled ‘Activity of the Awarding Body and Performance of Vocationally Related Qualifications’ that is made available to the regulatory authorities as required.

2 Centre procedure for dealing with a case of suspected plagiarism

2.1 Centres are best positioned to tackle plagiarism proactively and, thus, should:• advisetrainersofwhatconstitutesplagiarism• advisecandidatesofwhatconstitutesplagiarism

during course induction• advisecandidatesofthemethodsemployedto

identify plagiarism• advisecandidatesoftheconsequencesofplagiarism• monitortheprogressofassignmentwritingtoverify

authenticity.

2.2 In cases of suspected plagiarism, centres should adopt the following procedure:

2.2.1 The Quality Assurance Contact at the centre should assume overall responsibility for the internal investigation into the suspected plagiarism.

2.2.2 As soon as plagiarism is suspected, all relevant parties should be informed of the allegation and what action will be taken. Candidates may wish at this stage of the internal investigation to resubmit assignments and, in this instance, the trainer/marker must indicate the nature of the resubmission in the ‘assignment history’ section of the Candidate Assessment Record where applicable.

2.2.3 If the candidate chooses not to resubmit the assignment, the centre should immediately commence a full internal investigation.

2.2.4 Having completed this investigation, the centre should compile a written report explaining the nature of the allegation and providing full details of the internal investigation.

2.2.5 The report should be signed by the centre’s Quality Assurance Contact, as a declaration that the information provided represents an accurate account of the incident, and submitted together with all supporting information under confidential cover to the Examination Services Manager at the CIEH.

2.2.6 If requested, the centre will also be expected to provide the CIEH with any other information directly relevant to the case.

2.2.7 Where a plagiarism allegation is made and suspected centre malpractice is implicated, internal investigation documents may be circulated by the Examination Services Manager to the Subject Curriculum Manager and the Quality Assurance Manager at the CIEH under confidential cover.

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3 CIEH procedure for dealing with a case of suspected plagiarism

3.1 If, upon receipt of information, the CIEH suspects a case of plagiarism, the following procedure will be implemented:

3.1.1 The Curriculum Manager will at his/her discretion consult with those making the allegation and all relevant parties.

3.1.2 If the Curriculum Manager then concludes that the allegation should be upheld, he/she will formally notify the party concerned in writing via the centre.

3.1.3 All other relevant parties will also receive appropriate details in writing concerning the allegation and will be expected to provide a written response within 28 days.

3.1.4 When all responses have been received and given due consideration and the allegation is upheld by the Curriculum Manager, he/she shall formally notify both the candidate and the centre in writing of the decision by the CIEH via the centre. If deemed appropriate, the CIEH will also provide feedback to the other relevant parties.

3.1.5 Should the Curriculum Manager conclude not to uphold the allegation, he/she shall formally notify both the candidate and the centre in writing of the decision by the CIEH via the centre.

3.1.6 If an allegation of plagiarism is upheld against a candidate, the CIEH reserves the right to disqualify the candidate from taking CIEH qualifications for a period of up to 2 years and any certificates awarded pertinent to the qualification in question will be invalidated and withdrawn.

3.1.7 Should the candidate or the centre involved in the allegation challenge the decision made, they may do so formally in writing to the Head of the Awarding Body (on behalf of the Awarding Body) at the CIEH.

3.1.8 This ‘appeal’ process will be informed solely by the written representations from those making the allegations and other written information pertinent to the case already submitted to the Curriculum Manager.

3.1.9 Should the Head of the Awarding Body consider the allegation legitimate, he/she will formally notify both the candidate and the centre of the decision made by the CIEH via the centre.

3.1.10 Where the offence is the result of centre malpractice, and upon receipt of the centre/trainer’s response or at the end of the 28 day period (whichever is earlier), the Quality Assurance Manager shall record the complaint on the malpractice agenda and action will be taken (see ‘Procedure for suspected malpractice’).

3.1.11 The decision of the Head of the Awarding Body shall be final and binding and there shall be no obligation to provide a written explanation for the decision taken.

3.1.12 The CIEH will at all times strive to protect the anonymity of those making allegations of assignment or examination plagiarism.

3.1.13 Copies of all documents pertaining to a case of plagiarism should be retained by the centre for 3 years.

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1 Introduction

1.1 Candidates have a right to appeal or request a re-mark, should they be dissatisfied with their final marks. Initially, the centre’s own appeal procedures should be implemented. If necessary, the centre should then contact the CIEH on the candidate’s behalf, which will trigger the CIEH appeals procedure. If this is not possible, candidates are allowed to contact CIEH Examination Services directly under the terms of the Candidate Charter.

1.2 Copies of all documents pertaining to candidate appeals should be retained by the centre for 3 years.

2 Making an appeal on behalf of a candidate

2.1 Should a centre wish to appeal to the CIEH on behalf of its candidate(s), the following procedure should be observed:

2.1.1 The Main Centre Contact, or trainer who delivered the course, should write to the Examination Services Manager within 28 days of receiving the results. All documentation pertaining to the appeal should be submitted at this stage, as no further evidence will be considered.

2.1.2 The fee payable should be sent with the first appeal communication (see online pricelist for re-mark fees). Should the appeal be upheld, a full refund of this fee will be made.

2.1.3 The Examination Services Manager will acknowledge receipt of the appeal. He/she will oversee all aspects of the appeal process and will ensure that remarking and/or moderation is completed where appropriate. Centres and candidates should be aware that the outcome of any remarking could result in a lower mark being awarded.

2.1.4 Within 28 days, the Examination Services Manager will write to the Main Centre Contact, or trainer, with regard to the outcome of the appeal. It is the centre’s responsibility to communicate the outcome to the candidate.

2.1.5 If the Main Centre Contact and/or trainer and/or candidate is/are not satisfied with the decision taken, a further appeal may be submitted no later than 14 days after receiving the outcome of the first appeal. The appeal should be made in writing to the Examination Services Manager requesting the appeal to be considered by the Chief External Examiner.

2.1.6 The Chief External Examiner will consider all documents pertaining to the appeal and the Examination Services Manager will inform the centre in writing, within 28 days, of the Chief External Examiner’s decision.

2.1.7 If the Main Centre Contact and/or trainer and/or candidate is/are not satisfied with the Chief External Examiner’s decision, the appeal should be resubmitted within 14 days to the Examination Services Manager. At this stage it should be requested that the appeal be considered by the CIEH Qualifications Board. The Qualifications Board will include at least one independent professional with no connections to the CIEH.

2.1.8 The Main Centre Contact will be notified in writing of the outcome of the decision made by the CIEH Qualifications Board. This decision is final and no further correspondence will be entered into.

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1 Introduction

1.1 The Chartered Institute of Environmental Health (CIEH) is an Ofqual-accredited awarding body that works with and provides support for a diverse customer base including its members, trainers and training providers, industry, central government, local authorities, and national and international organisations.

1.2 Its principal objectives are to maintain, enhance and promote improvements in environmental health and provide service levels that will assist its customers and partner organisations to achieve the same.

1.3 As part of their commitment to achieving this aim, all CIEH staff are committed to ensuring that customers are provided with the best possible information, services and products.

1.4 In order to fulfil the full scope of its organisational role, the CIEH will:• strivetopromoteenvironmentalhealthinallactivities• seektoactasafocusforallenvironmentalhealth

policy and practical development• providequalitysystemsofenvironmentalhealth

education• createcost-effectiveandaccessiblewaystosupply

up-to-date information on all matters relating to the work of the organisation

• strivetoprovidethebestpossibleserviceandimproveaccessibility

• monitorperformancethroughregularsurveysandaclear complaints procedure.

1.5 The CIEH is dedicated to meeting all customer expectations and to monitoring and evaluating performance against the stated standards.

1.6 However, it is recognised that there may be occasions when service levels do not meet expectations, and complaints may subsequently be made against the CIEH by:• atrainer/member• acandidate• athirdparty.

1.7 In these instances, all complaints must be submitted in writing under confidential cover and addressed to the Group Sales and Customer Service Manager.

1.8 All complainants must ensure that they provide a clear explanation of the basis of the complaint and clarification of the relationship, if any, between the complainant and the party concerned.

2 CIEH procedures for addressing complaints

2.1 Upon receipt of the complaint, the Group Sales and Customer Service Manager shall, at his/her discretion, consult with the complainant and any other relevant parties. (If, at this stage, it is noted that the complaint relates more to a case of suspected malpractice, it will be referred on to the Quality Assurance Manager for investigation.)

2.2 If the Group Sales and Customer Service Manager then concludes that the complaint could be justifiable, he/she may formally notify the party concerned in writing.

2.3 All other relevant parties will also receive appropriate details in writing concerning the complaint and will be expected to provide a written response.

2.4 All written responses should be submitted within a time period of no longer than 28 days.

2.5 When all the responses received have been given due consideration and the Group Sales and Customer Service Manager concludes by this stage that the complaint is justifiable, he/she shall so advise the complainant and will formally notify the party concerned in writing of the decision taken by the CIEH. If deemed appropriate, the Group Sales and Customer Service Manager will also provide feedback to the other relevant parties.

2.6 However, should the Group Sales and Customer Service Manager conclude, at this stage, that the complaint is not justified, he/she shall so advise the complainant and, if deemed appropriate, the party concerned, in writing.

2.7 The complainant may challenge this decision by writing directly to the Head of the Awarding Body (on behalf of the Awarding Body). This ‘appeal’ process will be informed solely by the written representations from the complainant/other relevant parties already submitted to the Group Sales and Customer Service Manager.

2.8 Should the Head of the Awarding Body consider that a legitimate case has been made, the Group Sales and Customer Service Manager will, in addition to informing the other relevant parties, formally notify the party concerned in writing of the final decision taken by the CIEH.

2.9 The decision of the Head of the Awarding Body shall be final and binding, and there shall be no obligation to provide a written explanation for the decision taken.

2.10 Opportunities available to successful complainants may include the refunding of any unnecessary expenditure incurred as a result of a below-standard service level.

2.11 The CIEH will at all times strive to protect the anonymity of the complainant.

2.12 Copies of all documents pertaining to complaints should be retained by the centre for 3 years.

3 Persistent and vexatious correspondence

3.1 The CIEH is committed to carrying out thorough, fair and impartial investigations of all complaints.

3.2 While the CIEH acknowledges that the majority of complainants communicate their grievances in a respectful, reasonable and constructive way, the CIEH also receives, on rare occasions, unduly persistent or vexatious correspondence.

3.3 If this occurs, the issue will be reported to a senior CIEH manager, who will then discuss the situation with the individual or a representative of the centre concerned.

3.4 Following this discussion and the agreed action, if there is subsequently no change in the complainant’s manner of communication, the CIEH reserves the right to cease correspondence. This decision may also impact on the CIEH centre or trainer registration status. In all instances, the regulatory authorities will be informed of the CIEH’s decision.

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1 Introduction

1.1 Malpractice seriously undermines confidence in qualifications.

1.2 Each centre must have procedures for dealing with malpractice allegations, as all allegations made in relation to a centre or trainer will be investigated.

1.3 Centres must also ensure that all trainers understand the nature of malpractice and the consequence of such actions.

1.4 The CIEH will conduct a full investigation of any instances of alleged or suspected malpractice and take such action as necessary to maintain the integrity of its qualifications. Significant cases of malpractice, for example deliberate fraudulent activity, will be reported to the regulatory authorities and other agencies as necessary.

1.5 All records of malpractice are stored confidentially at the CIEH and are reviewed regularly. Information relevant to CIEH work undertaken within this area is described in an annual report entitled ‘Activity of the Awarding Body and Performance of Vocationally Related Qualifications’ that is made available to the regulatory authorities as required.

1.6 Centres must report all cases of alleged or suspected malpractice, in writing, to the Quality Assurance Manager.

1.7 It is also required that all centres record and supply the CIEH with information relevant to any internal investigations, outcomes and action taken.

1.8 Examples of malpractice may include:• acandidate,trainerorcentrefalsifyingauthenticity• non-compliancewithexaminationandassessment

procedures• abuseofthepositionofaCIEHregisteredcentreor

registered trainer• misrepresentationofCIEHqualifications–for

example promoting a non-CIEH accredited course as a CIEH accredited course

• misuseoftheCIEHregisteredtrainingcentrelogoorCIEH qualification titles

• withholdingrequestedinformationorprovidingmisleading information to the CIEH regarding centre and trainer activities

• useofanon-CIEHregisteredtrainertodeliveraCIEHtraining programme.

1.9 The Quality Assurance Manager will initiate appropriate investigations of all cases of reported malpractice and record outcomes and/or any action taken, which may include a follow-up centre visit by the audit team.

1.10 Cases of malpractice suspected during centre visits or during the marking or moderation of examinations and assessments will also be reported to the Quality Assurance Manager and/or the Curriculum Manager.

1.11 Cases of malpractice suspected by any CIEH internal staff connected with the administration of CIEH qualifications will also be reported to the Quality Assurance Manager and/or the Curriculum Manager.

1.12 It is likely that cases of malpractice will be identified as a result of information from one or more sources:• registeredcentre• registeredtrainer• examiners/moderators• externalverifiers• CIEHstaff• candidates• othertrainingproviders• asaresultofaqualityaudit• regulatoryauthorities• otherawardingbodies• sectorskillscouncils/standard-settingbodies• localauthorityenvironmentalhealth/trading

standards departments• otherthird-partyinformation.

1.13 If an investigation by the CIEH discovers that the centre in question lacks suitable quality assurance procedures, such as are detailed below, to address cases of suspected malpractice, it may be suspended until this issue has been resolved.

1.14 The investigation procedure adopted may differ depending on whether the allegation of malpractice relates to an individual or to a centre. In all cases it is essential that centres are aware of the procedures that will be adopted where allegations of malpractice are made. In particular, centres must cooperate fully with any investigation made by the CIEH and any other regulatory body such as the Office of the Qualifications and Examinations Regulator (Ofqual). Failure to cooperate (for example failure to respond to or to contact the CIEH within a given deadline) will result in the suspension of centre and/or trainer registration, certificates not being issued and registrations not being accepted.

2 Centre procedure for dealing with a case of malpractice

2.1 In cases where malpractice is suspected, the following procedure must be adopted by centres:

2.1.1 The Quality Assurance Contact at the centre should assume overall responsibility for the internal investigation of any associated allegation of malpractice.

2.1.2 As soon as malpractice is suspected, all the relevant parties involved must be informed of the nature of the allegation and informed that action will be taken.

2.1.3 The centre should then begin an immediate internal investigation.

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2.1.4 Having completed this investigation, the centre should compile a written report explaining the nature of the allegation and providing full details of the internal investigation.

2.1.5 This report, together with any relevant evidence, must then be submitted, under confidential cover, to the Quality Assurance Manager at the CIEH within the given deadline.

2.1.6 The submitted report must be signed by the centre’s Quality Assurance Contact as a declaration that the information provided represents an accurate account of the incident.

2.1.7 If requested, the centre will also be expected to provide the Quality Assurance Manager at the CIEH with any other information directly relevant to the case.

3 CIEH procedures for dealing with a case of malpractice

3.1 If, upon receipt of information, the CIEH suspects a case of malpractice, the following procedure will be implemented immediately in order that the offence be properly investigated:

3.1.1 The Quality Assurance Manager shall at his/her discretion consult with the complainant and other relevant parties.

3.1.2 If the Quality Assurance Manager then concludes that the complaint could be justifiable, he/she may formally notify the party concerned in writing.

3.1.3 All other relevant parties will also receive appropriate details in writing concerning the offence and will be expected to provide a written response.

3.1.4 All written responses should be submitted within a time period of no longer than 28 days or the stated timescale.

3.1.5 When all the responses received have been given due consideration by the Quality Assurance Manager and other appropriate CIEH staff, and the Quality Assurance Manager concludes by this stage that the complaint is justifiable, he/she shall so advise the complainant and will formally notify the centre/trainer concerned in writing of the decision taken by the CIEH.

3.1.6 If deemed appropriate, the Quality Assurance Manager will also provide feedback to the other relevant parties.

3.1.7 However, should the Quality Assurance Manager conclude, at this stage, that the complaint is not justified, he/she shall so advise the complainant and, if deemed appropriate, the party concerned, in writing.

4 Sanctions

4.1 Possible interim sanctions that may be imposed upon a centre include requiring the: • centre/trainertoceasedeliveringaparticular

qualification• centretoceaseemployingtheservicesofaparticular

trainer • centretosubmitalltrainer-assessedassignmentsto

the CIEH for investigation• centreand/ortrainerregistrationtobesuspended.

Certificates will not be processed for any courses provided by a suspended trainer.

4.2 It should be noted that with less serious breaches/instances of malpractice, suspension of a centre’s registration will only take place when all reasonable measures taken to encourage the centre to comply with standard requirements have failed to produce improvements.

4.3 If deemed necessary, the CIEH also reserves the right to enforce immediate centre and/or trainer suspension (see ‘Procedure for the auditing of registered centres and trainers’), or withdrawal of the registration of the centre/trainer prior to the official conclusion of the investigation.

4.4 Subject to the specifics of the investigation and its final outcome, it is possible that a particular case may lead directly to an audit visit by the Awarding Body.

4.5 Opportunities available to candidates affected by recorded malpractice may include:• retakingthecourseatthecentre’sexpense• resubmittingassignments• resittingtheexamination.

4.6 If, however, a complaint of malpractice against a candidate has been upheld, the penalty imposed will result, where appropriate, in his/her certificate(s) being invalidated and withdrawn.

4.7 The CIEH will at all times strive to protect the anonymity of the complainant.

4.8 If the CIEH decides that the complaint of malpractice was justifiable and as a consequence the malpractice has brought the Awarding Body into disrepute, immediate suspension or withdrawal of the registration of the centre and/or trainer may occur.

4.9 Certificates will be sent directly to successful candidates if a centre suspension is upheld for a long time. The centre will receive notification of the batches to which this applies.

5 The appeals process

5.1 The complainant may challenge the decision by writing directly to the Head of the Awarding Body within 28 days of the date of the letter with the decision.

5.2 This appeal process will be informed solely by the written representations from the complainant/other relevant parties already submitted to the Quality Assurance Manager.

5.3 Should the Head of the Awarding Body (on behalf of the Awarding Body) consider that a legitimate case has been made, the Quality Assurance Manager will, in addition to informing the other relevant parties, formally notify the centre/trainer concerned in writing of the final decision taken by the CIEH.

5.4 Upon receipt of the centre’s/trainer’s response or at the end of the 28-day period, whichever is earlier, the Quality Assurance Manager shall record the complaint and the action taken on the malpractice agenda.

5.5 The Head of the Awarding Body’s decision shall be final and binding and there shall be no obligation to provide a written explanation for the decision taken.

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1 Introduction

1.1 As part of its quality assurance process, the CIEH audits all aspects of the training, assessment and administration provided by registered centres. This is undertaken as a means of ensuring that units and qualifications are being effectively developed, maintained, assessed and monitored in accordance with the overall requirements of regulatory authorities such as Ofqual, DCELLS and CCEA.

1.2 The procedures outlined below have been created to promote standards of quality and integrity concerning the delivery and assessment of CIEH units and qualifications.

1.3 The audit process serves to provide both the CIEH and the centre with a means of reviewing the quality of the delivery and assessment of CIEH units and qualifications in relation to the established performance standards. It should also serve to encourage ongoing communication between both parties. The CIEH can become informed about innovative training solutions that are currently being employed and the centre can receive informed advice about how to improve training delivery.

1.4 The completed audit process will confirm existing good practice as well as highlighting areas where improvements to standards of quality need to be implemented within the specific centre.

1.5 The audit function is managed by the Quality Assurance Manager and administered at the CIEH by the Quality Assurance Team and a dedicated team of auditors who are field based. The auditors have extensive experience of all aspects of CIEH units and qualifications and training provision and have worked for the CIEH for a number of years.

1.6 It is possible that the visiting auditor may also be accompanied by a representative from a regulator, for example Ofqual. CIEH auditors and the regulatory authorities have a legal right of access to the training and/or administration sites of registered centres.

2 Accountability and responsibility of centres and trainers

2.1 The centre

2.1.1 The centre is accountable to the CIEH for all the training it provides in accordance with the Centre Charter (see ‘Procedure for training delivery’).

2.1.2 The centre is responsible for providing the CIEH with confirmation of action taken and/or evidence in response to mandatory requirements arising from audit.

2.1.3 The named Quality Assurance Contact is responsible, on behalf of the centre, for all aspects of quality assurance and management of the assessment of units and qualifications.

2.2 The trainer

2.2.1 The trainer is responsible to the centre for the delivery of training in accordance with the Trainer Charter (see ‘Procedure for training delivery’).

2.2.2 The trainer is responsible for working with the centre to provide the CIEH with confirmation of action taken and/or evidence in response to mandatory requirements arising from audit.

3 Audit standards and assessment criteria

3.1 Audit standards derive from considered procedures set out below and at all times should serve as the benchmark by which the performance of training centres and their adherence to quality standards is measured.

3.2 The standards and associated criteria outlined within this document provide the framework against which the commitment of the centres to quality standards will be assessed.

3.3 Assessed information may at all times be made available to the regulators on request.

3.4 All relevant candidate information must also be made freely available to the CIEH for audit purposes, if so required.

3.5 Core standards which the audit process will assess are based on the standards (see Table 1) presented within the Centre and Trainer Charters, which set the minimum standard that all registered centres/trainers throughout the CIEH training network are expected to achieve.

3.6 Commitment to each of these standards will be assessed and scored and then graded in the audit process (see Tables 2 and 3).

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Table 1: Standards against which centres/trainers are audited

Standard Criteria for assessment

1 All candidates are provided with appropriate pre-course information

a Joining instructions

b Course aims and objectives

c Information on course unit or qualification

d Quality of pre-course information

e The centre’s equality and diversity policy

f The CIEH Candidate Charter

g The candidate appeals procedure

2 An appropriate training solution is determined a Assessment of business and candidate needs

b Relevance of training

c Further development

d Expectations

3 The effective management of all issues relating to the delivery of the programme is assured

a Session plan

b Pre-course preparation

c Health and safety information

d Timings

4 The level and method of delivery is appropriate to the needs of the candidate

a Training methods

b Practical exercises

c Reasonable adjustment and special consideration

5 The quality of all training resources is assured a Currency and accuracy of training resources

b Checking training resources

c Response to changes

d Quality of training resources

6 The knowledge of the trainer is technically accurate and up to date

a Technical competence

b Response to questions

c Currency of knowledge

7 Centres to establish evaluation processes to maintain standards; trainers act to support evaluation processes to maintain standards

a Discussion of course objectives

b Course evaluation form

c Quality of evaluation documentation

d Record keeping

e Review process

8 Examinations and assessments are conducted according to CIEH and regulatory body requirements

a Security of examination papers

b Arrangements for candidates undertaking a QCF unit

c Examination room

d Seating arrangements and stationery

e Clock

f Invigilation

g Examination and assignment marking

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4 Audit types

4.1 A range of audits are used to ensure best practice at all times.

4.2 Centre self-assessment audit – a paper-based audit completed by the centre and supported by documentary evidence, which reviews the centre’s administration procedures and its monitoring of trainers.

4.3 Training audit – an audit visit that includes an inspection review of the centre administration processes and observation of course delivery and examination administration.

4.4 Administration audit – an audit visit to examine all aspects of course documentation associated with qualification delivery, administration and management.

4.5 Examination audit – an audit visit of the examination administration only.

4.6 Candidate audit – a questionnaire completed by candidates to evaluate their perception of the quality of a centre’s qualification delivery.

4.7 Unannounced audit – an audit visit that could be a training, administration or examination audit.

4.8 Combination audit – a multiple-format audit, combining any of the above.

4.9 Follow-up audit – centres that receive a poor or unacceptable result in their audit, or centres that provide blank forms or statements of intent, will undergo a supplementary audit to check that their systems/processes are in place and working effectively. There may be a charge for a follow-up audit.

5 Stages in the audit process

5.1 Centre self-assessment audit

5.1.1 This type of audit is usually the first in the audit process. If it is completed in a satisfactory manner and the centre demonstrates sufficient compliance to the audit standards, this may be the only type of audit to which the centre is submitted.

5.1.2 If the centre self-assessment audit is not completed in a satisfactory manner and the centre does not demonstrate sufficient compliance to the audit standards, other audit visits may be instigated (the type will depend on the outcome of the centre self-assessment audit).

5.2 Prior to the audit visit

5.2.1 The centre is requested to complete the CIEH centre self-assessment audit form – designed to assist in preparing for the audit. When completed and sent back to the CIEH it is passed on to an auditor to review. If this form is not received within a reasonable period of time, it will be assumed that the centre is inactive and centre and/or trainer registration will be suspended. The centre may be required to translate records and documents into English.

5.2.2 If an audit visit is to be arranged, the centre will receive a letter from the CIEH Quality Assurance Department stating the type of audit to be instigated (except in the case of an unannounced audit).

5.2.3 The assigned auditor will contact the centre to agree on a mutually suitable date for the visit. If requested, the centre is sent written confirmation of the date of the audit visit.

5.2.4 If, for any reason, the allocated auditor is unable to conduct the audit as planned, the centre will be advised in advance of the visit who will take his/her place, or another date will be arranged.

5.3 The audit visit

5.3.1 Most audits take up to one day, although some may take longer depending on the scope of the training provision.

5.3.2 The auditor may visit training and/or administration sites at the registered centre and at client company premises. Should it be necessary to visit these premises, the centre must inform the client of the impending visit and provide the auditor with full details of the arrangements.

5.3.3 The auditor will sit in on a CIEH training course without interrupting the session. It is recommended that the trainer provides an opportunity for the auditor to both introduce him/herself and explain his/her presence as a representative of the CIEH. This should serve to emphasise the validity of the unit or qualification the candidates are seeking to attain.

5.3.4 A registered centre contact and trainer should be in attendance on the day of the audit visit to answer questions. Candidates, clients and other staff may also be asked questions during break times about course delivery and management.

5.3.5 The process of auditing is designed to be open and transparent. The auditor may provide verbal feedback during the visit to convey initial impressions concerning identified strengths and weaknesses.

5.3.6 If a particular course has been cancelled, the audit will still take place with the option of returning to monitor this course at a later date.

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Table 2

Grading Auditor’s response Score

The criterion is met to a satisfactory level Yes 2

The criterion is partly, but not fully, met and improvements are required

Qualified 1

The criterion is not being met and improvements are required No 0

The criterion is not applicable for the particular course or training provider

Not applicable Criterion removed from scoring system

Table 3

Grading Auditor’s response

100% Excellent – all criteria are met and an excellent standard has been achieved

90–99% Very good – some minor improvements could be made but a very good standard has been achieved

80–89% Good – most criteria are met, some improvements are recommended but a good standard has been achieved

70–79% Satisfactory – some criteria have not been met and improvements are required to meet the expected standard

51–69% Poor – a number of criteria have not been met and major improvements are required to meet the expected standard

50% and under Unacceptable – many criteria have not been met, major deficiencies exist in course provision and/or administrative procedures; the centre will need to address these as a matter of urgency to continue in operation

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5.4 The audit report

5.4.1 The auditor will provide a full audit report within 4 weeks of receipt of the centre self-assessment audit (CSAA) or the visit. The audit report will contain a structured assessment of the centre’s commitment to all of the standards and associated criteria. Table 2 shows how each criterion is assessed and scored.

5.4.2 The scores for all relevant criteria are added up to form a total for the standard. This total is presented in the audit report as a percentage. For example, if for Standard 1 the centre is assessed to have met three criteria to a satisfactory level and one partially, the auditor’s score will be 7 out of 8.

5.4.3 Thus the overall score for the centre is calculated by adding together the scores for each standard and dividing this number by the maximum possible score, resulting in the overall score being presented as a percentage. Table 3 matches final score percentages with concluding assessment.

5.4.4 The audit report will also present CIEH recommendations offering advice on training practice outside the requirements of the audit standard. These should be considered for improving standards but compliance with this advice is voluntary not mandatory. The centre may subsequently choose to present evidence of compliance to the auditor or Quality Assurance Manager. Any recommendations given will remain on file.

5.4.5 However, CIEH requirements presented in the report will have mandatory status. They will provide full details of necessary corrective action that must be pursued to satisfy the required performance standard and thus avoid possible centre and trainer suspension.

5.4.6 As an integral part of ensuring that all candidates receive a fair and equal service, it is the responsibility of the registered centre processing the qualification to ensure that all trainers, contractors and external speakers comply with the mandatory requirements by working within CIEH guidelines.

5.4.7 Centres are encouraged to use positive assessments to promote the quality of their training provision to clients.

5.4.8 Subsequent to an audit, high-achieving centres may be considered for a Certificate of Quality.

5.4.9 The CIEH reserves the right to publish audit reports for public access.

5.5 Mandatory requirements

5.5.1 A centre is responsible for providing the documentary evidence of its corrective actions for all mandatory requirements in the audit report.

5.5.2 The centre has 4 weeks from the dispatch of the audit report to comply with any mandatory requirements.

6 Suspension of centre and/or trainer audit sanctions

6.1 In situations where deadlines have been ignored during the audit process, the centre and/or trainer’s registration(s) will be immediately suspended without further notification. This means that results will not be processed and certificates will not be issued (see paragraph 6.10 below).

6.2 The Quality Assurance Department can be consulted by the centre regarding the deadlines, and an extension may be granted if a reasonable explanation is given with sufficient notice.

6.3 The CIEH also reserves the right to enforce immediate centre and/or trainer registration suspension without the centre having been audited.

6.4 The purpose of suspending a centre’s and/or trainer’s registration(s) is to ensure the standardisation of practice across the centre/trainer network and to maintain the quality of CIEH qualifications.

6.5 A centre that has an audit suspension imposed can contact the Quality Assurance Department to agree an action plan and schedule to implement corrective actions and, thereby, address the mandatory requirements.

6.6 Once the documentary evidence for the corrective actions taken has been received by the Quality Assurance Department and been assessed as satisfactory, the audit suspension of the centre and/or trainer is lifted. The CIEH will then resume the processing of results and certificates will be issued.

6.7 Once the precise action points detailed in the requirements have been achieved, the centre may apply to the CIEH for a subsequent audit to verify that required standards have been met.

6.8 A centre may also apply to the CIEH for a subsequent audit in order to increase its overall rating.

6.9 A charge may be made for any requested follow-up audit or an audit following a malpractice investigation.

6.10 In order to minimise any negative impact on existing candidates, following suspension of centre registration:• resultsforunitsorqualificationscompletedpriorto

the date of suspension will be processed as normal• nofurtherresultswillbeprocesseduntilthe

suspension has been lifted• replacementcertificatesforunitsorqualificationstaken

prior to the suspension will be sent directly to candidates and charges will be made in the normal way – no charge if CIEH error, invoiced to the centre if its error and invoiced to the candidate if the certificate is lost.

6.11 The CIEH reserves the right to suspend automatically centres with poor or unacceptable audit results.

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7 Audit appeal process

7.1 The Quality Assurance Manager at the CIEH will make every effort to negotiate with the registered centre during a dispute concerning non-compliance with required standards. However, the centre will have the right to appeal if an audit suspension is enforced.

7.2 If the centre finds it difficult to comply with requirements within the stated timescale, it is possible an extension may be negotiated with the Quality Assurance Department.

7.3 An outright appeal against the conclusions of the audit must be submitted in writing to the Quality Assurance Manager within 28 days, stating the grounds of appeal, and all relevant supporting evidence and information should also be included. The evidence provided should show that the requirements, sanctions or enforcement of suspension are unreasonable.

7.4 The Quality Assurance Manager will consider the appeal within 28 days of receipt and will decide whether to:• upholdtheappealandreinstatethecentreregistration• amendtherequirementsbeingmadeofthecentre• dismisstheappealandrequestthecentretocomply

with the requirements.

7.5 If the centre is not satisfied with the outcome of the appeal, the matter may be referred to the Head of the Awarding Body (on behalf of the Awarding Body) where a final decision will be made. This decision will be based solely on the evidence already submitted.

8 Auditor code of practice

8.1 The auditor may provide general information and advice to registered training centres and trainers about products and services that would benefit the delivery of CIEH qualifications. The auditor will not promote his/her own products and/or services while on CIEH business.

8.2 Auditors will declare and not carry out activities for any organisation in which they have a personal interest. In the event of a conflict of interest arising with regard to auditing activities, this may result in another auditor being assigned to carry out the audit.

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AIS Answer information sheet – assessment tool for optical scan-marked examinations

Audit Formal visit to establish if quality assurance procedures are being followed

Audit report Report produced following a formal audit visit detailing observations and requirements

Auditor Independent assessor of centre’s training provision who checks compliance with quality assurance procedures and offers advice, where appropriate, regarding improving training provision

Candidate Course participant and person taking the end-of-course assessment

Candidate Assessment Record (CAR) Tool used to record assessments based on assignments

Centre A registered training provider responsible for administering programmes for CIEH qualifications

Centre agreement Annual agreement signed by centre contact agreeing to set terms and conditions

Centre Charter Certificate awarded to the centre detailing key quality standards

Certificate of Quality Awarded to centres following a satisfactory formal audit visit

CHGL Chadwick House Group Limited – the commercial arm of the CIEH

Chartered Institute of An awarding body for workplace qualifications in food safety, health and safety and Environmental Health (CIEH) environmental protection and also the professional membership body for 10,000

Environmental Health Practitioners in England, Wales and Northern Ireland

Chief External Examiner Person who ensures the integrity, scope and conduct of the portfolio of CIEH qualifications in terms of syllabus content and review, educational rigour, assessment regimes, accessibility to all groups and quality standards

Client Person or organisation buying training provision from a centre on behalf of self or others

Confirmation letter Letter confirming an original award sent by the CIEH in response to a candidate’s request for a replacement certificate issued before 1992

Course A planned event when training is delivered in support of a qualification

Course book Key text recommended to students undertaking a course

Course director Person in charge of delivering a course

Coursefinder contact Person at the centre responsible for maintaining the Coursefinder entry and enrolment of candidates

Glossary

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Glossary

Examiner Independent assessor of candidates’ examination scripts

External verifier Person employed to visit centres to ensure that the practical elements of the qualifications meet the requirements

Finance contact Person at the centre responsible for financial matters

Main Centre Contact Principal point of contact at a registered centre

Malpractice Any activity that compromises the integrity of the assessment process or the validity of the certificates

Moderator Independent assessor of trainers’ marking who confirms that the marks awarded meet the CIEH standard and are consistent across all candidates

Procedures Documents outlining the roles and responsibilities of the CIEH, centres and trainers with respect to the centre and trainer agreements

Programme Description of training, including overview of content and timings of sessions for the clients’/candidates’ information

Quality Assurance Contact The person at the centre responsible for quality and auditing issues

Second marking The process by which a written examination or assignment is marked by a second person at the request of a moderator

Session plan Document outlining content, timings, aims and objectives of a training session providing a guide of what is expected of the trainer and candidate

Stop A sanction imposed on centres and trainers who fail to comply with the terms of the centre or trainer agreement as detailed in the procedures

Subject contact Person at the centre responsible for each subject the centre is registered to deliver

Trainer Registered provider of training courses in support of CIEH qualification(s)

Trainer Charter Certificate awarded to the trainer detailing key quality standards

Trainer agreement Annual agreement signed by the trainer agreeing to set terms and conditions

Trainers’ Notes Training manual, including CD-ROM containing PowerPoint presentation, supplied as part of the CIEH training pack

Chartered Institute of Environmental Health Chadwick Court, 15 Hatfields, London SE1 8DJTelephone 020 7827 5800 (Option 1) Email customerservices@cieh.org Web www.cieh.org/training

© CIEH, 2010 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, issued, adapted or transmitted in part or in whole in any form or by any means without the prior permission of the publisher.