NCFE Apprenticeship Services End-Point Assessment

Regulations for the Conduct of End Point AssessmentNovember 2017

REGULATIONS FOR THE CONDUCT OF END POINT ASSESSMENT

CONTENTS

Section 1 Overview of the policy...........................................................................................1Section 2 ...........................................................................................End Point Assessment

2Section 3 ................Internal Quality Assurance (IQA) and External Quality Assurance (EQA)

3Section 4 ......................................................................................................Preparing for the EPA

4Section 5 ...........................................................................................Administering the EPA

10Section 6 End of the EPA...................................................................................................13Section 7 Contacts.............................................................................................................16

Appendix A:    Glossary of Terms..............................................................................................17Appendix B Mobile Phone Poster..........................................................................................18Appendix C Seating Plan.......................................................................................................19Appendix D Instructions for Invigilator to read out before an invigilated sessions..................20

Regulations for the Conduct of End-Point Assessment

Section 1 Overview of the policy

1.1 Scope of the Policy

This policy covers the delivery of End-Point Assessments (EPA) which are subject to internal and external quality assurance. NCFE EPA products include those which may be offered and / or delivered under an NCFE - owned brand name (for example ‘CACHE’).

The policy also forms part of a suite of NCFE Apprenticeship Services End-Point Assessment (EPA) policies, all of which are designed to:

protect apprentices who are registered with us; minimise the risk of an Adverse Effect occurring; help support us and all other partners involved in risk management and risk minimisation; help ensure we and all partners comply with all relevant legislation and guidance; and help improve and refine our products and Services.

For our partners, this policy supports the compliance with the Contract. It does not replace any of the requirements contained within that Contract. Non-adherence to our NCFE Apprenticeship Services EPA policies may constitute Maladministration, Malpractice and / or a breach of the Contract. Please ensure all policies are read and implemented carefully.

This policy should also be read in conjunction with the following policies, which are available on our platform and from our NCFE Apprenticeship Services EPA Team:

Agreement for Provision of Services Relating to End-Point Assessment Contract Complaints Policy Maladministration and Malpractice Policy Reasonable Adjustments and Special Conditions

1.2 Purpose of the policy

NCFE Apprenticeship Services EPA Team are committed to the highest standards of integrity, openness and probity. We’re committed to directly providing, and working with our partners who provide, a transparent and honest working environment that is free from wrong doing, malpractice, or corruption. In line with the Public Interest Disclosure Act 1998 they can raise relevant disclosures relating to these matters to us.

The purpose of this policy is to allow our apprentices, staff, partners and other organisations to feel comfortable and secure in how we expect them to conduct themselves.

1.3 Who needs to know about the policy?

Partners must make the apprentices and staff (including, site, sub-site or contractual staff) who are involved in the design, delivery, management, assessment and quality assurance of End-Point Standard (EPA) aware of, and familiar with, the contents of the policy.

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1.4 Obtaining copies of the policy

Partners can download copies of the policy from our platform or copies from our NCFE Apprenticeship Services EPA Team.

1.5 Reviewing the policy

We will review this policy regularly and where otherwise necessary and may revise it as required in response to the findings of any review.

1.6 Complaint

Partners have the right to express their dissatisfaction regarding our actions, products or Services. Our Complaints Policy in particular outlines when we will and will not accept a complaint, and when our decisions are final. Please see our Complaints Policy for more information.

Section 2 End Point Assessment

2.1 Responsible/Designated Person

Responsible Person – EPA Quality Assurance Manager (QAM) is responsible to NCFE Apprenticeship Services EPA Team for making sure all End-Point Standards (EPA) are conducted in line with these regulations.

Designated Person – EPA Quality Assurance Manager must delegate a member of NCFE Apprenticeship Services EPA Team to be the designated person to carry out the administration of the End-Point Standards (EPA) in line with these regulations.

2.2 What is an EPA?

EPA are set and graded by Independent End-Point Assessors (IEPA) and Lead Independent End-Point Assessors (LIEPA) and must be completed:

independently from the training of the standard; within the requirements of the standard plans and within specified time allocation (no

activities/questions should be set as homework); and independently by the apprentice.

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Partners must not:

lead on any activities; assess the EPA evidence at any point before Gateway or during EPA activity; or photocopy, alter or format the EPA materials in any way.

For the purpose of this document, when we refer to the EPA it will be in line with the type of standard, standard guidance and assessment plan requirements.

NCFE Apprenticeship Services EPA Team offers the EPA apprentice journey from enrolment through Gateway until certification on an online platform. This allows the NCFE Apprenticeship Services EPA Team to have a digital first approach.

Section 3 Internal Quality Assurance (IQA) and External Quality Assurance (EQA)

3.1 Observation of End-Point Assessments

NCFE Apprenticeship Services End-Point Assessment (EPA) Team reserves the right to observe the EPA process without prior notification, to confirm that these regulations are being adhered to.

On arrival at the partner organisation, the NCFE EPA representative, (this maybe be an internal or external partner) will introduce themselves and explain the reason for the visit;

the NCFE EPA representative should be accompanied by a partner throughout the duration of the visit;

storage facilities for the EPA materials will be reviewed along with the location of the EPA; and

a completed EPA IQA/EQA Visit Report will be made available to the partner following the visit.

If an NCFE EPA representative observes any malpractice or non-compliance with these regulations, they have the right to declare the EPA void. In such cases, the NCFE EPA representative will report the incident to our EPA Quality Assurance team who will arrange to carry out an investigation.

3.2 EPA malpractice/maladministration

If at any time during the EPA there is a violation of these regulations, the Invigilator has the right to void the EPA immediately. If they do so they must also inform NCFE Apprenticeship Services EPA Team immediately with a report of what occurred – please see our Incident and Investigation Report available on our platform.

If any of these regulations are breached by a partner, apprentice, Invigilator or other person(s) involved in the conduct of the EPA, then NCFE Apprenticeship Services EPA Team may declare the EPA void.

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In the event of a suspected or actual breach of these regulations by apprentices:

The work completed by the apprentice(s) concerned and any unauthorised materials (if applicable) must be confiscated from the apprentice and given to the Designated Person to return to NCFE Apprenticeship Services EPA Team.

All apprentices suspected of breaching these regulations should be instructed to leave the room immediately if appropriate to do so.

At the end of the EPA the Invigilator must report all relevant facts on the Incident and Investigation Report.

The Invigilator should also indicate on the apprentice answer sheet/booklet (if paper based) that they were removed from the EPA.

The Invigilator should report the incident to the QAM as soon as possible. NCFE Apprenticeship Services EPA Team should be informed immediately of any

irregularity. The partner should conduct their own investigation into the incident and report the incident

and their findings to our EPA Quality Assurance team using the Incident and Investigation Report on our platform.

NCFE Apprenticeship Services EPA Team reserve the right to investigate each case of alleged or actual malpractice/ maladministration committed by an apprentice, partner, Invigilators or other person(s) involved in the conduct of the EPA in order to establish all of the facts and circumstances surrounding the case. The investigation will be carried out in accordance with NCFE Apprenticeship Services EPA Team’s Maladministration and Malpractice Policy.

3.3 Ownership of EPA material

All EPA material remains the property of NCFE Apprenticeship Services EPA Team. This includes all answer sheets/booklets and digital evidence. EPA materials are not returned to Partners.

NCFE Apprenticeship Services EPA Team will store EPA material for 7 years in line with data protection requirements. It will then be disposed of in a confidential manner.

Section 4 Preparing for the EPA

4.1 Requesting EPA

Enrolments must be made onto our platform as instructed at Contract. All EPA activity must be made in line with the standard requirements for the type of standard via the platform. All apprentices must be entered by the appropriate deadline as advertised in our EPA Fees and Pricing or other published deadlines. For an apprentice to go through Gateway, the enrolment must be a minimum of 3 months prior to completing the standard requirements for duration on programme and the training with the Independent Training Provider (ITP).

We strongly advise that our partners should enrol the apprentices onto the EPA platform as soon as possible to enable the access of all NCFE Apprenticeship Services EPA Policies, Procedures,

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EPA documentation and materials. Partners should contact the EPA Quality Assurance Team if they have any queries about this process.

When requesting EPAs, Partners must state:

the full address of the proposed site the proposed date and time if determined by the Partner.

If the date, time or site of the EPA changes, you’ll need to notify NCFE Apprenticeship Services EPA Team of this (see Section 3.6).

4.2 Reasonable Adjustments

NCFE Apprenticeship Services EPA Team seeks to provide equal access to EPA for all apprentices registered for its standards. NCFE Apprenticeship Services EPA Team recognises that reasonable adjustments may be required at the time of the EPA and information is available in our EPA Reasonable Adjustment and Special Considerations Policy on our platform. This will also explain how to submit a request and the associated timescales.

4.3 Planning the EPA

The QAM is responsible for ensuring that the full amount of time specified for EPA is planned.

The permitted time must not be increased, unless a reasonable adjustment has been agreed for an apprentice (see Section 4.2). This adjustment must be recorded on the EPA IEPA feedback documentation.

The permitted time must not be decreased. Apprentices must be given the opportunity to complete the full amount of time for the EPA.

4.4 Alternative dates/times

Alternative dates/times will not be considered for the following:

work experience; school function or closure; field trip; sporting events below international level; holidays and weddings; or an apprentice’s personal arrangements.

4.5 Large cohorts

If the Partner has a large cohort and require the apprentices to complete the EPA at different times, the partner must ensure that the first cohort complete at the published time and the remaining cohorts immediately after, ensuring that the apprentices are supervised as per requirements in section 3.6.3.4.6 Cancelling/transferring the EPA

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If partners decide to cancel the EPA within 24 hours of the chosen date/time, a fee will be charged. See Fees and Cancellation Policy on NCFE Apprenticeship Services EPA platform.

If the cancellation or transfer of the EPA is earlier than 24 hours, then a different date/time can be agreed and arranged with their allocated IEPA.

If EPA paperwork has already been received for the cancelled EPA by the Partner, this must be returned unopened by special delivery/secure courier, within 24 hours of the decision. An administration fee may be charged.

4.7 EPA materials

EPA documentation/material requested and agreed following a Reasonable Adjustment or Special consideration Request will be dispatched for the Apprentice and addressed to the Designated Partner before the beginning of the EPA.

The Designated Partner will be responsible for:

the security and integrity of the EPA materials (e.g. used/unused Multi Choice Questions (MCQ), partially or fully completed Apprentice work and the EPA documentation) at all times;

ensuring that EPA material is logged on receipt (preferably at Reception); checking the EPA documentation and discussing any amendments/additions/withdrawals

with the EPA Quality Assurance Team immediately; informing the EPA Quality Assurance Team of any damage to EPA materials upon receipt; storing the EPA material in a secure (locked) cabinet in a secure location. Access to this

storage must be restricted to authorised personnel only; and ensuring that any unauthorised personnel do not have access to the EPA materials or

completed apprentice work unless they are acting as an authorised reader/scribe for apprentices who have agreed Reasonable Adjustments (please see Section 3.2).

EPA material must remain sealed, stored securely and must not be opened before:

the set date/time of the EPA; or the start of the partner scheduled supervised or invigilated EPA.

Every care is taken to ensure that all EPA materials are correctly issued and safely received.

NCFE Apprenticeship Services EPA Team are not responsible for any loss that occurs after receipt at the partner. NCFE Apprenticeship Services EPA Team reserves the right to investigate any irregular circumstances regarding the security of EPA materials.

See information in Section 5.5 for returning EPAs.

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4.8 Recruitment and management of partners involved in EPA (Invigilators).

The partner is responsible for the recruitment and training of EPA invigilator and ensuring that they are equipped to carry out their duties appropriately. EPA invigilators must be:

appointed by partner and act on behalf of the partner; suitably trained and familiar with the content of these regulations. Details of this training must

be retained on file for NCFE Apprenticeship Services EPA Team reference as required; provided with all resources and documents necessary for the conduct of the EPA Resources. aware of reasonable adjustments authorised for any apprentices. Support for these

apprentices is allowed in line with NCFE Apprenticeship Services EPA Reasonable Adjustment and Special Consideration Policy; and

when readers/scribes are provided for apprentices with reasonable adjustments requirements, an Invigilator must also be present. Readers/scribes are not allowed to act as Invigilators.

No partner may be appointed to act as sole Invigilator for an EPA involving apprentices they have trained or internally quality assured. They can act as an additional Invigilator only.

4.9 Required number of Invigilators

The minimum number of Invigilators required in each room used for the EPA of Apprentices is as follows:

Single date and time/on demand EPA(e.g. MCQ)1 invigilator for 30 apprentices or less

Where only one Invigilator is present, they must be able to summon assistance in case of emergencies without the need to leave apprentices unattended, e.g. if an apprentice becomes ill. The number of Invigilators must never fall below the minimum numbers specified

4.10 Preparing the Apprentices

Apprentices must be fully prepared for the EPA:

content of the standard must be delivered prior to the EPA. Partners must inform apprentices of:

o the date, time and location of the EPA; o the conditions under which their EPA will be conducted;o Apprentices must be aware that they cannot take any materials or pre-prepared

evidence (e.g. notes, course work relating to the Standard) into the EPA unless specifically stated in the standard; and

o the resources they are required to bring to the EPA and what will be supplied by the partner.

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Apprentices must be able to work with the equipment and materials with which they are accustomed as far as permitted by these regulations.

4.11 Accommodation

To ensure the EPA is administered correctly, the Designated Partner is responsible for ensuring the allocated room is:

suitable in terms of specialist facilities/resources (including computers and printers if applicable), where relevant;

stocked with appropriate stationery and any specified items required by apprentices; suitably quiet, undisturbed, with adequate space, heating, lighting and ventilation; displaying the following information:

o start and finish times for the EPA; ando Partner name and number.

set up correctly:o free from any display/teaching and learning material (such as diagrams, wall charts etc.)

on show which may provide the apprentice with an advantage in the EPA;o sign placed outside the room to indicate an EPA is in progress;o ensure that all apprentices are able to clearly see a clock;o allow for apprentices to be free from disruption if more than one EPA is being held in the

same room;o if apprentices are working at tables or computer workstations, they must be seated on

separate tables/workstations. Apprentices should be arranged facing the same direction; and

o where this is not possible and an alternative room is not available, apprentices must not be in a position to overlook another apprentices work.

4.12 Use of computers, internet/intranet and electronic devices

4.12.1 Use of computers/electronic devices

Partners should confirm if the use of computers/any electronic device(s) are allowed for the EPA. This information is available in the standard. If applicable, the Designated Partner needs to:

provide suitably trained Technical Assistants who are readily available in case of equipment malfunction only and have no other involvement with the EPA;

ensure any device used to complete the EPA is provided by the partnero the device(s) must be free from any material/additional facilities that would give the

apprentice an unfair advantage, e.g. retrievable information etc. o devices must not be borrowed from another apprentices during the EPA.

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4.12.2 Use of internet/intranet

Internet - access may be allowed as part of the EPA for some standards. Partners must check the arrangements for the standards they are delivering.

Where use of the internet is permitted, the following must be adhered to:

the evidence must be the apprentice’s own work; and EPA material must not be uploaded onto any social networking sites/put into the public

domain.

If internet access is not permitted during the EPA, Partner’s must ensure that it is disabled to avoid apprentices accessing it.

Intranet - Partners should refer to specific standard information to determine if the partner intranet can be accessed during the EPA. If intranet access is allowed, the apprentice should not be able to access any teaching and learning material unless specifically stated in the standard.

4.13 Online Standard

NCFE Apprenticeship Services EPA has an online platform to allow apprentices, for those standards that are available online, to complete their EPAs electronically. These EPAs must still adhere to all sections of these regulations. In addition to the guidance in Section 4.11.1 the partner needs to:

provide appropriate security systems to prevent unauthorised access to the online platform; and

confirm they meet the technical specification for the NCFE Apprenticeship Services EPA online platform.

Instructions for Invigilators

In addition to the standard instructions the Invigilator needs to:

distribute apprentice log on details to relevant apprentices.

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Section 5 Administering the EPA

5.1 Requirements to administer the EPA

The following requirements apply to administering NCFE Apprenticeship Services EPA:

when paper based EPAs are opened at the allocated time/date, the Customer Support Team must be informed if:o any materials have been damaged in transit;o there are any discrepancies or missing papers identified; and/oro any breach of security has occurred.

no stimulus materials used by the partner or work completed during the training of the standard can be used in the EPA unless specifically stated in the standard;

EPA materials must not be altered in any way by the partner; agreed resources must be supplied; Apprentices must be in the EPA room at least 10 minutes before the start of the EPA to allow

time for the Invigilator to read out the generic instructions; all personal belongings must be securely stored outside the room or out of reach of the

apprentices at the front of the room; Invigilators must:

o remain alert and observe apprentices at all times. They must not read or carry out any other activity unless stated within regulations;

o ensure accurate timekeeping for the length of the EPA; ando report any issues which may occur during the EPA immediately to the Designated

Partner and complete details on the EPA documentation. Invigilators must not:

o leave the EPA room without another Invigilator being present;o read any words from the EPA paper other than the instructions for apprentices;o rephrase or explain any terms to an apprentice;o make any comment where an apprentice believes that there is an error or omission on a

paper. Invigilators must refer the matter immediately to the Designated Partner; oro comment or offer advice to the apprentice about their work.

Technical preparationo may need to be completed before the start of the EPA e.g. preparation of recording

equipment.

5.2 Transportation of EPA

EPA materials must be collected from their secure storage at the start of each EPA (invigilated session) by an authorised partner e.g.: the Invigilator for invigilated standards

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5.3 Identification of Apprentices

It is essential that apprentices are identified prior to the EPA. It is acceptable for an Invigilator to validate an apprentice who is known to them.

o If this is not possible then the apprentice must provide photographic identification to enable the Invigilator to verify their identity.

If identification is not possible due to religious garments being worn, e.g. a veil, then the apprentice should be approached by a partner of the same gender and taken to a private room where they should be politely asked to remove the religious clothing for identification purposes. When identification has been established the garment can be replaced and the apprentice can proceed as normal to complete the EPA.

The apprentice must use the name that they have been registered with. Failure to do so may cause delays to the results release. If any amendments are required then the partner should contact the Customer Support Team as soon as possible.o If an apprentice sits an EPA using another name (whether this is intentional or not), this

will be investigated in line with NCFE Apprenticeship Services EPA Maladministration and Malpractice Policy.

A seating plan must be prepared showing the exact position of each apprentice. This information must be made available to NCFE Apprenticeship Services EPA Team on request. Any changes to this plan must be noted by the Invigilator.

5.4 Late arrivals

At the Invigilator’s discretion, apprentices may be allowed to enter the room late whilst the EPA is in progress. The partner should have a policy in place for late arrivals. The full EPA period should be provided depending on the partner’s organisational arrangements and providing that adequate supervision arrangements are in place. Where an apprentice has been allowed into the room after the start time, the EPA materials and apprentice’s work should be submitted in line with the regulations and the full circumstances of the late arrival should be recorded on the EPA documentation.

Any late apprentices must be advised of the relevant instructions before entering the room. An alternative partner or additional Invigilator can carry this out. Apprentices within the EPA room must not be left unsupervised.

If the apprentice arrives after the EPA has finished then the partner should contact the EPA Quality Assurance Team immediately for a decision to be made whether the apprentice can complete the EPA. The apprentice should be supervised until a decision has been made.

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5.5 Leaving the EPA

If apprentices request to leave an EPA, the following applies:

EPA lasting 2 hours or more – Apprentices will not be permitted to leave the room during the first hour of the EPA.

EPA lasting less than 2 hours – Apprentices will not be permitted to leave the room before half the standard time has passed.

5.6 Emergencies during EPA

If an emergency occurs during the EPA, e.g. fire alarm, bomb warning etc., the Invigilator must ensure:

the EPA room is evacuated in accordance with the partner’s agreed emergency procedures; Apprentices leave the EPA materials in the room; Apprentices are kept apart and unable to converse with each other; and Apprentices are unable to consult books, notes, mobile phones or the internet.

If the above have been adhered to then the EPA can be resumed when it is safe to do so and the full remainder of allocated time applied.

If the Invigilator believes at any time that there has been a breach of the EPA security then they must void the EPA immediately and notify NCFE Apprenticeship Services EPA Team with full details.

Details of any emergencies/disturbances during the EPA must be entered on the EPA Documentation and NCFE Apprenticeship Services EPA Team notified immediately.

Online EPA

If an emergency occurs or an EPA has to be abandoned, apprentices must leave computers switched on at their desks in the room and the room must be evacuated in accordance with the Partner’s agreed emergency procedures.

If the EPA can be resumed, the Invigilator should follow the instructions for completing the EPA.

If the EPA cannot be resumed then the Invigilator must record all details and notify NCFE Apprenticeship Services EPA Team as soon as possible to avoid the disadvantaging the apprentices.

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5.7 Invigilation

Invigilators must read out the generic instructions in Appendix E.

If an apprentice needs to leave the EPA room temporarily because they’re unwell or need to go to the toilet, the Invigilator must ensure the apprentice is accompanied by a partner and does not:

speak to anyone else; consult any notes; have access to a mobile phone or any other electronic devices, e.g. iPods, Smart watches etc.

or make any calls; or breach the security of the EPA.

The remaining apprentices must not be left unattended at any point.

5.8 Partner arranged invigilated EPA

For those standards that allow the partner to plan invigilated EPA sessions, all requirements for administering and invigilating EPAs must be followed. In addition, the following apply:

all standard material must be securely stored in between sessions; and EPA documentation must be completed at the end of each session.

Section 6 End of the EPA

At the end of the allocated time, apprentices must be instructed to:

stop writing/working. If apprentices fail to do so they must be warned that they face disqualification;

check their personal details are correct and completed; label their work; remain seated and silent while the Invigilator collects all the EPA material. Only when all the

paperwork is accounted for can apprentices leave the room; and for online standards the system will automatically move the apprentice to the final screen

when they finish the standard of the allocated time has expired. Apprentices may leave the room at the discretion of the Invigilator, ensuring no disturbance is caused to other apprentices.

Invigilators must ensure any rough paper is collected in and securely destroyed.

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6.1 Printing of evidence

If printing is a requirement of the standard then instructions provided on the standard must be followed and time allowed as appropriate.

Where printed evidence is a requirement of the standard, the computer MUST either be connected to a printer so that a script can be printed off, or have the facility to print from a portable storage medium. Printing must be completed after the standard is over. The apprentice must be present to verify that the work printed is his or her own. Word processed evidence must be attached to any standard materials

6.2 Labelling of work

All individual pieces of evidence produced/storage mediums and additional paper used by the apprentice during EPA must be clearly labelled by the apprentice with:

Partner name; Partner number; Apprentice name; and Apprentice number.

Partners can provide stickers with these details on if required.

Labelling can be completed after the EPA under supervision to ensure the apprentice is not changing/adding to their answers.

If an IEPA/LIEPA is unable to identify the evidence that relates to each task, then the EPA may not be marked.

6.3 Electronic evidence

NCFE Apprenticeship Services EPA allows submission of electronic evidence for elements of some EPAs in particular standards. Partners should check the standard to ensure they comply with the requirements for the standard they are delivering.

Apprentices should ensure all files have been saved on the platform for the standard and that the file can be opened. Omissions will not be accepted after submission.

If an apprentice has used a computer to produce evidence which is not allowed to be submitted electronically, e.g. word documents, presentations, leaflets etc., this evidence should be printed out and attached securely to the EPA. Apprentices should be reminded that:

their name, apprentice number, partner name and partner number should appear as a header or footer on each page; and

the standard/criteria is attributed to the answer.

Where audio/visual evidence of multiple apprentices is used, partners must ensure:13 | P a g e

that each apprentice being assessed is clearly visible and identifiable; and only work relevant to the standard is provided with the standard criteria clearly demonstrated.

6.3.1 Retaining electronic evidence

Evidence completed electronically by the apprentice as part of the EPA must be retained by the partner for NCFE Apprenticeship Services EPA audit purposes until results have been released. Only the Designated Partner should have access to this if instructed by NCFE Apprenticeship Services EPA Team to do so. Under no circumstances should any other individual have access to the electronic work.

6.4 EPA Documentation

Partners must ensure that EPA documentation is fully completed before returning to NCFE Apprenticeship Services EPA Team. Any omissions/discrepancies will be followed up and may delay the release of results. Examples of completed documentation are available on our platform for reference to confirm requirements. Partners should contact the NCFE Quality Assurance Team if they have any queries on how to complete the documentation.

6.5 Returning EPAs

Under no circumstances should completed standard material be accessed/copied by the partner. Partners are responsible for the return of relevant EPA material.

Partially or fully completed apprentice work, and the EPA register(s) must be returned to by special delivery/secure courier within one working day of the EPA taking place.

Late return fees will apply to any completed EPA material that is not received 48 hours following the EPA. Refer to the Fees and Pricing Document on the platform.

Late returns will be marked at NCFE Apprenticeship Services EPA Teams discretion. NCFE Apprenticeship Services EPA Team will investigate why the EPA material has not been returned within this period.

NCFE Apprenticeship Services EPA Team are not responsible for any submitted EPA material until it has been delivered to the designated address and is signed for.

Partners must ensure that no EPA and/or apprentice evidence is tampered with/copied at any point during or at the end of the standard.

All EPA materials including unused papers must be returned to NCFE Apprenticeship Services EPA Team within 1 week of the EPA taking place.

All other standards do not require unused materials including papers to be returned. However, they must be securely disposed of after the standard and not released to delivery staff.

6.6 Withdrawal from the EPAs

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Standards with limited EPA attempts:

If an apprentice attends the EPA this counts as an attempt and the entry cannot be withdrawn.

If an apprentice does not attend the EPA (has not accessed the paper at all) then this entry can be withdrawn and will not count as an attempt.

For all other standards:

If an apprentice does not attend this will count as an attempt against the EPA.

Section 7 Contacts

Your contact for this policy

If you have any queries about the contents of the policy, please contact our NCFE Apprenticeship Services EPA Team on:

Email: epaqualityassurance @ n c f e .o r g . uk

Telephone: 0191 240 5980*1

Post: NCFE Apprenticeship Services EPA TeamQ6, Quorum Business Park Benton LaneNewcastle upon Tyne NE12 8BT

1*To continue to improve our levels of customer service, telephone calls may be recorded for training and quality purposes.

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Appendix A:    Glossary of Terms

Abbreviation or Term

Meaning

Contract A contract may be a service level agreement (SLA), partnership agreement, contract for goods/services or any other signed agreement in place with our partners.

EPA End-Point Assessment:  An EPA is a collection of assessments that offers confirmation of knowledge, skills and behaviours (known as KSBs) for a particular role. It takes place once the apprenticeship training has been completed, and the apprentice is deemed ready to enter the Gateway for EPA. The EPA must be achieved before an apprenticeship certificate can be issued.  The structure of an EPA is designed to ensure that those making a decision on the competency of an apprentice are totally unbiased. This means that an assessment must either be conducted by an independent third party, or in a way that ensures no party involved in the management or training of the apprentice can make the sole decision on competence and passing the EPA – via a panel of experts, for example.

EPAO End-Point Assessment Organisation: an organisation providing EPA.

Gateway When an apprentice reaches the end of their training, the employer (supported by the Independent Training Provider) will make the decision on whether or not the apprentice is ready to take the EPA – this decision process or stage is known as the “Gateway”.

HRD Human Resources Development Team:  within NCFE, based at Q6, Quorum Business Park, Newcastle upon Tyne NE12 8BT.

ITP Independent Training Provider: a person who delivers training to an apprentice to enable the apprentice to reach Gateway in conjunction with employers.

IEPA Independent End-Point Assessor: a person who facilitates an unbiased assessment of an apprentice’s competencies against the KSBs of the standard.

LIEPA Lead Independent End-Point Assessor: a person responsible for internal quality assurance and standardisation of all assessment practice within EPA and is the sector expert.

Ofqual Office of Qualifications and Examinations Regulation: a government body regulating examinations, assessments, and qualifications in England and vocational qualifications in Northern Ireland.

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Partner This can be apprentices, employees, employers, external quality assessors, Independent Training Providers and workers.

Appendix B Mobile Phone Poster

NO iPODs. MOBILE PHONESMP3/4 PLAYERSSMARTWATCHES

NO POTENTIAL TECHNOLOGICAL/WEB ENABLED SOURCES OF INFORMATION

Possession of unauthorised items, such as a mobile phone, is an infringement of NCFE Apprenticeship Services EPA’s Regulations for the Conduct of EPA and could result inDISQUALIFICATION from your examination and your overall Qualification

Effective from 29.11.17

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Appendix C Seating Plan

NCFE Apprenticeship Services EPA Team requires you to use a seating plan for each EPA. This allows a partner to track which apprentices have attended an EPA and helps when conducting investigations should they occur.

This seating plan is an example of how you could plan a room and record it. See Section 3.10 for detail on accommodation of the Standard.

We would recommend seating apprentices in the order as to which they appear on the EPA documentation supplied with the EPA papers.

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At least 1.25m part

Invigilator

Apprentice 1 Apprentice 2

Apprentice 3 Apprentice 4

At least 1.25m apart

At least 1.25m apart

At least 1.25m apart

At least 1.25m apart

Appendix D Instructions for the Invigilator to read out before starting the invigilated EPA

The following should be read out at the beginning of each invigilated EPA:

I am your Invigilator for this EPA, do not begin your EPA until I instruct you to do so

please complete your name, NCFE Apprenticeship Services EPA Apprentice number, partner number and name on the front of the paperwork/activity(If the Independent End-Point Assessor (IEPA) is not able to identify which activity relates to which EPA then, they may not be able to grade that work)

read the “instructions for apprentices” in the EPA paper and make sure that you understand them

read each activity/question carefully and attempt to complete all parts of the activity/questions as instructed in the EPA

please ensure that your answers are clear and legible

you must work independently and decide yourself how to approach the standard guidance and all the activities, all evidence must be your own.

you must not have any notes, books, dictionaries or other information with you unless it is specifically allowed by the rules of the EPA. If you have brought anything into the room you must give it to me/us before the EPA begins

you must decide yourself how to present your evidence. This must be the most appropriate method which will fit the requirements of the guidance and the activity

I cannot provide you with any feedback or help with any activities (if applicable) the timings for each activity have been provided on the EPA paper. Use these as a guide to how long you should spend on each activity.

you must not use the internet unless it is specifically permitted by the rules of the EPA

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mobile phones, smart phones, iPods, tablets and Kindles and any other means of electronic communication aren’t allowed in the EPA room. If you’ve brought these into the EPA room please switch them off and place the item(s) in your bag. Bags, coats and any other belongings should be left in the designated area of the EPA room out of your reach

you must not communicate with anyone other than me/us in any way. If you have any problems and need to speak to me/us, please raise your hand to attract my/our attention. Don’t make a noise or distract other apprentices.

check that you have all the resources you require to complete the EPA.

if you require additional paper, please raise your hand and it will be brought to you. This must be labelled clearly and securely attached to your EPA paper

I/we will not be able to explain the activity; I can however give you technical assistance, e.g. if there is a power failure or your computer crashes

food and drink is allowed, however, all packaging and labels must be removed. (This point is at the Head of Partner’s discretion)

if you finish your work and wish to leave, please raise your hand and I/we will check the time before giving you permission to go. Please leave as quietly as possible, so as not to disturb other apprentices. Make sure that you have left your work behind. note that you will not be able to return to the room

you must not take any paperwork relating to the EPA out of the EPA room

you must sign the apprentice declaration on the front of your Standard paper (If applicable)

as this is an EPA you should not upload or share any work or evidence on any social media sites, or discuss with anyone

if there’s any evidence which is allowed to be submitted electronically you are responsible for saving this in an acceptable format. All other work completed on the computer must be printed out and attached to the EPA. You must ensure that all files are submitted for your standard

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if the IEPA is not able to access the evidence then they will not be able to grade the work.

by starting the EPA you are agreeing that you have understood and accepted these rules. Any breach may be considered malpractice.

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