IELTS Professional Support Network (PSN) Manual (Speaking ...

IELTS Professional Support Network (PSN) Manual (Speaking) 2019

The PSN Manual is a confidential document which should only be used by members of IELTS

staff directly in involved in IELTS Examiner administration – e.g. Centre Administrators,

Examiner Support Coordinators (ESCs), Examiner Trainers and IELTS Examiners. Copies of

the PSN Manual must be securely stored at a centre and signed out/in at all times.

IDP:IELTS Australia Pty Ltd and British Council reserve the right to intervene in any aspect of PSN management to ensure the effective operation of the PSN system.

IELTS PSN Speaking Manual 2019 edition – CONFIDENTIAL

IELTS Professional Support Network (PSN) Manual Speaking 2019

Contents

Introduction to the PSN Speaking Manual ................................................................................................... 6

The Network of Professionals ................................................................................................................... 6

The stages of the IELTS PSN .................................................................................................................. 8

Overview of Roles and Responsibilities ....................................................................................................... 9

SECTION E1: IELTS EXAMINER RECRUITMENT .................................................................................. 20

E1.1: Examiner Recruitment / Application Policy and Procedures ............................................................ 21

E1.2: Examiner Minimum Professional Requirements (Internal Use Only) ............................................... 24

E1.3: Assessment of Language Level (Applicants and Examiners) .......................................................... 26

E1.4: Examiner Recruitment Interview (for use by Administrator and Examiner Trainer) ........................ 28

E1.5: Examiner Induction ........................................................................................................................... 29

RECRUITMENT APPENDIX

Appendix 1: Guide for Applicants to IELTS Examiner Recruitment........................................................... 30

Appendix 2: Examiner Model Advertisement ............................................................................................. 32

Appendix 3: Examiner Application Form .................................................................................................... 33

Appendix 4: Examiner Minimum Professional Requirements .................................................................... 40

Appendix 5: Letter to Referee .................................................................................................................... 41

Appendix 6: Model Texts for Assessment of an Applicant’s or Examiner’s Language Level .................... 42

Appendix 7: IELTS Examiner Application Approval – Cover Sheet........................................................... 44

Appendix 8: Model Texts for Unsuccessful Examiner Applicants (Application, Interview) ........................ 46

Appendix 9: Model Texts for Successful Examiner Applicants (Application, Interview) ............................ 47

Appendix 10a: Guidelines for Examiner Interviews ................................................................................... 49

Appendix 10b: Record of Recruitment Interview ....................................................................................... 52

Appendix 11: Record of Self-Access Induction Materials .......................................................................... 53

Appendix 12: Examiner Induction Confirmation......................................................................................... 54

Appendix 13a: Administrator and ET Checklist – Examiner Recruitment, Interview and Induction .......... 55

SECTION E2: IELTS EXAMINER TRAINING, CERTIFICATION, STANDARDISATION, RECERTIFICATION AND MONITORING ................................................................................................. 58

E2.1: Examiner Training and Certification ................................................................................................. 59

E2.2: Examiner Standardisation and Recertification ................................................................................. 63

E2.3: Monitoring and Support for New and Inactive Examiners ................................................................ 65

E2.4a: PSN Monitoring for Current Examiners .......................................................................................... 67

E2.4b: PSN Monitoring due to an Enquiry on Result (EOR) or Jagged Profile ......................................... 68

E2.5: Monitoring Categories for IELTS Examiners .................................................................................... 69

E2.6: Action as a Result of Monitoring ....................................................................................................... 71

E2.7: Cambridge English Language Assessment Sample Monitoring ...................................................... 76


TRAINING, CERTIFICATION, STANDARDISATION, RECERTIFICATION AND MONITORING APPENDIX

Appendix 13b: Administrator Checklist – Examiner Monitoring ................................................................. 78

Appendix 14: IELTS Examiner Confidentiality Undertaking ...................................................................... 79

Appendix 15: Feedback Form on Delivery of New Examiner Training or Examiner Standardisation ....... 81

Appendix 16: Examiner Trainer Report to ESC after Examiner Training or Standardisation .................... 83

Appendix 17: Model Texts for Successful Training and (Re) Certification ................................................ 85

Appendix 18: Model Texts for Unsuccessful Training and (Re) Certification ............................................ 86

Appendix 19: Speaking Module Monitoring Feedback Form ..................................................................... 89

Appendix 19a: Speaking Module Monitoring Tracker ................................................................................ 89

Appendix 20: This appendix is no longer relevant and has been left blank for numbering purposes ....... 95

Appendix 21: Self-Access Materials Record Form .................................................................................... 96

Appendix 22: Guidelines for Secure Processing of PSN Monitoring Materials ......................................... 97

Appendix 23: Monitoring Materials Record Form ...................................................................................... 98

Appendix 24a: Model Texts for Emails for PSN Monitoring Results.......................................................... 99

Appendix 24b: Withdrawal of Invitation to Examine and certification status for Poor Monitoring Performance............................................................................................................................................. 103

Appendix 24c: Examiner Poor Performance – Examiner Trainer Support .............................................. 104

SECTION E3: EXAMINER ADMINISTRATION ...................................................................................... 105

E3.1: Examiner Invitation to Examine and Code of Practice ................................................................... 106

E3.2: Examiner Disciplinary Action .......................................................................................................... 107

E3.3: Examiner Communication, Grievance and Feedback Procedures ............................................... 111

E3.4: Examiner Transfers between Centres ............................................................................................ 112

E3.5: Sharing Examiners ......................................................................................................................... 111

E3.6: Examiner Management in the event of a centre closure ................................................................ 113

EXAMINER ADMINISTRATION APPENDIX

Appendix 25a: IELTS Examiner Invitation to Examine ............................................................................ 114

Appendix 25b: IELTS Examiner Code of Practice ................................................................................... 117

Appendix 25c: Letter to Employers .......................................................................................................... 122

Appendix 25d: Examiner Test Day Briefing Confirmation ....................................................................... 123

Appendix 26: Examples of Examiner Misconduct, Gross Misconduct and Gross Negligence ................ 124

Appendix 27a: Guidelines for Disciplinary Interviews .............................................................................. 127

Appendix 27b: Record of Examiner Disciplinary Interview ...................................................................... 129

Appendix 28: Model Texts for Misconduct ............................................................................................... 130

Appendix 29: Model Texts for Gross Misconduct or Gross Negligence .................................................. 141

Appendix 30: Model Text for Appeals for Withdrawal of Invitation to Examine and certification status .. 144

Appendix 31: IELTS Examiner Grievance Form ...................................................................................... 145

Appendix 32a: IELTS Examiner Feedback Form .................................................................................... 146

Appendix 32b: Examiner Transfer Form .................................................................................................. 148

Appendix 32c: Shared Examiner Form .................................................................................................... 149

Appendix 32d: Administrator Checklist – Withdrawal of Examiner Invitation to Examine (ITE) .............. 150

Appendix 32e: Centre Closure: Communication to Examiners ............................................................... 151

Appendix 32f: Centre Closure: Examiner Document Checklist ............................................................... 152


SECTION ET1: EXAMINER TRAINER RECRUITMENT ........................................................................ 153

ET1.1: Examiner Trainer Recruitment Policy – Advertising and Communication .................................. 154

ET1.2: Examiner Trainer Minimum Professional Requirements .............................................................. 156

ET1.3: Examiner Trainer Application Process ......................................................................................... 158

ET1.4: Examiner Trainer Recruitment Interview ...................................................................................... 159

EXAMINER TRAINER RECRUITMENT APPENDIX

Appendix 33: Guide for Applicants to IELTS Examiner Trainer Recruitment .......................................... 160

Appendix 34: Examiner Trainer Model Advertisement ............................................................................ 161

Appendix 35: Examiner Trainer Application Form ................................................................................... 162

Appendix 36: Examiner Trainer Minimum Professional Requirements ................................................... 170

Appendix 37: Examiner Trainer Roles and Responsibilities .................................................................... 171

Appendix 38: Email to Request Assessment of Professional Attributes and Interpersonal Skills ........... 173

Appendix 39: Examiner Trainer Application Form Approval – Cover Sheet ............................................ 174

Appendix 40: Model Texts for Unsuccessful Examiner Trainer Applicants (Application, Interview) ....... 175

Appendix 41: Model Texts for Successful Examiner Trainer Applicants (Application, Interview) .......... 176

Appendix 42: Guidelines for Examiner Trainer Interviews ....................................................................... 178

SECTION ET2: EXAMINER TRAINER TRAINING, STANDARDISATION, RECERTIFICATION, MONITORING ....................................................................................................... 181

ET2.1: Examiner Trainer Training ............................................................................................................ 182

ET2.2: Examiner Trainer Standardisation and Recertification ................................................................. 183

ET2.3: IELTS Examiner Trainer Monitoring ............................................................................................. 184

EXAMINER TRAINER TRAINING, STANDARDISATION,

RECERTIFICATION, MONITORING APPENDIX

Appendix 43: Examiner Trainer Confidentiality Undertaking ................................................................... 188

Appendix 44: Model Texts for Successful Examiner Trainer Certification ............................................... 190

Appendix 45: Model Texts for Unsuccessful Examiner Trainer (Re) Certification ................................... 192

Appendix 46: Examiner Trainer Monitoring Action .................................................................................. 193

Appendix 47: Feedback Form for Examiner Trainer Approval of Application Forms and Interview ........ 194

Appendix 48: Certification Pass Rate Spreadsheet ................................................................................. 195

Appendix 49a: Speaking Monitoring Feedback Form for Examiner Trainer Monitoring of Examiners .... 196

Appendix 49b: This appendix is no longer relevant and has been left blank for numbering purposes ... 197

Appendix 50: Administrator Feedback on General Performance of Examiner Trainer .......................... 198


SECTION ET3: EXAMINER TRAINER ADMINISTRATION ................................................................... 199

ET3.1a: Confirmation of Examiner Trainer Status and Code of Practice ............................................... 200

ET3.1b: Agreements between Examiner Trainers and Centres and Work Plan ..................................... 200

ET3.2: Disciplinary Action ........................................................................................................................ 201

ET3.3: Examiner Trainer Grievance, Feedback and Communication Procedures .................................. 206

ET3.4: Examiner Trainer Transfers ......................................................................................................... 207

ET3.5: Sharing Examiner Trainers between Centres .............................................................................. 207

EXAMINER TRAINER ADMINISTRATION APPENDIX

Appendix 51a: Confirmation of Examiner Trainer Status ........................................................................ 208

Appendix 51b: IELTS Examiner Trainer Code of Practice ...................................................................... 210

Appendix 52a: Agreement between Examiner Trainer and Centre ......................................................... 214

Appendix 52b: IELTS Examiner Trainer Work Plan................................................................................. 215

Appendix 53: Examples of Misconduct, Gross Misconduct and Gross Negligence ................................ 216

Appendix 54: Guidelines for Disciplinary Interviews ................................................................................ 218

Appendix 55: Model Text for Examiner Trainer Monitoring (Standard rating) ......................................... 220

Appendix 56: Model Texts for Non Standard Monitoring ......................................................................... 221

Appendix 57: Model Texts for Misconduct ............................................................................................... 222

Appendix 58: Model Texts for Gross Misconduct and Gross Negligence ............................................... 236

Appendix 59: Model Text for Appeals ...................................................................................................... 239

Appendix 60: Examiner Trainer Feedback Form ..................................................................................... 240

Appendix 61: Examiner Trainer Grievance Form .................................................................................... 241

SECTION ESC: EXAMINER SUPPORT COORDINATORS .................................................................. 242

ESC1.1: Examiner Support Coordinator Recruitment ............................................................................. 243

ESC1.2: Examiner Support Coordinator Duties and Responsibilities ..................................................... 244

ESC1.3: Examiner Support Coordinator Responsibilities for Examiner Disciplinary ............................... 247

ESC1.4: Examiner Support Coordinator Annual Meeting ........................................................................ 247

ESC APPENDIX

Appendix 62: Examiner Support Coordinator Quarterly PSN Report ...................................................... 248

Appendix 63: ESC Feedback on Performance of Examiner Trainer ....................................................... 250

Appendix 64: ESC Report to PSN Manager after Examiner Trainer Training or Standardisation .......... 251

INTRODUCTION TO THE PSN MANUAL


Introduction to the PSN Speaking Manual

The IELTS Professional Support Network (PSN) is an integrated system of recruitment, training, certification,

standardisation and monitoring for IELTS Examiners. The aims of PSN are:

to establish a clear framework for the professional support of IELTS Examiners

to ensure that IELTS Examiners are well qualified and have professional experience to enable them to be

effective Examiners

to provide effective training for Examiners to enable them to carry out the task of IELTS examining

to provide ongoing support through feedback from monitoring and through standardisation and certification in

order that Examiners maintain a high standard of expertise

to ensure that all Examiners are given opportunities for professional development (for example,

the opportunity to apply to become an Examiner Trainer) throughout their examining career.

All IELTS Examiners in every IELTS centre around the world are supported by the PSN system.

There are now in excess of five thousand Examiners around the world involved in conducting IELTS tests on a regular

basis. The major objectives with regard to the performance of these Examiners are that:

1. all Examiners rate the samples of spoken and written English accurately and consistently in terms of pre-defined

descriptions of performance

2. all Examiners consistently apply Speaking test procedures to obtain consistent, representative, valid samples of

the candidate’s spoken English.

The IELTS PSN enables these objectives to be met by putting in place a network of professionals with various levels

of responsibility and by establishing a set of procedures and standards which apply to each professional level.

The Network of Professionals

The Examiner

The role of Examiners in the PSN is to ensure that they make use of the support available to maintain the highest standards in examining. Consistency and accuracy in examining is supported and maintained under PSN by training, certification, standardisation, recertification and monitoring.

The Centre Administrator

The Centre Administrators play a vital role in all aspects of the PSN. Their main areas of responsibility under PSN are Examiner recruitment and Examiner administration. They also work closely with Examiner Trainers and the Examiner Support Coordinator for their region to facilitate Examiner training, standardisation, certification and recertification and monitoring.

The Examiner Trainer

Examiner Trainers are usually based in one centre; however, they may deliver services to more than one centre. They are involved with Examiner recruitment, principally in approving application forms and taking part in interviews. Their main area of responsibility, however, is the delivery of training and standardisation to Examiners, as well as Examiner monitoring.

The Examiner Support Coordinator (ESC)

The Examiner Support Coordinators can be based anywhere but their area of responsibility covers many centres, often in many different countries. Their role is to work closely with the Centre Administrators and Examiner Trainers in their designated region to ensure the effective operation of the IELTS PSN. One of their main areas of responsibility is the recruitment and performance management of the Examiner Trainers in their region.

The PSN Manager

There are two PSN Managers, one based at the British Council and one at IDP:IELTS Australia Pty Ltd. Their role includes the implementation and ongoing operation of the PSN and monitoring the performance of the Examiner Support Coordinators.



PSN Procedures and Standards

The procedures and standards of PSN are detailed in this manual and in the accompanying handbooks for Examiners

and Examiner Trainers. The following areas of IELTS Examiner management and professional development are covered

by the PSN:

Recruitment including Induction

Training

Certification

Monitoring

Standardisation

Recertification

Administration.

Recruitment is transparent and open to as wide a range of applicants as possible. Applications are assessed against

Minimum Professional Requirements (MPRs) and all applicants go through the same recruitment process. Applications

are approved by the Examiner Trainer – short-listed applicants are then interviewed, and if successful, they complete an

Induction. Induction is mandatory for all applicants and applicants can only continue to the next stage of the recruitment

process (training) after completing induction.

Training is delivered by a certificated Examiner Trainer. The training can be completed together with certification in a

two-day session (1.5 days for training and 0.5 days for certification). Certification is done in a centre and strictly

controlled.

Monitoring takes place in the first test administration examining session and then again within three months for new

and inactive Examiners (based on the monitoring results), and a minimum of once every two years thereafter, in the

non-certification year. (Note: Inactive Examiners are those who have not examined for three months.) Monitoring is

carried out by Examiner Trainers. Examiners receive written feedback on their performance and are required to take

action as detailed in the PSN Manual if their performance is not to standard. The Administrator oversees this process.

Standardisation is mandatory every two years and is led by an Examiner Trainer. Standardisation takes place as close

as possible to recertification, which is carried out in a centre.

Aspects of Examiner administration covered by the PSN include Examiner grievances, feedback and communicating

with Examiners, sharing Examiner resources and transferring to another centre, as well as procedures for dealing with

misconduct, gross misconduct and gross negligence.



The Stages of the IELTS Professional Support Network

RECRUITMENT

TRAINING & CERTIFICATION

YEAR 2 Standardisation &

Recertification

YEAR 1 Monitoring

EXAMINER ADMINISTRATION

Records for the PSN are kept on a database which allows differing levels of access to different users. Information such

as recruitment information, dates of training and certification, monitoring history and administration information is held

on both Examiners and Examiner Trainers.

The PSN is designed to be responsive to change and will be updated regularly. The system is reviewed on a regular

basis by the PSN Managers and the ESCs at their annual meeting. The system is also reviewed at annual Examiner

Support Coordinator meetings in response to feedback from Administrators, Examiner Trainers, Examiners and

respective test partners.

OVERVIEW OF ROLES AND RESPONSIBILITIES


Overview of Roles and Responsibilities

The following tables provide an overview of the roles and responsibilities. Each table includes a reference to the relevant sections and appendix in this Manual.

Examiner Recruitment

See Sections E1.1 – 1.5 and Appendix 1 – 13a

ADMINISTRATOR EXAMINER TRAINER ESC PSN MANAGER IDP:IELTS Australia Pty Ltd & British Council

Cambridge English Language Assessment

Processing of

application

forms

Advertises for new Examiners.

Prepares and distributes recruitment information pack. Communicates with applicants.

Enters information into the database.

Screens application to ensure it is complete and all supporting documentation provided.

Makes initial recommendations

Follows up on ET requests for additional information from applicant

Facilitates IELTS test, if required.

Files the applicant’s TRF.

Gives final approval of applications.

Consults on problematic applications with ESC/PSN.

Identifies the need for an IELTS test.

Monitors first session of Examiner.

Trainer approval of applications.

Reviews interviews of all applicants with English as an Additional Language.

Provides ongoing monitoring of Examiner Trainer approval of applications – one session every 2 years.

Advises on any issue arising from the interview which cannot be resolved by the Administrator and the ET.

Manages, checks and approves the recognised qualification list.

Assesses qualifications not recognised.

Gives guidance on problematic qualifications.

Supports the ESC in monitoring the first session of application form approval.

Interview and

induction Is on the interview panel.

Communicates with applicants after interview. Develops local induction input.

Delivers induction / arranges self-access induction. Collects signed induction confirmation forms (appendix 12).

Prepares and distributes pre-training reading pack.

Is on the interview panel.

Identifies need for IELTS test.

Discusses and agrees decision with Administrator.

Involved in 2nd interview if issues with first.

Provides up-to-date induction material.



Examiner Training, Certification, PSN Documentation and First Test See Sections E2.1 – E3.1 and Appendix 13b – 25

ADMINISTRATOR EXAMINER TRAINER ESC PSN

MANAGER

IDP:IELTS Australia Pty Ltd & British Council


Training Arranges training facilities and liaises with ET on all areas of preparation and planning.

Receives signed Confidentiality Undertaking from ET and files on Examiner file.

Collects participants’ feedback forms (appendix 15) Scans and emails to ESC.

Communicates with applicants after training to arrange Certification.

Provides Head Office with Examiner Certification Results Form (ECRF).

Delivers training.

Witnesses Confidentiality Undertaking and passes them to the Administrator.

Approves applicants for certification.

Completes post training report for ESC (appendix 16).

Identifies any issues and identifies need for IELTS test.

Reviews feedback from trainees (appendix 15).

Provides up-to-date training materials.

Provides timely information, as relevant, on training materials.

Certification Arranges certification and invigilation.

In consultation with the ET, decides if the applicant should be allowed a further attempt at certification.

Arranges additional certification attempt with second set of materials if required. Informs applicants of the results of certification.

Notifies ET of confirmed Examiners for centre.

Consults with Administrator regarding Examiner certification attempt with second set of materials after successful completion of additional training.

Monitors the Examiner certification pass rates (appendix 48).

Marks certification.

Completes database information.

Informs ESC of Examiner pass rate for Examiner Trainer monitoring.

Provides up-to-date certification materials.

Provides timely information, as relevant, on certification materials.

Send certification letter to Test Centres and to Partners.

PSN

documentation Sends Cambridge letter to Examiners.

Collects and files signed Invitation to Examine (appendix 25a) and Examiner Code of Practice (appendix 25b).

Arranges time for Examiners to review the Examiner.

Handbook and PSN session.

Agrees monitoring plan for new and inactive Examiners. If not on the original Workplan, updates and ensures ESC has a new copy.

New

Examiners’

first test

Arranges first test session. Schedules restricted number of candidates: minimum of 3 and maximum of 6 candidates. Arranges an experienced Examiner as first point of contact.

Agrees monitoring plan with Examiner Trainer.

Arranges test day briefing and collects and files Test Day.

Briefing (appendix 25d).

Conducts monitoring and advises Administrator of ratings results within 3 days of the test.

Completes monitoring feedback forms and returns to Administrator within 7-10 days of test date.



Examiner Standardisation and Recertification See Section E2.2 and Appendix 15 – 18

ADMINISTRATOR EXAMINER TRAINER ESC PSN MANAGER



Standardisation Informs Examiners of standardisation, liaises with Examiner Trainer and arranges venue and facilities.

Delivers standardisation workshop in centre. Produces

up-to-date standardisation material.

Recertification Arranges recertification and invigilation.

Informs Examiners of the results of recertification and issues new Invitation to Examine (ITE).

Decides in consultation with Examiner Trainer if the Examiner should be allowed a further attempt at certification with a second set of materials.

Arranges recertification with second set of materials if required.

Notifies Examiner Trainer of confirmed Examiners for centre.

Consults with Administrator regarding Examiner certification attempt with second set of materials after successful completion of additional training.

Monitors the Examiner recertification pass rates after the Examiner Trainer delivers standardisation (appendix 48).

Provides feedback to ET on recertification pass rate.

Mark recertification.

Informs ESC of recertification pass rates.

Provides up-to-date certification materials.

Provides timely information, as relevant, on certification materials.

Sends certification letter to Test Centres and to Partners.



Examiner Monitoring See Sections E2.3 – E2.7 and Appendix 19 – 24

ADMINISTRATOR EXAMINER TRAINER ESC PSN MANAGER



PSN

Monitoring Arranges monitoring for each Examiner a minimum of once every 2 years.

Enters details into the database.

Takes appropriate action as a result of monitoring, in consultation with Examiner Trainer.

Sends completed feedback forms to Examiner within 2 weeks using sample texts for cover letter/ email provided in appendix 24a.

Monitors 3 samples of interviews and completes monitoring feedback form (appendix 19) and monitoring tracker (appendix 19a)

Sends completed monitoring feedback form to Administrator in the given timeframe.

Conducts a follow-up training session for new Examiners within the first 6 months.

Monitors Examiner Trainer PSN monitoring a minimum of once in each two-year cycle.

Action as a

result of

monitoring

Takes appropriate action as a result of monitoring in consultation with the Examiner Trainer.

Consults with Examiner regarding follow-up action as a result of monitoring.

Completes appendix 24c as required.

Delivers standardisation if necessary.

Provides recommendations on viewing the Focus on Procedures materials, as required.

Completes follow-up monitoring, as per sections E2.5 and 2.6.

Completes a quarterly report for PSN Manager.

Hears Examiner appeals against monitoring provided by their ET.

Contacts Administrator to secure all relevant material for the appeal.

Monitors the Examiner Trainer’s marking.

Makes a decision on the appeal.

Communicates decision to the Examiner and sends copies to the Administrator and the Examiner Trainer.

Sample

monitoring Centre sends requested Examiners’ sample interviews to Cambridge English Language Assessment.

Forwards monitoring feedback to Examiner. Follow-up action as per PSN Monitoring.

Carries out sample monitoring as per agreed framework and provides completed feedback to Administrator.



Examiner Administration: Database, Disciplinary Action and Grievances See Sections E3.2 – 3.3 and Appendix 25a

ADMINISTRATOR EXAMINER

TRAINER ESC PSN MANAGER



Database

(British Council ONLY)

Inputs Examiner data. Views data for reference. Administers database.

Liaises with other partner PSN Manager.

Password and access management.

Disciplinary

action Selects and leads on the appropriate disciplinary action according to the nature of the incident (section E3.2).

Communicates with Examiner and liaises with ESC and Line Manager on all stages of process.

Advises Head Office of outcome of the process.

Removes warnings from the database in consultation with the PSN Manager. (British Council)

Gives final approval on the withdrawal of the Invitation to Examine and certification status.

Enters withdrawal of ITE on the database. (British Council)

Hears appeals and makes final decision. Informs Examiner and copies in the Administrator and the ESC.

Assesses possible legal implications.

Grievances Hears Examiner’s issues or complaints. Attempts to resolve informally and directly.

Receives grievance form (appendix 31) (if the grievance involves another Examiner, candidate or Examiner Trainer).

Makes a final decision, communicates with Examiner and completes grievance form. Files completed grievance form.

Liaises with ESC and Line Manager on all stages of process.

Advises Head Office of outcome of the process.

Receives grievance form (if the grievance involves the Administrator or ESC).

Makes a final decision, communicates with Examiner and completes grievance form.

Files completed grievance form.

Examiner Administration: Feedback and Communication See Section E3.3 and Appendix 32

ADMINISTRATOR EXAMINER

TRAINER ESC PSN MANAGER



Feedback Gathers feedback annually (appendix 32a) and responds directly to the Examiners. Forwards the completed feedback to PSNM.

Forwards relevant test content feedback to the PSN Manager.

Reviews and responds as appropriate to the Test Centre Administrator (TCA).

Gives feedback on test construction and processes.

Communication Passes any relevant information to Examiners a minimum of twice a year.

-



Examiner Administration: Transfer and Sharing Examiners See Sections E3.4 – 3.5 and Appendix 32b – 32c

ADMINISTRATOR ESC PSN MANAGER



Transfer Departing centre

Receives notice from Examiner. Terminates the Invitation to Examine.

For British Council centres, passes all Examiner information not held on database to the receiving centre, including completed monitoring feedback forms.

For transfer to and between IDP centres, all information is provided via email to the TCA.

Receiving centre

Confirms that the Examiner can be used.

Accesses Examiner’s information on the database. Issues new Invitation to Examine. Notifies the Examiner Trainer for the centre of the new Examiner.

Completes Examiner transfer form and requests certification history from Head Office.

Informs relevant partner (British Council or IDP:IELTS Australia Pty Ltd) using appendix 32b.

Authorises transfer and provides certification history of transferring Examiner.

Sharing

Examiners Main centre

Issues Invitation to Examine.

Has first priority of Examiner’s time.

Shares costs where necessary.

Organises Examiner monitoring and includes samples from other centres.

Shares feedback from monitoring and EoRs with Administrators from other centres.

Arranges remuneration for the Examiner for the work he/she does at the centre.

Leads on any disciplinary action and informs Administrators from other centres as required.

Leads on Examiner grievance, feedback or communication procedures.

Shared centre

Emails appendix 32c to the main centre.

Ensures has full set of documentation on file for all shared Examiners (see appendix 32c).

Ensures main centre is informed in cases of non-standard rating and/or disciplinary actions.

Issues Invitation to Examine.

Shares costs where necessary (see section E3.5).

Provides sample monitoring material.

Arranges remuneration for the Examiner for the work he/she does at the centre.



Examiner Trainer Recruitment: See Sections ET1.1 – 1.4 and Appendix 33 – 42




Application processing

Advertises Examiner Trainer position to all Examiners.

Identifies the need for an Examiner Trainer in consultation with the PSN Manager and the Administrator.

Initiates recruitment in consultation with the centre. Distributes electronic recruitment information pack. Receives and approves applications (appendix 39).

Advises applicants of the results of application, and sends copies of all communication to Administrator and PSN Manager.

Approves the recruitment of the Examiner Trainer in consultation with the ESC.

Develops and maintains the recruitment packs with his/her counterpart PSN Manager.

Certification Arranges certification and invigilation.

Sends rating to IDP:IELTS Australia Pty Ltd or British Council Head Office for marking.

Informs applicants of results.


Mark ratings.

Inform Administrator of results.

Interview Organises interviews at the centre.

Participates on interview panel as required.

Arranges interview and provides copies of application forms to panelists.

Leads interview (see appendix 42).

Informs applicants of results – and sends copies to Administrator.

Participates on interview panel as required.



ET Training and Confirmation of ET Status See Sections ET2.1 – 2.3, ET 3.1 and Appendix 43 – 52




Training Organises payment and budget for Examiner Trainer to attend the training workshop.

Arranges and delivers training in consultation with Head Office.

Selects Examiner Trainer applicants who have successfully completed the training workshop based on set criteria.

Screens out unsuitable Examiner Trainer applicants based on set criteria.

Informs applicants, Administrator and PSN Manager of the results of training.

Collects and files signed Examiner Trainer Confidentiality Undertaking (appendix 43). Sends copies to Head Office.

Assists ESC with logistics for Examiner Trainer training.

Organises budget and payment for venue and ESC costs.

Liaises with ESC on requirements for PSN training materials.

Confirmation

of Examiner

Trainer status

Prepares centre agreement (appendix 52).

Collects and files signed form acknowledging terms and conditions of PSN.

Prepares Confirmation of Examiner Trainer Status (appendix 51) and Code of Practice (appendix ET 51b) and sends to ET. Signed copies filed and provided to Head Office.

Agreed with ESC on final approval for ET recruitment. Provides

Examiner Trainer Handbook to Centre.

ET Standardisation, Recertification and Monitoring See Sections ET2.1 – 2.2 and Appendix 44 – 46




Standardisation Liaises with ET on funding, travel and accommodation.

Informs Examiner Trainers of biennial meeting, which includes standardisation workshop.

Proposes agenda for the meeting.

Delivers standardisation sessions as required.

Plans and organises the biennial meeting. Arranges logistics, venue etc.

Approves agenda for biennial meeting.

Liaises with Test Partner about standardisation.

Coordinates the delivery of the standardisation activities developed by ESCs.

Produces separate standardisation material for the biennial meeting.

Recertification Arranges recertification and invigilation.

Sends rating to IDP:IELTS Australia Pty Ltd or British Council Head Office for marking.

Informs ET of results.


Supports the Examiner Trainer before a further attempt at certification with a second set of materials.

Mark ratings.

Inform Administrator of results.



Examiner Trainer Monitoring See Section ET2.3 and Appendix 46 – 50




Monitoring Sends requested materials to ESC.

Conducts monitoring of Examiner Trainer in the first year after appointment and every two years after that.

Approval of applications

Completes feedback to Examiner Trainer once every 2 years.

Reviews interviews of any applicant with English as Additional Language.

Certification pass rate

Completes feedback to Examiner Trainer after first two training sessions after appointment and then once every 2 years.

Examiner monitoring

Completes feedback to Examiner Trainer after first session after appointment and then one session every 2 years.

General performance

Conducts performance review of Examiner Trainer annually. (appendix 63)

Collates and communicates feedback from Administrator. Communicates the results of monitoring to Examiner Trainers. Initiates appropriate action as a result of monitoring (appendix 46).

Prepares quarterly report to PSN Manager.

Review ESC quarterly report and monitor monitoring results to identify any weak areas in policy/procedures.



Examiner Trainer Administration: Grievances and Disciplinary Action See Sections ET3.2 – 3.3 and Appendix 53 – 59

ESC PSN MANAGER IDP:IELTS Australia Pty Ltd & British Council

Disciplinary

action Selects and leads on the appropriate disciplinary action according to the nature of the incident (section ET3.3).

Communicates with Examiner Trainer. Advises PSN Manager.

Assesses possible legal implications.

Decides on the withdrawal of Examiner Trainer status. PSN Manager’s Line Manager

Hears appeals and makes final decision. Informs Examiner Trainer and copies in the Administrator and the ESC.

Grievances Hears Examiner Trainer’s issues or complaint. Attempts to resolve informally and directly.

Receives grievance form (appendix 61) (if the grievance involves an Examiner, candidate or another Examiner Trainer).

Makes a final decision, communicates with Examiner Trainer and completes grievance form.

Advise PSN Manager.

Files completed grievance form.

Receives grievance form (if the grievance involves the ESC).

Makes a final decision, communicates with Examiner Trainer and completes grievance form.

Feedback Gathers feedback (appendix 60) annually and responds directly. Communication Passes any relevant information to Examiner Trainers a minimum of

twice a year.



Examiner Trainer Administration: Transfer and Sharing Examiner Trainers See Sections ET3.4 – 3.5 and Appendix 51 – 61

EXAMINER TRAINER ADMINISTRATORS ESC

Transfer Advises Administrator and ESC of intention to transfer 3 months in advance of departure date.

Liaise with ESC to identify another ET for the centre.

Discuss options with ESC to recruit another ET.

Departing ESC

Receives notice from Examiner Trainer.

Terminates Examiner Trainer status. Passes all relevant information on to the receiving ESC.

Provides copies of all monitoring completed.

Receiving ESC

Confirms that the Examiner Trainer can be used.

Issues new confirmation of Examiner Trainer status.

Sharing

Examiner

Trainers

Informs all Administrators involved which centres they are working for.

Ensures they are never double booked for any Examiner Trainer service.

Share any costs – e.g., for biennial standardisation – based on the number of Examiners in each centre.

Organise shared workshops, and share costs between centres.

Pay the Examiner Trainer according to the agreement between the centre and the Examiner Trainer.

Report any incidents of misconduct, gross misconduct or gross negligence to the ESC.

Ensures that samples for monitoring are taken from all of the centres covered by the ESC.

Informs all Administrators of any disciplinary action.

SECTION E1: RECRUITMENT


Section E1

IELTS Examiner Recruitment

Section Contents

E1.1: Examiner Recruitment / Application Policy & Procedures ....................................................................... 21

E1.2: Examiner Minimum Professional Requirements (Internal Use Only)...................................................... 24

E1.3: Assessment of Language Level (Applicants & Examiners) ..................................................................... 26

E1.4: Examiner Recruitment Interview (for use by Administrator and Examiner Trainer) ................................ 28

E1.5: Examiner Induction .................................................................................................................................. 29

Relevant Appendix

Appendix 1: Guide for Applicants to IELTS Examiner Recruitment .................................................................. 30

Appendix 2: Examiner Model Advertisement .................................................................................................... 32

Appendix 3: Examiner Application Form ........................................................................................................... 33

Appendix 4: IELTS Examiner Minimum Professional Requirements ................................................................ 40

Appendix 5: Letter to Referee ............................................................................................................................ 41

Appendix 6: Model Texts for Assessment of an Applicant’s or Examiner’s Language Level............................ 42

Appendix 7: IELTS Examiner Application Approval – Cover Sheet .................................................................. 44

Appendix 8: Model Texts for Unsuccessful Examiner Applicants (Application, Interview) ............................... 46

Appendix 9: Model Texts for Successful Examiner Applicants (Application, Interview) ................................... 47

Appendix 10a: Guidelines for Examiner Interviews ........................................................................................... 49

Appendix 10b: Record of Recruitment Interview ............................................................................................... 52

Appendix 11: Record of Self-Access Induction Materials.................................................................................. 53

Appendix 12: Examiner Induction Confirmation ................................................................................................ 54

Appendix 13a: Administrator and ET Checklist – Examiner Recruitment, Interview and Induction .................. 55



E1.1: Examiner Recruitment / Application Policy & Procedures

1. Recruitment Key Points

Administrators should allow a minimum of three months for the recruitment process.

All recruitment and selection processes are as transparent and comprehensive as possible and open to a wide range of applicants.

All applications are assessed against clearly defined and consistently applied Minimum Professional Requirements (MPRs).

Final approval of applications is given by the Examiner Trainer attached to the centre recruiting new Examiners.

If a centre does not have an Examiner Trainer, final approval of applications is given by a nominated Examiner Trainer for the centre.

The Administrator should advertise both internally and externally when recruiting for new Examiners (see point 2 below). The Administrator must use at least one of the acceptable recruiting methods. It is not acceptable for an Administrator to only use word of mouth or personal recommendation when recruiting new Examiners.

If a lapsed Examiner who was originally trained prior to PSN wishes to return to examining, they must complete a full application and interview process. If the applicant was originally recruited after the implementation of PSN (2006), they should still complete an application form to update their details but they do not need to attend an interview. They should also provide their previous monitoring history.

If you have not recruited within the past year, you should use the checklist in appendix 13a and contact your Examiner Support Coordinator for assistance.

When recruiting new IELTS Examiners, it is the responsibility of the Administrator to ensure that the Examiner recruitment policy is followed.

2. Acceptable Recruiting Methods

When recruiting new Examiners, the Administrator chooses one or more of the following acceptable recruiting methods. The Administrator’s decision is based on which method they consider to be most effective in the environment in which they operate.

Internal recruitment – When Examiners are recruited from a limited and defined pool of applicants. For example, when a centre forms part of a larger teaching institution (a teaching centre, language centre, university or college), and recruits Examiners only from the staff of that teaching institution.

An email to all potential applicants.

A newsletter or memo to all potential applicants.

Posters on notice boards seen by all potential applicants.

Announcements in staff meetings attended by all potential applicants.

External recruitment – When Examiners are recruited from an unlimited and open pool of applicants. For example, when a centre does not form part of a larger teaching institution, or when a centre that does form part of a teaching institution recruits Examiners who are not employed by that institution.

Advertising in newspapers, magazines, newsletters etc.

Advertising on websites.

Targeting specific institutions (e.g. schools, colleges) other than those of which the centre is connected, using emails, letters, posters, visits.

Targeting specific organisations (e.g. expatriate groups, professional ELT bodies), using emails, letters, posters, visits.

A template for text to use when advertising for new IELTS Examiners can be found in appendix 2.

All advertisements must adhere to the IELTS branding policy.



3. Recruitment Pack for Applicants

All Examiner applicants have access to a recruitment pack, which contains:

Guide for Applicants to IELTS Examiner Recruitment (appendix 1)

Examiner Application Form (appendix 3)

Examiner Minimum Professional Requirements (appendix 4)

Letter from Referee template (appendix 5)

Any centre-specific material not covered by the above documents – this information is collated by the Administrator.

Electronic copies of these documents (except the last one) are available on CentreNet. Administrators should always use the electronic copies to ensure that the most up-to-date versions are provided.

4. Supporting Documentation

Applicants are required to present a number of supporting documents with their application form – for example, certificates, diplomas, transcripts, references.

Applicants must present originals of all certificates required in the application process – photocopies (including certified copies) are not acceptable. Applicants should NOT post original qualifications as no responsibility will be taken for their loss. If an applicant is unable to provide originals, contact the respective partner organisation (IDP:IELTS Australia Pty Ltd or British Council) for advice.

The application cannot proceed until originals (or official verification from the institution) of all certificates required are presented.

If the Administrator is satisfied that a certificate (or other document) is genuine, a photocopy is taken and the Administrator signs the copy as seen and checked. The copies of the documents are kept on file with the application and the original documents are returned to the applicant.

If the Administrator is not satisfied that a certificate or other document (original or not) is genuine, it is the applicant’s responsibility to have it verified and to cover any associated costs.

The Examiner Support Coordinator will advise on any documentation that Administrators are unable to verify – in consultation with IDP:IELTS Australia Pty Ltd or British Council if necessary.

Two written references must be provided. Appendix 5 is used for this purpose.

5. Recruiting Examiners for the Speaking module

Applicants must be expert users of English (Band 9) for Speaking. They must be a minimum Band 8 in the Reading, Listening and Writing modules.

6. Approval of Application Forms

Examiner Trainers make the final decision to approve or reject application forms. Each IELTS centre has an Examiner Trainer nominated for this task. The Examiner Trainer may be based in the centre that is recruiting or in another centre.

The Administrator must ensure that the application is fully complete and all necessary documents are appended to the application before it is given to the Examiner Trainer for assessment. The procedure for approving or rejecting application forms is as follows:

6.1. Notify Examiner Support Coordinator: The Administrator informs the Examiner Support Coordinator on the Work Plan that the Centre is conducting Examiner Training so that the work can be monitored if required.

6.2. Check application forms: Application forms are checked by the Administrator to ensure that they are FULLY complete and all accompanying documentation is provided.

6.3. Assess against MPRs: The Administrator assesses each application against the IELTS Examiner MPRs (appendix 4).

6.4. Administrator recommends: The Administrator fills in the IELTS Examiner application form approval cover sheet (appendix 7) – one per application form. Points are awarded to qualifications, experience and professional attributes/interpersonal skills on the cover sheet. The total number of points an applicant scores indicates whether the application should be approved or rejected. The Administrator records the recommendation on the cover sheet. There are three possible recommendations:

APPROVE – where the application form clearly meets the MPRs.

REJECT – where the application clearly does not meet the MPRs.

CONSULT – when a decision is not clear.



6.5. Send forms to Examiner Trainer: The Administrator sends all of the application forms with cover sheets

to the nominated Examiner Trainer.

6.6. Examiner Trainer reviews all applications and the Administrator’s recommendations:

The Examiner Trainer checks all of the application forms and the Administrator’s recommendations. The Examiner Trainer follows up on all applications with CONSULT recommendations before making a final decision, which is recorded on the cover sheet. The Examiner Trainer can get advice and support from the Examiner Support Coordinator.

The Examiner Trainer returns any incomplete applications to the Administrator for follow-up action with the applicant.

6.7. Examiner Trainer returns forms to Administrator: The Examiner Trainer records a final decision on the cover sheet and sends all application forms with completed cover sheets back to the Administrator.

6.8. Unsuccessful applicants informed: The Administrator sends a standard email (appendix 8) to unsuccessful applicants.

6.9. Short-listed applicants informed: The Administrator sends a standard email (appendix 9) to successful applicants inviting them to interview (section E1.4).

7. Approval of Applications – Costs

Any costs associated with the approval of applications, including remuneration of the Examiner Trainer, are met by the centre recruiting new Examiners. If recruitment is being undertaken jointly by more than one centre, the costs are split according to the number of applicants per centre.

8. Monitoring of Application Form Approval

The Examiner Support Coordinator monitors the first recruitment session undertaken by new Examiner Trainers to ensure quality and consistency. Thereafter, recruitment is monitored on a two-yearly basis (section ET2.3). The Examiner Support Coordinator reviews the applications and the interviews of any applicant whose first language is not English before a decision is made to progress them to training.

9. Communicating with Applicants

Communicating with unsuccessful applicants:

The Administrator informs unsuccessful applicants in writing no more than 2 weeks after a decision has been made at each stage. Communication is clear and informative and follows a standard format (appendix 6, 8 and 18). Applications can be rejected after the following stages:

Submission of application form (appendix 8)

Interview (appendix 8)

Training (appendix 18)

Assessment of language level if required (after completion of the application form, interview or training – appendix 6)

Certification (appendix 18).

Communicating with successful applicants:

The Administrator informs successful candidates in writing no more than 2 weeks after a decision has been made at each stage. Communication is clear and informative and follows a standard format (appendix 6, 9 and 17). In order for their application to proceed, applicants must pass the following stages:

Approval of application form (appendix 9)


Training (appendix 17)

Assessment of language level if required (after completion of the application form, interview or training – appendix 6)

Certification (appendix 17).



E1.2: Examiner Minimum Professional Requirements

(Internal Use Only)

These guidelines are to assist the screening of Examiner applications against the MPRs and are provided for internal

use only. If there are any queries about an application, the application must not be progressed until your respective partner organisation (IDP:IELTS Australia Pty Ltd or British Council) has approved or rejected the application. All applicants fill in an official and current IELTS Examiner application form, which is assessed against IELTS Examiner Minimum Professional Requirements (MPRs). No other method of assessment is used. The MPRs contain a list of requirements which must be met in order to continue with the application process to become an IELTS Examiner. The MPRs cover three main areas:

Qualifications

Teaching experience

Professional attributes and interpersonal skills.

The Examiner MPRs (appendix 4) form part of the recruitment pack (see section E1.1 – point 3).

1. Qualifications

1.1 An undergraduate degree or equivalent OR a Master’s degree or equivalent.

1.2 An EFL qualification. Below is a list of well-known TEFL / TESOL qualifications that are accepted for Examiner applicants. This list is not exhaustive.

Undergraduate Degree with EFL / ESOL focus

(Post) Graduate Certificate with EFL / ESOL focus

(Post) Graduate Diploma with EFL / ESOL focus

(Post) Graduate Diploma in Applied Linguistics

MA Teaching in ESL

MA / MEd with EFL / ESOL focus

MA / MEd / MS Applied Linguistics

MA / MEd TESOL or English language

Cambridge ESOL Certificate in English Language Teaching to Adults (CELTA)

Cambridge ESOL Diploma in English Language Teaching to Adults (DELTA)

Trinity College London Certificate in TESOL (CertTESOL)

Trinity College London Licentiate Diploma in TESOL (LTCL Dip.TESOL)

Centres that have a large number of applicants can select those with qualifications at a level superior to Certificate level.

Qualifications not recognised

There is a list of qualifications accepted in specific countries. Contact your respective partner organisation for more information.

If an applicant’s qualification(s) is not listed above, the applicant must provide details of their qualification (transcript, course curriculum, evidence of validation, accreditation by a certification standards board etc.) at their expense, for assessment by your respective partner organisation (IDP:IELTS Australia Pty Ltd or British Council). Qualifications must be from a recognised institution and meet the following requirements:

o Course content not less than 100 hours

o Content focus:

English language (structure / grammar)

Language learning and acquisition

Language assessment

Teaching English to Speakers of Other Languages (TESOL) methodology

o Validated by a reputable institution

o Accredited by a national or state professional certification standards board.



2. Teaching Experience

A minimum of three years’ full-time relevant teaching experience (or equivalent part time) is required. Relevant teaching experience is class TESOL teaching to students over 16 years of age. Full-time teaching is classified as a minimum of 14 hours of face-to-face teaching per week. An applicant must be able to provide evidence that they have a minimum of 1500 hours of relevant TESOL teaching over 3 years. Almost all of this experience must be to students aged 16 and over.

If an applicant’s EFL / ESOL teaching qualification is at Certificate level (or equivalent), one of the three years of full- time teaching experience must be post qualification. If the TEFL / TESOL qualification is at Diploma level or higher, then teaching experience can be completed before the qualification was obtained.

If there are a number of applicants who meet the MPRs, the following experience can be used in addition to the MPRS to prioritise applications:

Experience of teaching English for Academic Purposes (EAP)

More than 3 years’ EFL / ESOL teaching experience

EFL / ESOL teaching experience within the last 5 years

A practical component and assessed teaching practice completed as part of TEFL / TESOL related studies.

3. Professional Attributes and Interpersonal Skills

The assessment of professional attributes and interpersonal skills of Examiner applicants occurs at three stages in the recruitment process:

Application Form– An applicant’s responses to Attachment A and a confidential assessment of the

applicant’s professional attributes and interpersonal skills from the applicant’s current or most recent employers are reviewed. All applications must have two written references attached. Appendix 5 is provided for the applicant to give to their referees to submit confidentially to the Administrator.

Interview (section E1.4) – The assessment of professional attributes and interpersonal skills forms

part of the interview (appendix 10a provides interview guidelines). All interviewers complete appendix

10b, Record of Recruitment Interview.

Training (section E2.1) – Training for Examiners includes a section which focuses specifically on the importance of professional attributes and interpersonal skills. Examiner Trainers are trained to assess the suitability of Examiner applicants.

NOTE: Applicants may be required to have their language proficiency assessed. Please refer to section E1.3 for further information.



E1.3: Assessment of Language Level (Applicants & Examiners)

In order to examine effectively, Examiners must be the equivalent of an IELTS Band 9 in the Speaking test and a minimum of Band 8 in the Reading, Listening and Writing tests.

Any applicant or Examiner may be required to prove their proficiency in English. No category of applicant or Examiner is considered exempt. Applicants or Examiners required to prove their proficiency take the full IELTS academic test. The applicant or Examiner is required to achieve a Band 9 in the Speaking module.

There are three stages during recruitment at which Examiner applicants may be identified as in need of assessment of their proficiency in English. These stages are as follows:

1. On application – based on their responses to attachments A or B on the application form (see appendix 3). The IELTS test must be taken before training.

2. After interview – (section E1.4) – if any of the interview panel members are in doubt as to the applicant’s English language proficiency. The IELTS test should be taken before training. The ET must indicate on the record of interview (appendix 10b) if an IELTS test is required.

3. After training – (section E2.1) – if the Examiner Trainer is in doubt as to the applicant’s English language proficiency.

In addition an Examiner may be identified as in need of assessment of their proficiency in English as a result of:

monitoring by the Examiner Trainer

an Enquiry on Results

a Jagged Profile re-mark at Head Office

performance in a Standardisation session.

1. Procedure

1.1. Examiner applicants or Examiners who are identified as requiring an assessment of their language level are required to take the full IELTS academic test.

1.2. The Administrator informs the applicant in writing using a standard format (appendix 6, template 1) that they

are required to sit the full IELTS academic test for their language level to be assessed. Until the result of the IELTS test is issued, their application is put on hold.

1.3. If an Examiner does not wish to take the IELTS test, the Administrator withdraws the Invitation to Examine and

certification status after discussion with the Examiner Support Coordinator and notifies the Examiner using appendix 6, template 4.

1.4. If an Examiner is required to demonstrate their proficiency in English, the Administrator informs them using a

standard format (appendix 6, template 1) and immediately suspends the Examiner from examining until the test results are issued.

1.5. The test is paid for by the applicant or Examiner. The test fee is the same as for all other IELTS candidates at

the centre where the applicant is tested.

1.6. The centre must refund the IELTS test fee to those applicants or Examiners who achieve the required

Band scores. If the Administrator refunds the test fee, the centre is still required to pay the Central Fee.

1.7. The applicant or Examiner sits the test together with IELTS candidates in a normal examining session.

As with all IELTS tests, the Speaking Examiner must not know the applicant or Examiner.

1.8. The applicant or Examiner can choose to sit the test at any IELTS centre. Any additional cost as a result of

sitting the test in another centre is met by the applicant or Examiner.



1.9 If it is not possible to find an Examiner who does not know the applicant or Examiner, the applicant/Examiner

should either take the test in another centre (if travel costs are not too high – the applicant/ Examiner covers all

travel costs); or the applicant/Examiner can be interviewed by an Examiner known to them, but the interview is

marked by an Examiner Trainer (either in their centre or in another centre). In this case, the Administrator follows

the guidelines for secure processing of materials which can be found in appendix 22.

1.10. All applicants who achieve a Band 8.0 or greater in the Speaking Module must be advised to the relevant

partner organisation (IDP:IELTS Australia Pty Ltd or British Council) to allow a review of the application and

formulation of advice for the applicant for future attempts.

1.11. If an applicant achieves a Band 8 or 8.5 in the Listening and/or Reading Modules, the Administrator can contact

the relevant partner organisation (IDP:IELTS Australia Pty Ltd or British Council) to review the application.

1.12. A copy of the Test Report Form (TRF) is kept on file together with the applicant’s application form in the Examiner’s file in the centre.

1.13. If an applicant achieves the required Band scores, the Administrator informs them in writing using a standard

format (appendix 6, template 2) that their application can proceed.

1.14. If an applicant does not achieve the required Band scores, the Administrator informs them in writing using a

standard format (appendix 6, template 3) that their application cannot proceed. The Administrator needs to confirm that the applicant does not want to have an Enquiry on Results before proceeding.

1.15 If an Examiner achieves the required Band scores, the Administrator informs them in writing using a standard

format (appendix 6, template 2) that they may resume examining.

1.16. If an Examiner does not achieve the required Band scores, the Administrator informs them in writing using

appendix 6, template 3. The Administrator then needs to confirm that the applicant or Examiner does not want

to have an Enquiry on Results before informing the Examiner and consulting with the Examiner Support

Coordinator before removing the Invitation to Examine and certification status (appendix 6, template 4).

1.17. Applicants or Examiners who are required to take the IELTS test have the right to an Enquiry on Results (EoR). The cost is met by the applicant or Examiner and the procedures are the same as for any other IELTS candidate at that centre.

1.18. If the EoR results in an applicant’s Band scores being changed to those required, the application proceeds as

normal and the applicant is informed in writing (appendix 6, template 2). If the EoR results in an Examiner’s

Band scores being changed to those required, the withdrawal of the Invitation to Examine and certification

status is not issued and the Examiner is informed in writing (appendix 6, template 2).

2. Second Assessment of Language Level

If an Examiner is identified a second time (as a result of monitoring) as requiring assessment of their language level,

they take a second full IELTS test in the Academic module. The procedure is as follows:

2.1. The Administrator sends all monitoring material (interviews, feedback forms) to the Examiner Support

Coordinator for confirmation that a second test is necessary. The Administrator follows the guidelines for

secure processing of monitoring material (appendix 22).

2.2. If the Examiner Support Coordinator confirms that a second test is necessary, the procedure is exactly the

same as for the first test. A copy of the TRF is kept on file and on a PSN database.

2.3. If the Examiner achieves the required Band scores, the Administrator is required to refund the full cost of the

test (this applies only if it is the second IELTS test an Examiner has been required to take to assess their

language). The Examiner is informed in writing using a standard format that they may resume examining

(appendix 6, template 2).

2.4. If the Examiner does not achieve the required Band scores, the Administrator withdraws the Invitation to Examine (appendix 6, template 4).



E1.4: Examiner Recruitment Interview

(for use by Administrator and Examiner Trainer)

All short-listed applicants in any recruitment exercise are interviewed.

All applicants who are selected for interview must fully meet all aspects of the MPRs.

Any queries regarding any aspect of an application must be clarified with the applicant before

progressing to interview.

Interviews should take place face-to-face. In exceptional circumstances they can be conducted

via telephone or other electronic means.

If the interview takes place face-to-face, the applicant covers all associated individual costs

(e.g. travel). The recruiting centre meets all other interview costs, including the remuneration of

other members of the interview panel, where appropriate.

Interviews must be recorded.

Interview Process

1.1 There is an interview panel of a minimum of two people for all interviews (including telephone interviews).

In addition to the Examiner Trainer, there must be one other person on the interview panel, preferably the

Administrator or Examiner Support Coordinator or PSN Manager or the Administrator’s manager

1.2 The Administrator provides the other member(s) of the interview panel with copies of the Examiner application

forms and accompanying documentation, an interview timetable (if necessary), the Record of Recruitment

Interview (appendix 10b) and writing materials.

1.3 In advance of the interview, the Administrator and the other member of the interview panel will need to discuss

their respective roles and devise questions using the guidelines (appendix 10a).

1.4 The interview must take place in a suitable location where the interview panel and the applicant will not be

disturbed. If there are more than three face-to-face interviews, there should be a waiting area for applicants

and someone to usher applicants in and out (if possible).

1.5 Water is provided if required.

1.6 Each interview lasts 20-30 minutes – including applicant questions and the processing of a decision to shortlist (after the applicant has left the interview room).

1.7 There will be an opportunity for the applicant to ask questions at the end of the interview.

1.8 The interview follows a set pattern outlined in the interview guidelines (appendix 10a). These guidelines are

based on the MPRs and the applicant’s knowledge of IELTS.

1.9 The Examiner Trainer and interview panel discuss and decide together whether an applicant should progress to

training.

1.10 All interview panelists should take clear notes for each interview, using appendix 10b. The Administrator

ensures that all copies of appendix 10b from the interview are kept on file with the application.

1.11 The Administrator informs applicants of the results of the interview by letter or email (see appendix 8 and 9). Short-listed applicants proceed to induction and training.

1.12 If there is any issue arising from the interview which cannot be resolved by the Administrator and the other

member(s) of the interview panel, the Administrator consults the Examiner Support Coordinator.

If the Examiner Support Coordinator (ESC) cannot resolve the issue by reviewing the interview notes,

the ESC and Administrator ask the applicant to attend a second interview, and the ESC and Administrator

make up the interview panel.



E1.5: Examiner Induction

Aims

To ensure that all applicants are aware of the duties and responsibilities of being an IELTS Examiner.

To introduce applicants to the format of the IELTS test.

To give an overview of IELTS, including global candidature and global standards.

To allow applicants an opportunity to ask any questions they have. Those applicants who do induction

by self-access are given a telephone or email contact for their requests or questions.

Induction Process

1.1 All applicants short-listed after the interview proceed to induction.

1.2 Induction must be completed before an applicant can participate in training and must be arranged to take place in

the days preceding the training workshop.

1.3 The Examiner Trainer should not deliver induction to applicants as part of training.

1.4 Induction is delivered face-to-face by the Administrator at the Test Centre.

1.5 In exceptional circumstances, including remote applicants, the Administrator can send the induction materials to

the applicant, who can complete it by self-access. In this case the Administrator must ensure (by means of a

sign-out procedure, appendix 11) that the induction materials are returned to the centre by the applicant after

completion of induction.

1.6 As part of the induction, centres are required to use the current version of the induction material which has been

dispatched to centres.

1.7 During induction, applicants are advised of centre-related concerns, such as Examiner availability, frequency of

testing and remuneration.

1.8 Applicants receive a copy of the IELTS Information for Candidates booklet, or are referred to this document

on the IELTS website (www.ielts.org).

1.9 The Administrator should confirm after induction that applicants are available as required, and committed to

becoming an Examiner.

1.10 The applicant signs a form to confirm that they have completed induction, which is kept on file with the Examiner

application form (appendix 12).

1.11 The Administrator liaises with the Examiner Trainer to confirm that all applicants have completed induction.

1.12 The applicant receives the Examiner Confidentiality Undertaking, which is read at home and taken to training

(appendix 14).

1.13 At the start of the training workshop, all trainees sign the Confidentiality Undertaking in front of the Examiner

Trainer. The Examiner Trainer signs as witness.

1.14 The Examiner Trainer passes the signed Confidentiality Undertakings to the Administrator, who keeps them on the

applicants’ files. For IDP:IELTS Australia Pty Ltd centres, copies of all signed Examiner Confidentiality

Undertakings are sent to Head Office.

http://www.ielts.org/

GUIDE FOR APPLICANTS TO IELTS EXAMINER RECRUITMENT – APPENDIX 1


Guide for Applicants to IELTS Examiner Recruitment

There are a number of stages in the process of becoming an IELTS Examiner.

1. Recruitment Information Pack

All applicants receive a recruitment information pack which contains the following:

The IELTS Examiner application form.

The IELTS Examiner Minimum Professional Requirements (MPRs) in Appendix 4. The MPRs contain

information on what minimum level of qualifications, experience, professional attributes and interpersonal skills are required to become an IELTS Examiner. Only those applicants who fully meet the Minimum Professional Requirements will be considered.

It is the responsibility of applicants to ensure that all documentation for the application is complete

upon submitting the application. This includes evidence to support qualifications fully meet the MPRs required. Applications will not be accepted if documentation is incomplete.

A form to send to your two referees for a reference. Your referees then email this confidentially

to the IELTS Administrator. Referees must be provided by an employer / line manager (one must be from a current employer).

Other centre-specific information.

2. Application Form

All applicants must complete an official application form electronically. It is important that you check that all aspects of the application form are complete before you submit it, including all the signatures required. Electronic signatures are acceptable.

You will need to present the testamurs and transcripts of your qualifications and a photocopy of these to the Centre Administrator. Please DO NOT POST original qualifications as no responsibility will be taken for their loss. They must be presented in person to the Administrator before your application can be assessed. It is the responsibility of the applicant to obtain any verification of supporting documents required, and cover the costs of verification.

In exceptional cases where an original document cannot be provided at the time of applying, the Professional Support Network Manager at IDP:IELTS Australia Pty Ltd or British Council will advise.

Assessment of English language competence

IELTS Examiners must be the equivalent of an IELTS Band 9 in Speaking and a minimum of Band 8 in Reading, Listening and Writing. An IELTS Band 9 is defined as an ‘Expert User’ on the IELTS Band Scales and is described as follows: Has fully operational command of the language: appropriate, accurate and fluent with complete understanding. A Band 9 in the module an Examiner is examining is an essential requirement for all Examiners to be able to examine effectively. Examiners can be identified at any time to sit the test.

On the basis of your application form, performance in the interview and in the training workshop, you may be required to take the full IELTS test. The recruitment process cannot continue until the results of the IELTS test have been released. All applicants who are required to take the IELTS test must sit the Academic module and are required to pay the full test fee. 3. Approval or Rejection of Application Forms

Decisions on the approval or rejection of application forms are made by an Examiner Trainer. Application forms are

assessed against the Minimum Professional Requirements. Those who do not meet the minimum requirements

cannot be accepted.

GUIDE FOR APPLICANTS TO IELTS EXAMINER RECRUITMENT – APPENDIX 1


4. Interview

Applicants whose application forms are approved are invited to attend an interview. The interview should take place at the IELTS centre and only in exceptional circumstances, by telephone. Short-listing decisions are taken by the interview panel. Only successful interviewees will be invited to continue with the recruitment process.

5. Induction

Applicants short-listed after interview are required to attend induction prior to training. Induction is intended to give applicants a general introduction to IELTS examining, and it outlines centre-specific requirements. Induction takes place at the IELTS centre. Self-access induction outside of the centre is available only in exceptional circumstances for remote applicants.

6. Training

You are required to sign a Confidentiality Undertaking before the training workshop begins.

In order to become an IELTS Examiner, you must attend and successfully complete training and certification. Training covers how to rate the Speaking module of the IELTS test and how to deliver the Speaking test. Training takes one and a half days. The Examiner Trainer assesses applicants during the training session to ensure they meet the requirements for an IELTS Examiner.

7. Certification

Certification is a tool to assess whether the Examiner applicant has understood and is able to apply the marking criteria. Applicants make individual assessments of Speaking tests which are sent to the British Council or IDP:IELTS Australia Pty Ltd for assessment. Certification may take place directly after the training workshop or at a separate time within 2 weeks of the date of training. Certification is held at the IELTS centre under strictly controlled test conditions.

Only when the centre has been notified of successful certification does an applicant achieve certificated IELTS Examiner status. The Examiner must conduct their first test within 2 months of their certification date.

8. Communication

The IELTS centre will inform successful and unsuccessful applicants in writing at each stage of the recruitment process. Unsuccessful applicants will receive written notification no more than 2 weeks after a decision has been made at each stage.

9. Summary

In order to become an IELTS Examiner, an applicant must successfully complete the following stages of the IELTS Examiner recruitment process:

Application form approval

Assessment of English language competence if identified as necessary by an Examiner Trainer

Interview

Induction

Training

Certification

Sign the IELTS Examiner documents: (1) Invitation to Examine, (2) Code of Practice and (3) Confidentiality Undertaking

All required background checks, including child protection checks as appropriate, have been completed by the centre.

If you wish to continue with your application, please complete the application form and return it to the IELTS centre, with all of the required original supporting documents.

EXAMINER MODEL ADVERTISEMENT – APPENDIX 2


Examiner Model Advertisement

Centres should use the IELTS Brand builder Toolkit to create advertisements to recruit Examiners.

This is a template of information to include.

IELTS Examiners

IELTS centre (name)

We are looking for suitably qualified and

experienced individuals to join our team of

IELTS Speaking Examiners.

You will need:

An undergraduate or Master’s

degree or a qualification which can be

demonstrated to be equivalent to an

undergraduate or Master’s degree.

A recognised qualification in

Teaching English to Speakers of

Other Languages (TESOL) or

recognised equivalent as part of a

recognised university award course.

At least 3 years’ full time (or the

equivalent part time) relevant TESOL

teaching experience (minimum one year

post-certificate level qualification). The

majority of this teaching experience must

relate to adult students (16 years and

over).

The required

professional attributes and

interpersonal skills.

For more information on the Minimum Professional Requirements and an application form, please contact:

Centre contact details: Closing date for applications:

Equal opportunity statement, child protection statement etc.

EXAMINER APPLICATION FORM – APPENDIX 3


Examiner Application Form

This application form must be completed electronically, printed, signed and then scanned to the Administrator (or an electronic signature is acceptable). All relevant supporting documents, as listed, are to be submitted with the application. Please scan and submit all documents electronically. The application form must be fully complete for it to be considered.

1. Personal Details

Surname First Name(s) Title (e.g. Mr, Ms)

Contact address

Email address Telephone number (include international codes)

Home:

Work:

Home:

Work:

Mobile:

Date of Application

2. Qualifications

You must have the minimum professional requirements of an undergraduate or Master’s degree, plus either a TEFL / TESOL / EFL / ESOL Certificate or a degree with a TEFL/TESOL focus.

Degree / Diploma / Certificate Institution (name & location) Dates of study

(From – To)

Examiner Application Form – Page 1 of 7




You must have a minimum of 3 years’ full-time TEFL / TESOL teaching experience to adult students (16 years’ and over), or equivalent part-time.

Name and address of employer (include telephone number and email address)

Average

teaching

hours per

week to

adults (aged

16 or over)

First

language of

the majority

of students

Focus of

teaching

(General

English, Exam

preparation,

Business, EAP)

Dates of employment (From – To, including months)

Other work experience

Name of Employer Duties Dates

(From – To)

4. Experience as an accredited assessor / Examiner for recognised examinations (national and

international)

Examination title (please describe

the assessor role)

Examining body Dates

(From – To)




5. Professional attributes and interpersonal skills

a) Please respond to the questions in Attachment A of this application form.

b) Please send the Reference Template to your two referees to be completed confidentially and emailed directly to the recruiting centre.

6. English language competence

Have you taken an IELTS test? Yes / No

If Yes, what was your test date?

DATE:

What was your test score?

Listening: Reading: Writing: Speaking: Overall Band Score:

Please respond to the questions in Attachment B of this application form. All applicants must complete Attachment B.

7. Previous IELTS Examiner training

Have you ever… YES/NO Date of application /

training

Centre where you applied

/ trained

Previously applied to be an IELTS

Examiner?

Participated in IELTS Examiner Training?

8. Application form checklist

Please ensure that you have included with your application:

Write YES to

confirm

Fully completed each question of the application, providing all requested information

Supporting documents, such as certificates or diplomas, as listed in section 2

Attachment A

Attachment B

A signature for each part of the declaration in section 9 (next page)




9. Declaration

Please read and sign below to indicate your agreement:

I declare that the information I have provided in this application form is full and accurate, to the best of my knowledge and belief, correct and complete.

Warning: if you include any details that you know to be false or if you withhold relevant information, you may render yourself liable to disqualification from the recruitment exercise or, if invited to examine, to the Invitation to Examine and

certification status being withdrawn. In addition, IDP:IELTS Australia Pty Ltd / British Council (whichever is appropriate)

may seek to recover from you all costs incurred by us in the recruitment, certification and training process and any other costs relating to your work as an Examiner.

Name of applicant

Signature

Background checks - Please sign below:

I am aware that if I become an IELTS Examiner, appropriate background checks may be carried out. These may include: evidence of the right to work in the country (if a foreigner); providing copies of ID documents such as passport; working with children and young people checks.

Name of applicant

Signature

Database - Please sign below:

I am aware that if I become an IELTS Examiner, all IELTS specific information will be permanently held on a database which may be accessed by either Test Partner, Examiner Support Coordinators (ESCs), Examiner Trainers or IELTS Centre Administrators at any time.

Name of applicant

Signature

Verification of documents - Please sign below:

I agree to pay the cost of verification of any documents requested as part of the IELTS Examiner recruitment process.

Name of applicant Signature

IELTS Test - Please sign below:

I agree to pay the IELTS test fee if I am required to take it as part of the IELTS Examiner recruitment process. All applicants must sign here, even if an IELTS test has already been taken or they have English as their first language. NB The IELTS test fee is the same as that charged to IELTS candidates at the centre where you are applying.

Name of applicant

Signature

Recording of interview - Please sign below:

I agree to allow IELTS to record my recruitment interview for quality assurance purposes.

Name of applicant

Signature

Signature and date of application:

Applicant name

Applicant signature

Date of application

Please scan/email this page with your signatures on. This document is kept for 2 years after you stop working as an Examiner.




Attachment A – Professional Attributes and Interpersonal Skills

In this section you are required to present evidence that you have the required professional attributes and interpersonal

skills to become an IELTS Examiner (see number 4 on the Application Form).

Give details of a situation you were in, the action you took and the outcome for each of the questions below.

If you answer on a separate sheet to submit with your application you must include your name on each page –

please write no more than 100 words for each situation.

1. Describe a situation in your professional life in which effective communication is important –

how have you ensured that your own communication is effective?

2. Describe a situation in your professional life where you have had to maintain confidentiality or

follow procedures to ensure security.

3. Describe a task that you have to complete accurately and in detail – how do you ensure that you

complete the task to the required standard?

4. Describe an occasion when you received and built on guidance and advice from others.

5. What advice would you give to a new teacher on what is expected in terms of punctuality, dress code,

ways of addressing others and any other important aspects of the cultural context in which you work?

Please ensure that all attachments are correctly labelled with your name and contact details.




Attachment B – English Language Competence

All applicants must complete this attachment, regardless of nationality and first language.

PART A

Read the following statements and circle the one answer that most accurately reflects your English language skills.

A1: When watching a television programme or video in English, I can understand:

Everything Most of the time Often Rarely Never

A2: When writing a report in English, I can convey my thoughts to express my meaning precisely. I can do this:

Easily Most of the time Often Rarely Never

A3: I am able to understand a variety of Standard English accents:


A4: After reading a paragraph on language teaching, I can summarise its contents:


PART B

Answer each of the questions below in the space provided.

B1: What was the main language spoken in your home when you were a small child?

B2: Were any other languages spoken in your home when you were a child? Yes / No

If Yes, list the additional languages.

B3: At approximately what age did you start to speak English regularly?

B4: What was the main language of instruction when you first started school?

B5: Were any other languages used in your primary school? Yes / No

If “Yes”, list the languages.

B6: What was the main language of instruction at your secondary school(s)?




B7: Was any other language used for instruction at your secondary school? Yes / No

If Yes, name the language(s).

B8: Were you required to study another language at either primary or secondary school? Yes / No

If Yes, name the language(s).

B9: What was the main language of instruction at tertiary level?

B10: What language(s) do you use when relaxing with friends?

B11: What is the official language of the country in which you currently live?

B12: How long have you lived in that country?

B13 Have you delivered a conference paper in English? Yes / No

If Yes, what was the topic?


EXAMINER MINIMUM PROFESSIONAL REQUIREMENTS – APPENDIX 4


IELTS Examiner Minimum Professional Requirements

Examiner applicants are required to meet the Minimum Professional Requirements (MPRs) in three areas, as outlined below.

1. Qualifications

a) An undergraduate or Master’s degree or qualification(s) that can be demonstrated to be equivalent to an

undergraduate or Master’s degree (3 years’ full-time academic study, or a minimum of one year’s full-time

academic study in the case of a Master’s degree).

AND

b) A TEFL / TESOL qualification from a recognised institution (at minimum Certificate level).

Or

EFL / ESOL-related studies completed as part of an undergraduate / post graduate award course from a

recognised institution (minimum Certificate level equivalent).

Or

A degree in Education (if supported by an undergraduate degree which includes studies focused on English

language).

All qualifications must be validated by a reputable institution and accredited by a professional certification board.

If requested, applicants are required to provide additional information regarding their qualifications (e.g. transcript,

course curriculum, evidence of external validation, accreditation by a certification standards board etc.).

Any expenses related to verifying qualifications are to be paid by the applicant. You will be required to produce

the original certificates for all qualifications.


A minimum of three years’ full-time TEFL teaching experience (or equivalent part time) is required. Almost all of this

teaching experience must relate to adult students (16 years and over). Full-time teaching’ is classified as a minimum

of 14 hours of face-to-face teaching per week. Freelance and volunteer teaching is not included.

If an applicant’s EFL / ESOL qualification is at Certificate level (or equivalent), one of the three years of full-time

teaching experience must be post EFL / ESOL Certificate qualification. If the EFL / ESOL qualification is at Diploma

level or higher, the teaching experience can have been completed before the qualification.

3. Professional Attributes and Interpersonal Skills

An IELTS Examiner is expected to have the following professional attributes and interpersonal skills:

Completes tasks accurately and in sufficient detail

Observes the need for confidentiality and security

Responds positively to guidance and advice

Acts professionally at all times

Communicates effectively with colleagues and candidates and treats others with respect

Is sensitive to cultural differences.

NOTE: Examiners are required to adhere to a Code of Practice and Confidentiality Undertaking and follow

all directives from the Centre Administrator and Examiner Trainer. Information will be provided to applicants

once recruitment and training have been successfully completed.

REFERENCE REQUEST – APPENDIX 5


Letter to Referee

Instructions to Examiner Applicants: Please email this form to your referees to complete and send to the IELTS Centre Administrator.

IN CONFIDENCE

Dear Referee

Re: Application to become an IELTS Speaking Examiner

In order to become an IELTS Speaking Examiner, applicants have to demonstrate they have the required professional attributes and interpersonal skills. I would be most grateful if you could comment on the applicant’s suitability for appointment as an IELTS Examiner. Please comment briefly on the following professional attributes and interpersonal skills listed below, giving examples where possible.

Communicates effectively with colleagues and learners Observes the need for confidentiality and security Completes tasks accurately and in sufficient detail Responds positively to guidance Is culturally aware Acts professionally and is respectful of colleagues at all times Is consistently punctual

Referee’s name and position held:

Applicant’s name:

Your comments:

Please email the assessment by (date) to (Administrator’s email address). Your comments will help the interview

panel in their deliberations. I thank you for your input into the application process.

Yours sincerely (Centre Administrator)

Please note that individuals have the right to view the personal information we hold on them. If we receive

such a request, we will be obliged to disclose to the applicant the reference information provided by you.

MODEL TEXTS FOR ASSESSMENT – APPENDIX 6


Model Texts for Assessment of an Applicant’s or Examiner’s

Language Level

Template 1. Text to inform applicant/Examiner that his/her language level needs to be assessed

Dear (name of applicant/Examiner)

I am writing to inform you that as a result of (the information you supplied on the application form / your

performance in the recruitment interview / the training workshop / monitoring / standardisation) you are

required to take the full IELTS test in order to demonstrate that your English is of the proficiency required for an

IELTS Examiner. You are required to take the Academic test.

You are required to achieve a Band 9 in the Speaking module and no less than a Band 8 in the Writing, Reading and Listening modules.

Please contact me to make arrangements for you to take an IELTS test. You will be required to pay the full test fee

which is ........

If you do not wish to take the test, please inform me in writing within one week of receipt of this email. If you do not

take the IELTS test this will mean that your (application to become an IELTS Examiner cannot proceed /

Invitation to Examine and certification status will be withdrawn).

Yours sincerely

(Centre Administrator)

Template 2. Text for successful IELTS test or EOR on the IELTS test taken


I am writing to inform you that the details of your (IELTS test / Enquiry on Result) have been released and you have

achieved the required level to continue (with your application to become an Examiner / examining). A copy of your

Test Result Form has been retained in your records.

For applicants

The next stage in the recruitment process is (an interview / training / certification). I will contact you shortly with

details of (the interview / training / certification).

For Examiners

Please contact me for test dates.

Yours sincerely


MODEL TEXTS FOR ASSESSMENT – APPENDIX 6


Template 3. Text for unsuccessful IELTS test or EOR


I am writing to inform you that the details of your (IELTS test / Enquiry on Result) have been released and you have

not achieved the required level to continue (with your application to become an Examiner / examining).

For applicants

Thank you for the interest you have shown and the efforts you have taken in applying.

For Examiners

You will no longer be able to examine for IELTS in this or any other IELTS centre. I will write to you shortly giving you

official notice of the withdrawal of the Invitation to Examine and certification status.

For applicants or Examiners after IELTS test only

If you think the results of the IELTS test do not accurately reflect your performance, you can request an Enquiry on

Result (EoR). You can request an EoR by contacting (name of contact) at this centre – the procedure and fee for

Enquiries on Result is the same as for IELTS candidates. You will be required to pay the EoR fee (amount) by (date) in

order to initiate the process.

Yours sincerely


Template 4. Text for unsuccessful IELTS test or EOR – Withdrawal of Invitation to Examine and certification status

Dear Examiner

Following the results of your IELTS test, I am writing to inform you that your Invitation to Examine and

certification status has been withdrawn. You will no longer be able to examine for IELTS in this or any other

IELTS centre.

Yours sincerely


EXAMINER APPLICATION FORM APPROVAL: COVER SHEET – APPENDIX 7


IELTS Examiner Application Approval – Cover Sheet

SECTION A

To be completed by Administrator. Note that the application must be fully complete before forwarding to

the Examiner Trainer.

Name of Applicant

Date of Application Centre Number

Application fully completed and signed

Yes

No Two references (Appendix 5) provided

Yes

No

Qualifications (originals) sighted

Yes

No IELTS test result (if identified as required by ET / Administrator)

SECTION B

Qualifications and Experience: To be completed by BOTH Administrator and ET.

In addition to the MPRs above, the following list can be used to prioritise multiple applications

Recognised EFL / ESOL qualification at Diploma level or higher

More than 3 years’ EFL / ESOL teaching experience

Experience of teaching English for Academic Purposes (EAP)

Experience of examining for another EFL examining body

EFL / ESOL teaching experience in the last 5 years

(CONTINUED ON NEXT PAGE)

Award 1 point to each of the following qualifications, experience and professional attributes/interpersonal skills

Administrator

Examiner Trainer

1

Undergraduate or Master’s degree or equivalent

2

Recognised TEFL / TESOL qualification as defined in E1.2, 1.2

3

3 years’ full-time (or part time equivalent) relevant EFL / ESOL teaching experience (one year must be post–qualification if applicant has a Certificate level EFL / ESOL qualification) = 1500 hours

4

Evidence of professional attributes and interpersonal skills

TOTAL POINTS: Any applicant who scores less than 4 points does not meet the MPRs and is therefore rejected

EXAMINER APPLICATION FORM APPROVAL: COVER SHEET – APPENDIX 7


SECTION C

Administrator’s recommendation

RECOMMENDED (Applicant meets the MPRs)

REJECTED (Applicant does not meet MPRs)

CONSULT (Guidance needed)

If CONSULT, please give reasons why more guidance is needed (e.g. on Applicant’s qualifications) and indicate who was consulted. Should only be signed after this process is completed.

Outcome of consult:

RECOMMENDED BY ADMINISTRATOR

REJECTED BY ADMINISTRATOR

If REJECTED, please give reasons.

Administrator name and

signature

Date

Examiner Trainer decision

APPROVE (Applicant meets the MPRs)

REJECT (Applicant does not meet MPRs)

ISSUES TO BE FOLLOWED UP

If there are ISSUES TO BE FOLLOWED UP, please indicate below what the issues are. At a later date (after more information obtained, or after consultation with Head Office or ESC), indicate how these issues have been resolved or otherwise. Should only be signed after this process is fully completed.

Issue Resolution

e.g. hours taught are unclear; TESOL qualification needs investigating; unusual responses in Attachment A; grammar mistakes in Attachment A; applicant’s language level questionable.

FINAL APPROVAL FOR INTERVIEW BY ET

FINAL REJECTION FOR INTERVIEW BY ET

If REJECTED, please give reasons.

Examiner Trainer name

and signature Date

TEXTS FOR UNSUCCESSFUL APPLICANTS – APPENDIX 8


Model Texts for Unsuccessful Examiner Applicants

(Application, Interview)

Template 1. After submission of application form

Dear (name of applicant)

Thank you for applying to become an IELTS Examiner.

After careful consideration, I am unable to take your application any further. If you would like more detailed

information on the reasons for this decision, please feel free to contact me.

Your original documents will be returned to you (state when and how).

Thank you for the interest you have shown in becoming an IELTS Examiner and the efforts you have taken in

applying.

Yours sincerely


Template 2. After interview


Thank you for attending the interview to become an IELTS Examiner.

After careful consideration, I am unable to take your application further. If you would like more detailed information on

the reasons for this decision, please feel free to contact me.

Your original documents will be returned to you (state when and how).


applying.

Yours sincerely


TEXTS FOR SUCCESSFUL APPLICANTS – APPENDIX 9


Model Texts for Successful Examiner Applicants




I am writing to confirm that your application form to become an IELTS Examiner has been approved.

The next stage in the application process is an interview.

For face to face interviews

The interview will take place at (place) on (date) at (time). Please ensure that you arrive 15 minutes before the

scheduled start time of the interview. The interview will take approximately 30 minutes. Please note that we do not

cover any costs you may incur as a result of coming to the interview, such as travel costs. Please confirm by email

that you will be able to attend.

For telephone interviews

The interview will be conducted by telephone on (date) at (time). I will call you on the following telephone number as

provided by you (telephone number). The interview will take approximately 30 minutes – during this time, you should

be in a quiet environment which will be free from interruption. Please confirm by return email that you will be able to

have the interview as specified.

For all types of interviews

The interview panel will consist of (name of Examiner Trainer) and myself (and other interview panel members as

required). There will be an opportunity at the interview for you to ask any questions you may have. You will be

informed of the result of the interview in writing. Please note that the interview will be recorded.

For more information on interviews please consult your ‘Guide for Applicants to IELTS Examiner recruitment’.

Yours sincerely


Continued on next page

TEXTS FOR SUCCESSFUL APPLICANTS – APPENDIX 9




I am writing to confirm that you have successfully completed the interview stage of the IELTS Examiner recruitment

process.

For face-to-face induction

The next stage in the application process is induction. The induction session will be held at (place) on (date) at (time).

It will take approximately an hour. The induction session will give you information about the duties and responsibilities

of an IELTS Examiner, the format of the test and global standards of IELTS. It is also an opportunity to ask any

questions you may have.

For self-access induction

I will be sending the induction material by courier to your home address. Please contact me by phone or email when

you receive the material. You must ensure that you return all of the induction material when you have

completed your self-access induction. You must either return the materials in person or by secure courier

(if you choose this option, you will need to cover the cost of couriering the materials yourself).

If you have any questions as a result of induction, please contact me.

For all types of induction

For more information on induction please consult your ‘Guide for Applicants to IELTS Examiner recruitment’

After completing induction, and confirming your availability as required and commitment to becoming an Examiner,

the next stage in the application process is training for the Speaking module. This training workshop will take one

and a half days. The training workshop will be led by (name of Examiner Trainer). Training details are as follows:

Speaking module training (Place / date / time)

The final stage in the application process is certification for the Speaking module. Certification will take

approximately half a day. Applicants who successfully complete the certification become IELTS Examiners.

Certification details are as follows:

Speaking module certification (Place / date / time)

Please confirm to me in writing as soon as possible that you will attend.

Yours sincerely


GUIDELINES FOR EXAMINER INTERVIEWS – APPENDIX 10a


Guidelines for Examiner Interviews

1. Preparation for interviews

Administrators should:

1.1. Draw up an interview schedule (see point 3 for an example), if a number of applicants are being interviewed.

1.2. Ensure that the other member(s) of the interview panel is fully informed of the date, time and venue of the

interview; has a copy of the interview schedule (if applicable); and has copies of the application forms (including

references or performance evaluations) to review in advance.

1.3. Ensure that the other member(s) of the interview panel has a copy of these guidelines.

1.4. Meet with the other member(s) of the interview panel in advance to devise questions, clarify any problems and

decide who will cover which area in the interview using the Record of Interview (appendix 10b).

1.5. Prepare a copy of the Record of Interview (appendix 10b) for each applicant and ensure that each member of

the interview panel has a copy for each applicant.

1.6. Ensure that a private room is booked, that it is comfortable (heating, lighting), quiet and seating is suitably

arranged.

1.7. Inform all staff that interviews are being held and that the members of the interview panel should not be

disturbed.

1.8. Organise a member of staff to act as usher, if required. Ensure that appropriate members of staff (for example,

those at reception) have a copy of the interview schedule.

2. During the interview

2.1. Guidelines for standard interviews

Start on time.

Begin the interview by welcoming the applicant.

Try to establish a good rapport with the applicant.

Inform the applicant that you will be recording the interview.

Introduce yourself and the other member(s) of the interview panel and clarify your roles.

Explain that you will be seeking information and evidence that the applicant meets the Minimum Professional Requirements for an IELTS Examiner.

Remind each applicant to ask for clarification if necessary and point out that there will be an opportunity for questions towards the end of the interview.

Indicate the length of the interview.

Use a logical sequence of questions (see the next page) and provide links between sections of the interview.

Allow the applicant to do the majority of the talking.

Listen actively and refrain from trying to fill in any silences.

Check gaps, omissions and contradictions.

Ask the applicant, before ending the interview, whether they want to expand upon anything or supply

further information.

Ensure the applicant understands the timing of the decision-making process.



2.2. Guidance on interview questions

Interview questions should be written in liaison with the Examiner Trainer. Open questions (starting with

what…where…how…why…tell me about) elicit the fullest responses. Hypothetical questions (what would you

do if…) encourage hypothetical answers; they do not provide evidence of past behaviour. However, they are useful if

you want to explore an applicant’s thinking or approach to a situation.

2.3. Interview structure – it is recommended that you follow this structure for all interviews to ensure consistency

and fairness for all applicants.

Introduction

2-5 minutes

Greet the applicant.

Introduce the other member(s) of the interview panel – their name, position and their role in the interview.

Briefly describe the structure of the interview and who will be covering what areas. Tell the applicant how long the interview will last (approximately 20 minutes). Inform the applicant that you will be recording the interview.

Remind the applicant that they should clarify any questions they are not sure about and that there will be an opportunity for them to ask questions at the end.

Explain that you will be taking notes.

Introductory

questions

5 mins

Why do you want to be an IELTS Speaking Examiner?

When did you first hear about IELTS?

What do you know about IELTS?

Professional

knowledge

5-10 mins

Have you done any placement tests or assessment interviews?

In assessing someone’s level of spoken English, what criteria do you use?

Professional

attributes and

interpersonal

skills

5-10 mins

In advance of the interview, look through the applicant’s responses to the questions on

Professional Attributes and Interpersonal Skills on their application form. Also, review the

applicant’s performance evaluation or reference. On the basis of the information given, devise

some follow-up questions to probe their answers or clarify an aspect of the performance

evaluation or reference. Keep the questions open and use the information you already have,

rather than asking very general questions.

Some alternative questions for this area might be:

Can you tell us about someone that you have worked with who you would say is a really

good communicator? What makes them so effective?

Why do you think confidentiality is so important to IELTS?

What is the most useful piece of feedback you have received in your professional life – how did it change the way you worked?

What do you think would be considered an appropriate dress code for a teacher here in (country)?

Child Protection 1-2 mins

Ask one or more of the following to ensure the applicant has an awareness of Child Protection:

Why do you think we have a Child Protection policy in place?

Why do you think we asked you to sign a Child Protection self-declaration form as part of your application?

What child protection responsibilities will you have with young people taking IELTS?

Conclusion 2-5 mins

Ask the applicant if they have any additional questions.

Remind the applicant that they will receive the outcome of the interview in writing within

2 weeks.

Thank the applicant for their time and say goodbye.

Short listing 5 mins

Review the interview with the other members of the interview panel and come to a decision.

Use appendix 10b to keep a record of the interview.



Telephone/Skype interviews

Administrators should:

Ensure that the call takes place at a reasonable time of day for both parties.

Ensure that the call is made in privacy, without interruptions, and that the applicant has arranged

a similar environment at their end.

Allow plenty of preparation time.

Introduce themselves and the other member of the interview panel clearly and state their role.

Clarify the time scale and purpose of the call (a formal interview, not an informal chat).

Clarify the structure of the call (what you will cover, in which order).

Explain that members of the interview panel will be taking notes.

Ask effective questions.

Listen carefully and actively (make listening noises).

Ensure that there are enough opportunities for the applicant to ask questions.

Ensure that enough time is allowed for the call.

If the line is poor, consider making two shorter calls rather than spending less time on the interview.

Ensure all available evidence is taken into account – that the interview panel is not tempted to base

their selection decision solely on the outcome of an interview carried out in difficult conditions.

3. Example interview schedule

Day and date

Room / location Interview panel members INTERVIEW SCHEDULE

0845 – 0900 Pre interview meeting

0900 – 0945 Interview 1 and decision


1030 – 1045 Break



1215 – 1345 Lunch



1515 – 1530 Break



1700 – 1715 Round up

RECORD OF RECRUITMENT INTERVIEW – APPENDIX 10b


Record of Recruitment Interview

Each interviewer is to complete this record during the interview for each applicant. It can include more or fewer questions. Appendix 10b is to be filed with the application form.

Name of Applicant

Date and location of interview (indicate if interview is by distance e.g. phone)

Name of Interviewer and position

held (ET, Administrator etc.)

(ET only) The applicant is required to take an IELTS test

YES

(give reasons for your decision)

NO

Progress to Training

YES

NO

(give reasons for your decision)

Please record the following at the beginning of the interview. This is a recruitment interview being conducted on ….(day/month/year)..…/…./…. at …..(centre name, centre number) ……. for the IELTS Speaking/ test. The applicant is …(name)……….., and the interviewers are …(name)…………., Examiner Trainer and …(name)……….., Administrator.

Questions (insert interview questions below)

Notes and Comments

1. (e.g. Why do you want to be an IELTS Examiner?)

2.

3.

4.

5.

6.

7.

8.

General Comments if needed

RECORD OF SELF-ACCESS INDUCTION MATERIALS – APPENDIX 11


Record of Self-Access Induction Materials

This form should be used if an applicant is doing the induction by self-access.

Name and address of applicant

Material included in the pack:

e.g. DVD

Date induction materials sent

Name of courier company

Reference number (e.g. airway bill number)

Date received by applicant

Date returned by applicant

Name and address of applicant

Date induction materials sent

Material included in the pack:

e.g. DVD

Name of courier company

Reference number (e.g. airway bill number)

Date received by applicant

Date returned by applicant

EXAMINER INDUCTION CONFIRMATION – APPENDIX 12


Examiner Induction Confirmation

All applicants must sign this document to confirm that they have followed and completed the IELTS Trainee Examiner

induction. If induction is completed by self-access, the completed form is returned to the Administrator with the return

of the induction materials.

Applicants also sign to confirm receipt of the IELTS Examiner Confidentiality Undertaking which must be reviewed

before training. The Confidentiality Undertaking is to be taken to the training workshop and signed in front of the

Examiner Trainer.

Administrators keep signed confirmations on file.

Trainee Examiner Induction

Name of Examiner Trainee

Date of induction

Induction venue

I have received a copy of the IELTS Examiner Confidentiality Undertaking

I confirm that I have completed induction

(Signature of Examiner Trainee)

ADMINISTRATOR AND EXAMINER TRAINER CHECKLIST – APPENDIX 13a


Administrator and ET Checklist –

Examiner Recruitment, Interview and Induction

Administration and Planning Who? Done

1. Agree requirement for new Examiners when settling ET Work plan TCA + ET

2. Reconfirm ET availability for recruitment, interviews, training, and monitoring of new Examiners in the first test and after 3 months. Agree remuneration as necessary.

TCA + ET

3. Confirm to ESC and PSN Manager that recruitment is planned and advise any revisions to the ET Work plan.

TCA + ET

4. Book training venue as necessary. TCA

Advertising, documentation and screening application forms See sections E1.1 – E1.3 for full instructions

1. Advertise for applicants (see appendix 2 and Brand Builder). TCA

2. Distribute to applicants: Guide for Applicants, Examiner MPRs, soft copy of the Application Form, Reference template (see E1.2 – E1.3 and appendix 1, 3, 4 + 5)

TCA

3. Receive application forms and complete an initial screening to confirm:

All questions have been answered

All sections requiring a signature have been signed

All supporting pages with additional information on responses have been provided

All supporting documents have been provided, i.e. certificates, transcripts etc.

TCA

4. If application is incomplete, return it to the applicant advising what action must be taken before resubmitting it for screening – do not send incomplete application forms to the ET.

TCA

5. Note that the Administrator should have received a reference on the applicant by email (see Application Form, section 5).

TCA

6. When the application is complete and all documentation is provided:

assess application against the MPRs

confirm (non-standard) qualifications or issuing organisation if unknown (with PSN Manager)

complete the Administrator section of application form cover sheet (appendix 7)

forward applications, documents and completed checklists to the ET for final screening.

TCA

7. ET screens application forms, completes the checklist and returns them to the Administrator. ET

8. If requested by the ET, follow up with the applicant for more information / confirmation of qualifications etc. Complete appendix 7 once finalised.

TCA

9. Once all applications and qualifications have been fully checked and a shortlist for interviews finalised, liaise with the ET to agree a schedule for interviews and training.

TCA + ET

10. Advise unsuccessful applicants using appendix 8 templates. TCA

11. Send copies of application forms to ESC, if requested. TCA

Interviews and Induction – Section E1.4 –E1.5

1. Prepare an interview schedule with Examiner Trainer and contact successful applicants to confirm interviews (E1.4, appendix 9). Prepare Appendix 10b for interviewers.

TCA + ET

2. Interview applicants by following appendix 10a (note: interviews to be recorded) and agree final list of applicants to progress to induction and training.

TCA + ET

3. Advise applicants of interview results and provide successful applicants with details of the induction session and the training workshop.

TCA

4.

Administrator supervises induction in-centre. In exceptional cases, materials may be sent to remote applicant (E1.5, appendix 11, 12, 14, IELTS Handbook for Candidates).

All trainees must complete induction before training – It is not the ET’s role to conduct induction as part of training.

TCA

5. Confirm to ET that all Examiner trainees have completed induction, and been given an Examiner Confidentiality Undertaking to bring to the New Examiner Training.

TCA



Examiner Training and Certification Training and Certification – Administration and Planning Who? Done

1. Confirm with ET all workshop / equipment requirements (see supplementary notes below). TCA

2. Liaise with venue on all aspects of workshop requirements / catering, as required. TCA

3. Agree / arrange ET accommodation and transport as required. TCA

4. Confirm who is providing photocopiable materials for training. If not the centre, then ET is responsible. [Note that photocopiable materials available as hardcopy with the training materials or on CentreNet].

TCA + ET

5. Confirm schedule for ET to access the training materials from the Test Centre (maximum 2 weeks prior to the workshop) and return at the end of training (within a week or the workshop). The materials must be signed out/in of secure storage.

If the ET is travelling from another centre, this is completed at the centre where the ET is based. ET must fully review all training materials to prepare for every training delivery, i.e. ET timetable, training procedures, PowerPoint presentation and interviews.

TCA + ET

6. Confirm to ET that sufficient volunteers have been identified for Speaking training and advised of the procedures (see the supplementary note on the next page).

TCA

7.

Certification scheduled to take place immediately afterwards, or within 2 weeks of each training workshop. Advise ET of details.

[ET is not involved in certification process as it is not part of training].

TCA

8.

A copy of the application form and Confidentiality Undertaking of all applicants selected for training to be sent to Head Office (IDP only).

TCA

Training – see sections E2.1 for full instructions

1. ET collects all signed copies of the Examiner Induction Confirmation (appendix 12) and gives them to the Administrator for filing with the application form.

ET

2. ET ensures that all trainees sign the Examiner Confidentiality Undertaking (appendix 14) at the start of the training session and gives the signed copies to Administrator. A copy is sent to Head Office as soon as possible.

TCA + ET

3. ET liaises as necessary with Administrator regarding trainees who do not successfully complete training.

If ET has any concerns regarding any trainee’s language proficiency or understanding of the Examiner role, he/she must advise the Administrator immediately to ensure that the trainee does not progress to certification.

TCA + ET

4. ET ensures that trainees complete training feedback forms (appendix 15). Completed forms passed to the Administrator for forwarding to ESC within 2 weeks of workshop.

TCA + ET

5. Arrange for successful trainees to complete certification and advise unsuccessful trainees accordingly (appendix 18 template 1).

TCA

Certification – see section E2.1 for full instructions

1. Administrator arranges certification to occur under full test conditions, i.e. invigilation, no consulting among trainees, certification must be completed in one sitting of no more than 3 hours. No ratings are to be removed from the certification test room by trainees/examiners.

TCA

2. Certification mark sheets to be forwarded to Head Office for processing. All new Examiner trainees must write their date-of-birth on the top of the mark sheet.

TCA

3. Certification mark sheets to be securely destroyed once Head Office has confirmed receipt or returned results.

TCA

4. Follow up to arrange for trainees to complete any re-remarks required, as advised by Head Office. Advise trainees of results (appendix 17 and 18).

TCA

5. New Examiners receive their Examiner number and letter from Cambridge; sign the Invitation to Examine and Code of Practice. Prior to first test, it is desirable that new Examiners participate in a session at the centre to review the PSN Induction DVD and Examiner Handbook.

TCA



Administrator Checklist – Examiner recruitment, training and certification – Supplementary notes

Venue suitability and workshop requirements – to be confirmed with Examiner Trainer for all workshops

Lockable room in a private location

Table and chair for Trainer at front of room

Table for data projector

Table and chair for each trainee (horseshoe or classroom layout – Trainer to advise preference)

Laptop with DVD drive, data projector and screen

External speakers for audio, preferably with bass / treble controls

Flipchart and pens

Copy training materials (see above)

Volunteer practice candidates – number, selection, timetabling (see below); separate practice

interview spaces; blank paper and pencils; timers and recording equipment if required

Catering to be provided at the training venue, where possible. The ET to advise the Administrator of

break times as outlined in the training materials. Room must be locked if participants leave the room

for breaks / lunch.

Venue staff must not enter the training room unsupervised at any time while materials are in view, including the PowerPoint presentation.

Volunteers for the Speaking training workshop

There should be the same number of volunteers as trainee Examiners.

Volunteers should have different proficiency levels.

Best practice is that the volunteers have not taken IELTS in the recent past and are not due to sit the test

in the near future.

Volunteers are usually recruited from students at the institution.

Volunteers should arrive by 10.00am and should be free to leave by 11.00am

(this is not a fixed time – the ET will advise when volunteers can leave).

Each volunteer should undergo two practice interviews, with two different trainee Examiners.

Volunteers must be advised that as the Examiners are only in training and this is not a real test,

they will not receive a band score for their practice interviews; however, they should receive a few minutes

of spoken feedback from each Examiner about their general performance.

Certification

Certification must take place within 2 weeks of training.

ETs cannot be involved in any aspect of certification and must not have access to certification materials.

Trainees should all receive different certification sets (from each other) where possible. This should

certainly apply to trainees known to each other.

Any second attempts (re-marks) are to be completed without referring to the original mark sheet.

SECTION E2: TRAINING, CERTIFICATION, STANDARDISATION, RECERTIFICATION, MONITORING


Section E2

IELTS Examiner Training, Certification,

Standardisation, Recertification and Monitoring

Section Contents

E2.1: Examiner Training and Certification ....................................................................................................... 59

E2.2: Examiner Standardisation and Recertification ....................................................................................... 63

E2.3: Monitoring and Support for New and Inactive Examiners ...................................................................... 65

E2.4a: PSN Monitoring for Current Examiners ................................................................................................ 67

E2.4b: PSN Monitoring due to an Enquiry on Result (EOR) or Jagged Profile ............................................... 68

E2.5: Monitoring Categories for IELTS Examiners .......................................................................................... 69

E2.6: Action as a Result of Monitoring ............................................................................................................ 71

E2.7: Cambridge English Language Assessment Sample Monitoring ............................................................ 76

Relevant Appendix

Appendix 13b: Administrator Checklist – Examiner Monitoring....................................................................... 78

Appendix 14: IELTS Examiner Confidentiality Undertaking ............................................................................ 79

Appendix 15: Feedback Form on Delivery of New Examiner Training or Examiner Standardisation ............. 81

Appendix 16: Examiner Trainer Report to ESC after Examiner Training or Standardisation .......................... 83

Appendix 17: Model Texts for Successful Training and (Re) Certification ...................................................... 85

Appendix 18: Model Texts for Unsuccessful Training and (Re) Certification .................................................. 86

Appendix 19: Speaking Module Monitoring Feedback Form ........................................................................... 89

Appendix 19a: Speaking Module Monitoring Tracker ...................................................................................... 89

Appendix 20: This appendix is no longer relevant and has been left blank for numbering purposes ............. 95

Appendix 21: Self-Access Materials Record Form .......................................................................................... 96

Appendix 22: Guidelines for Secure Processing of PSN Monitoring Materials ............................................... 97

Appendix 23: Monitoring Materials Record Form ............................................................................................ 98

Appendix 24a: Model Texts for Emails for PSN Monitoring Results ............................................................... 99

Appendix 24b: Withdrawal of Invitation to Examine and certification status for Poor Monitoring Performance

....................................................................................................................................................................... 103

Appendix 24c: Examiner Poor Performance – Examiner Trainer Support .................................................... 104



E2.1: Examiner Training and Certification

1. Training

All IELTS Examiner applicants must attend and successfully complete training.

1.1. Organisation. The IELTS Centre Administrator is responsible for organising the training. If two or more centres

are recruiting at the same time, they can run a joint training session. For joint sessions, any costs are split

between the participating centres according to how many Examiner applicants are attending the training

session.

There is a maximum of 16 trainees in any Examiner training workshop.

1.2. Costs. All the costs of training (e.g. Examiner Trainer fees, venue, refreshments) are met by the IELTS centre

recruiting Examiners. Unless otherwise specified, centres do not cover individual applicants’ costs, e.g. travel.

IELTS centres may charge the applicants for training at the discretion of the Administrator. If an Administrator

decides to charge attendees, the fee is a nominal one based on cost recovery.

1.3. Duration.

The Speaking workshop lasts one and a half days.

The Administrator decides when to schedule certification. It must occur after training and is usually held on

the afternoon post training.

If an Administrator decides to train and certificate separately, certification must take place no more than

two weeks after the date of training. In exceptional circumstances (and with the approval of the PSN Manager)

certification can take place within one month of the date of training.

1.4. Examiner Trainer. A certificated IELTS Examiner Trainer leads the training.

1.5. Training material. Cambridge English produces all of the material for training. See below for more

information on the security of training material.

1.6. Induction. The applicant signs a form to confirm that they have completed induction (appendix 12). The Administrator keeps the form on the applicant’s file.

1.7. Confidentiality Undertaking. The Confidentiality Undertaking (appendix 14) is given out at induction and

taken home by trainees to review. The Confidentiality Undertaking is signed in front of the Examiner Trainer and

counter-signed by the Examiner Trainer. The Examiner Trainer forwards the signed document to the

Administrator to keep on file.

1.8. Screening trainees during training. The Examiner Trainer identifies trainees who do not have the necessary

requirements to continue to certification at any point during the training workshop. The Examiner Trainer

explains to the trainee that he/she does not have the necessary requirements and that he/she cannot continue

to certification. These trainees receive confirmation of this in writing by the Administrator (appendix 18,

template 1) after consultation with the Examiner Support Coordinator.

1.9. Examiner Trainer post-training report. All Examiner Trainers send a report to the Examiner Support

Coordinator after each training workshop including information on unsuccessful applicants, comments on

training materials, timing, issues arising and recommendations (appendix 16).



1.10. Feedback. All trainees complete a feedback form at the end of training (appendix 15). The trainees can

choose whether to fill out the feedback form anonymously or not. The Administrator, or their representative,

collects the completed forms at the end of the training. The Administrator scans and emails the forms to the

Examiner Support Coordinator for the region.

1.11. Unsuccessful trainees. All application documentation for unsuccessful trainees must be destroyed within

two weeks of the training.

IELTS Examiner applicants who perform successfully in the training then go on to certification. The

Administrator informs successful and unsuccessful applicants in writing (appendix 17 and 18).

2. Certification

The Administrator decides when to timetable certification. It is usually conducted on the afternoon post-training.

If an Administrator decides to schedule training and certification separately, certification takes place no more

than two weeks after the date of training. In exceptional circumstances (and with the approval of the PSN

Manager), certification can take place within one month of the date of training.

A certification attempt must be completed in one sitting. It is not possible to rate the interviews in multiple

sessions.

A certification attempt must be completed in no more than 3 hours (maximum).

A variety of certification sets must be used among the trainees. Trainees should all receive different certification

sets (from each other) where possible. This should certainly apply to trainees known to each other.

A certification set can only be used once (two attempts) and never used again by the Examiner.

No feedback is given on individual certification attempts or any stage of certification.

Examiner Trainers must not have access to the certification materials.

If it is necessary for selected interviews to be re-marked, this must be done without referring to the

original marks, i.e. only using the Band descriptors.

Certification in-centre is mandatory. The removal of certification material from the centre constitutes

gross misconduct.

Certification is supervised and held under controlled conditions. Applicants must complete the

ratings under test conditions, individually with no opportunity for consultation.

2.1. The certification procedure

2.1.1. Certification sets assigned. The Administrator assigns IELTS Examiner applicants a Speaking certification

set. The Administrator keeps a record of the Speaking sets assigned.

2.1.2. Trainees rate interviews. The trainees rate the interviews under test conditions and record their ratings on

the Examiner certification mark sheet, which must be downloaded from CentreNet.

All new Examiner trainees must write their date-of-birth on the top of the mark sheet.

Ratings sent to IDP:IELTS Australia Pty Ltd or British Council Head Office. The Administrator scans the

mark sheets and emails them to IDP:IELTS Australia Pty Ltd or British Council for assessment.

2.1.3. Results returned. IDP:IELTS Australia Pty Ltd or British Council returns the results to the Administrator.

The Administrator informs successful and unsuccessful applicants in writing using the model texts in

appendix 17 and 18. The Administrator destroys the hard copy of each Examiner certification mark sheet as soon as Head Office sends results.



2.2. Successful certification

Applicants who pass certification are informed in writing by the Administrator (appendix 17, template 1). Before

receiving their Examiner number, the newly certificated Examiner receives and signs the IELTS Examiner

Invitation to Examine and IELTS Examiner Code of Practice (section E3.1 and appendix 25a and 25b).

Having agreed availability to examine, a newly trained and certificated Examiner must examine within two months

of certification.

2.3. Unsuccessful certification

2.3.1. If the applicant fails certification at the first attempt, the Administrator notifies him/her in writing using

appendix 18, template 2. A second attempt with the same set of materials takes place within two weeks of

the notification. In exceptional circumstances, this can be extended to within one month of the notification

(with the approval of the PSN Manager).

2.3.2. If the applicant’s second attempt at certification is unsuccessful, the Administrator first decides if the applicant

should continue with a further attempt at certification with a second set of materials. The Administrator may

choose to meet the applicant to decide whether a further attempt is advisable. A standard letter informing the

applicant of the result of certification and the meeting can be found in appendix 18, template 3. The decision

of the Administrator is final and may be based on feedback from the Examiner Trainer.

If the Administrator decides that the trainee can continue, the Administrator informs the trainee in writing

(appendix 18, template 3, option A) that he/she is required to first review self-access materials at the

next possible opportunity and then attempt certification with a second set of materials. The Administrator

may also choose to request Examiner Trainer support (e.g. discussion with trainee, review training

materials) for the trainee before he/she attempts certification. This may be either face-to-face, by phone

or online.

The first attempt with the second set of materials takes place within two weeks of the notification of failure

of the first set. In exceptional circumstances this can be extended to within one month of the notification

(with the approval of the PSN Manager).

If the Administrator decides that the applicant may not make a further attempt at certification, the

Administrator informs the applicant in writing (appendix 18, template 3, option B) and his/her

application to become an IELTS Examiner cannot proceed any further.

2.3.3. If the applicant then fails certification after further training, the Administrator notifies him/her in writing using

appendix 18, template 4. A second attempt with the same set of materials takes place within two weeks of

the notification of failure. In exceptional circumstances this can be extended to within one month of the

notification (with the prior approval of the PSN Manager). Applicants should be encouraged to review the self-

access standardisation materials again before the final attempt.

2.3.4. If the applicant’s second attempt at certification with the second set of materials is unsuccessful, the

Administrator informs the applicant in writing (appendix 18, template 5) that their application can no longer

proceed.



3. Security of IELTS training and standardisation materials

Security of training and standardisation materials

3.1. All materials for IELTS training and Standardisation are to be kept securely in two-tiered locking storage at the

centre.

3.2. Centres which do not have an Examiner Trainer will not have copies of the training / standardisation materials.

All photocopiable materials are available on CentreNet.

3.3. The Centre Administrator must have a procedure for the Examiner Trainer and the Administrator to sign the

materials out and back in again, and a system of regular checks to ensure that the material is not missing and

is complete.

Before a training / standardisation session

3.4. For preparation purposes, all training / standardisation materials may be signed out by the Examiner Trainer

and Administrator up to 2 weeks prior to a training or standardisation workshop.

During the training / standardisation period

3.5. Once signed out of secure stock control and into the secure control of the Examiner Trainer, it is the

responsibility of the Examiner Trainer to ensure that the materials are kept securely at all times, not shown

to or discussed with anyone else, and that no parts of the materials are copied in any way.

3.6. If the Examiner Trainer is travelling to another centre to carry out training / standardisation, the materials must

travel with the Examiner Trainer and be kept in a locked carry/travel bag that stays with the Examiner Trainer

for the full duration of the journey. Secure materials must be carried as hand luggage (where possible) when

travelling on planes.

3.7. If the Examiner Trainer stays overnight, best practice is for materials to be securely stored at the centre where

training / standardisation will take place under the established two-tiered locking system. Alternatively,

materials may be stored securely in the hotel room safe. Materials must not be locked in a hotel safe which can

be accessed by others.

After a training /standardisation session

3.8. All materials must be signed back into secure storage at the Test Centre by the Administrator and Examiner

Trainer no more than one week after a training or standardisation session.

3.9. It is the responsibility of the Administrator to ensure that the materials are returned complete. Any Examiner

Trainer who has not returned the materials by the due date will be subject to disciplinary action.

Disciplinary procedures

3.10. The PSN procedures for gross misconduct (see section ET3.2) are followed for any Examiner Trainer

who does not comply with prescribed procedures related to the return of training / standardisation material

or is found to have copied or retained any parts of it.

3.11. The PSN procedures for gross negligence (see section ET3.2) are followed for any trainer who loses

training material as a result of their own negligence.



E2.2: Examiner Standardisation and Recertification

IELTS Examiners demonstrate that they continue to rate to standard by re-certificating every two years for the duration

of their time as IELTS Examiners. The recertification process is compulsory and similar to certification (section E2.1,

point 2).

Prior to recertification, Examiners attend face-to-face standardisation with an Examiner Trainer. Standardisation for

all Examiners is compulsory. There is a maximum of 20 participants in standardisation sessions.

1. Standardisation

1.1. The standardisation workshop is led by a certificated Examiner Trainer.

1.2. The aims of the standardisation workshop are as follows:

To refresh Examiners’ facility with the criteria and Band descriptors for Speaking

To set the benchmarks for Examiners to use in assessing IELTS candidates

To increase confidence in using the assessment criteria in advance of recertification.

1.3. The Administrator is responsible for the scheduling, organisation and associated costs of standardisation

(e.g. Examiner Trainer fee, venue, refreshments). Unless otherwise specified, centres do not cover individual

Examiners’ costs, e.g. travel.

1.4. If two or more centres are standardising at the same time, they can run a joint session and split the

costs according to the number of Examiners participating per centre.

1.5. Standardisation materials are produced by Cambridge English and are subject to the policy on security

of materials detailed in section E2.1, point 3.

2. Recertification

The Administrator decides when to timetable recertification after standardisation. Examiners must not be

scheduled to examine until they have passed recertification.

Standardisation can be combined with recertification into a one-day session, i.e. recertification is scheduled in the

afternoon at the end of standardisation. If an Administrator decides to train and certificate separately, recertification

must take place no more than two weeks after the date of standardisation. In exceptional circumstances,

recertification can take place within one month of the date of standardisation (with the prior approval of the PSN

Manager).

A recertification attempt must be completed in one sitting. It is not possible to rate the interviews in multiple sessions.

A variety of certification sets must be utilised among the trainees. Trainees should all receive different

certification sets (from each other) where possible. This should certainly apply to trainees known to each other.

A certification attempt must be completed within a three-hour timeframe (maximum).

A certification set can only be used once (two attempts) and never used again by the Examiner.

No feedback is given on individual certification attempts or any stage of certification.

Examiner Trainers or Administrative staff who are also Examiners must not have access to the certification materials.

If it is necessary for selected interviews to be re-marked, this must be done without referring to the

original marks, i.e. only using the Band descriptors.

Certification in-centre is mandatory. The removal of certification material from the centre constitutes

gross misconduct.

Certification is supervised and held under controlled conditions. Examiners must complete the

ratings under test conditions, individually with no opportunity for consultation.



2.1. The recertification procedure

2.1.1. Recertification sets assigned. The Administrator assigns IELTS Examiners a Speaking certification set.

The Administrator keeps a record of the certification sets assigned to ensure Examiners do not use a set they

have seen before. Repeated sets will not be marked.

2.1.2. Examiners rate interviews. The Examiners rate the interviews under test conditions and record their

ratings on the Examiner certification mark sheet, which must be downloaded from CentreNet.

2.1.3. Ratings sent to IDP:IELTS Australia Pty Ltd or British Council Head Office. The Administrator scans the

mark sheets and emails them to IELTS Australia Pty Ltd or British Council for assessment.

2.1.4. Results returned. IDP:IELTS Australia Pty Ltd or British Council returns the results to the Administrator.

The Administrator informs successful and unsuccessful Examiners in writing using the model texts in

appendix 17 and 18. The Administrator destroys the hard copy of each Examiner certification mark sheet

as soon as Head Office sends results.

2.2. Successful recertification

Examiners who pass recertification are informed in writing by the Administrator (appendix 17, template 2).

The Examiner receives and signs a new Invitation to Examine, Code of Practice and Confidentiality Undertaking

(section E3.1 and appendix 25a, 25b and 14).

2.3. Unsuccessful recertification

2.3.1. If an Examiner has failed a certification attempt, they must not examine while awaiting another attempt.

Even if they are technically still current in terms of certification expiry date on their letter from Cambridge,

by failing certification they have demonstrated that they are not marking to standard and should not be used

in live examining until they have re-certificated.

2.3.2. If the Examiner fails recertification at the first attempt, the Administrator notifies him/her in writing using

appendix 18, template 2. A second attempt with the same set of materials takes place within two weeks of the

notification of failure. In exceptional circumstances, this can be extended to within one month of the notification

(with the prior approval of the PSN Manager). Examiners should be encouraged to look at the self-access

standardisation materials before the second attempt.

2.3.3. If the Examiner’s second attempt at certification is unsuccessful, the Administrator first decides if the Examiner

should continue with a further attempt at certification with a second set of materials. The Administrator may

choose to meet the Examiner to decide whether a further attempt is advisable. A standard letter informing the

Examiner of the result of certification and the meeting can be found in appendix 18, template 3. The decision

of the Administrator is final and may be based on feedback from the Examiner Trainer and monitoring history.

If the Administrator decides that the Examiner can continue, the Administrator informs the Examiner

in writing (appendix 18, template 3, option A) that he/she is required to first review self-access

materials at the next possible opportunity and then attempt recertification with a second set of

materials. The Administrator may also choose to request Examiner Trainer support (e.g. discussion

with Examiner, review standardisation materials) for the Examiner before he/she attempts

recertification. This may be either face-to-face, by phone or online.

The first attempt with the second set of materials takes place within two weeks of the notification of

failure of the first set. In exceptional circumstances this can be extended to within one month of the

notification (with the approval of the PSN Manager).

If the Administrator decides that the Examiner may not make a further attempt at certification, the

Administrator informs the Examiner in writing (appendix 18, template 3, option B) and his/her

Invitation to Examine is withdrawn.

2.3.4. If the Examiner then fails recertification after further standardisation, the Administrator notifies him/her in writing

using appendix 18, template 4. A second attempt with the same set of materials takes place within two weeks

of the notification of failure. In exceptional circumstances this can be extended to within one month of the

notification (with the prior approval of the PSN Manager). Examiners should be encouraged to review the self-

access standardisation materials again before the final attempt.

2.3.5. If the Examiner’s second attempt at recertification with the second set of materials is unsuccessful,

the Administrator informs the Examiner in writing (appendix 18, template 5) that his/her Invitation to Examine

is withdrawn.



E2.3: Monitoring and Support for New and Inactive Examiners

All newly trained and certificated Examiners receive support and are monitored in their first examining session. The same

procedures are used for ‘inactive’ Examiners. All costs associated with monitoring new and inactive Examiners, including

the remuneration of the Examiner Trainers, are covered by the centre. However, if an Examiner becomes inactive, they

can be asked to reimburse the centre for any monitoring/support required. Contact your PSN Manager for approval to

charge an Examiner.

All new and inactive Examiners are monitored at their first examining session.

New and inactive Examiners should not mark jagged profiles at their first test.

Examiners are considered new/inactive until they achieve their first standard monitoring outcome.

Administrators may continue using any of the recommended support systems for new / inactive Examiners

after their first examining session at their discretion.

NOTE: All Examiners, Examiner Trainers and Examiner Support Coordinators attached to a centre must have the

opportunity to regularly examine in order to maintain their marking accuracy and ‘active’ status as Examiners.

An Examiner must examine a minimum of once a month (unless the test centre does not have work available).

New Examiners

An Examiner is considered ‘new’ until they achieve their first standard monitoring outcome. New Examiners must not examine more than six candidates.

Inactive Examiners

An inactive Examiner is considered ‘new’ until they achieve their first standard monitoring outcome. Inactive Examiners must not examine more than six candidates.

An Examiner becomes inactive if (s)he has not examined for 3 months.

If an Examiner has not examined for 3–6 months, (s)he must do self-access standardisation before

examining (unless their certification has expired and (s)he is required to do face-to-face Examiner

Standardisation with an Examiner Trainer and recertify).

If an Examiner has not examined for 6–12 months, (s)he must do face-to-face Examiner Standardisation with

an Examiner Trainer and undertake recertification.

If an Examiner has not examined for 12 months or more, (s)he must undergo full new Examiner training.

Centres must ensure that they hold full recruitment records for all Examiners.

All inactive Examiners are monitored at their first test, following the same procedures as for new Examiners.

First examining session for new and inactive Examiners

A new Examiner must examine within two months of successful certification.

For the first examining session, new / inactive Examiners examine:

o a minimum of 3 and a maximum of 6 Speaking tests.

An examining session is one test date.

All new and inactive Examiners receive a test day briefing delivered by a member of staff nominated by the

Administrator (e.g. Test Day Supervisor). This briefing takes place either in the days prior to the first test or

on the day of first examining, shortly before the start time.

o The briefing covers issues such as: security of materials and practical issues such as the

arrangements for refreshments, the location of fire exits, toilets etc.

o Some of these issues can be addressed in a written format and distributed to all new and inactive

Examiners prior to first examining, but there must still be a face-to-face meeting of all new and inactive

Examiners together with the member of staff nominated by the Administrator prior to first examining.

Each new or inactive Examiner is assigned to an experienced Examiner who will act as first point of contact

for any examining-related questions at their first test session.

Examiners complete appendix 25d to confirm they have received a briefing and that all examining-

related questions have been addressed.



Procedures

The Examiner Trainer is required to monitor the marking performance of each new / inactive Examiner, providing

ratings within 3 days, and the fully completed appendix 19 within 7 days of the test date and before the release of

the test results, following standard PSN procedures.

The Administrator should provide the Examiner Trainer with all interviews for each new / inactive Examiner to

ensure that monitoring can be completed in time to meet the deadlines for data entry and the release of Test Report

Forms.

1. Monitoring Speaking interviews:

The Examiner Trainer monitors three Speaking interviews for each new or inactive Examiner and awards a

monitoring category.

If the new / inactive Examiner receives a STANDARD result in ratings but a NON-STANDARD result for

Procedures, it is not necessary for the Examiner Trainer to double-mark the remaining interviews.

If the new / inactive Examiner receives a NON-STANDARD (A, B or C) for ratings (section E2.5), the Examiner Trainer double-marks all remaining Speaking interviews.

If there is a difference of 1.0 or 1.5 bands on any interview, the Examiner is given a rating of

NON-STANDARD A, and follow-up action from section E2.6 NON-STANDARD A monitoring applies.

If there is a difference of 2.0 bands on any interview, the Examiner is given a rating of

NON-STANDARD B, and follow-up action from section E2.6 NON-STANDARD B monitoring applies.

If there is difference of 2.0 bands on more than one interview or a difference of 2.5 bands on one or

more interviews, the Examiner is given a rating of NON-STANDARD C, and follow-up action from

section E2.6 NON-STANDARD C monitoring applies.

2. The Examiner Trainer provides the Administrator with the ratings results within 3 calendar days of the test date.

3. The Examiner Trainer completes the monitoring feedback forms electronically (appendix 19) and returns them to

the Centre Administrator within 7 days of the test date. If the ET is required to rate all interviews, extra rows are

added to appendix 19 to record the results.

4. If the monitoring identifies that the Examiner Trainer’s final band scores are different from the Examiner’s, the

Examiner Trainer’s bands scores are used and the Examiner Trainer’s Examiner number is used. This applies even for a 0.5 change in final bands.

5. The new / inactive Examiner must not examine again until the feedback form and the monitoring materials have

been reviewed by the Examiner.

6. The follow-up procedures are the same as for all PSN monitoring (section E2.6).

7. All new Examiners must be monitored again 3 months after their first test, and again 11–13 months after

certification.



E2.4a: PSN Monitoring for Current Examiners

All Examiners are monitored in Speaking a minimum of once every 2 years in the centre to which they are attached

(main centre). IELTS Examiners certificate every 2 years and are monitored 11–13 months after certification.

All costs associated with PSN monitoring, including the remuneration of Examiner Trainers, are covered by the centre.

1. Examiner monitoring procedures

1.1. Examiners are monitored 11 to 13 months after their recertification.

1.2. Centres have the option to increase the amount of monitoring to a maximum of 4 monitoring sessions for Speaking per year. Examiners who examine more than 50 candidates per test date should be monitored frequently to ensure they are rating to standard.

1.3. A monitoring session for Speaking is three Speaking tests.

1.4. The Administrator takes samples of Speaking tests at random from within the 3 months leading up to the monitoring session. The samples can be taken from different examining sessions and should include a range of band scores if possible. The Administrator then arranges with the Examiner Trainer for the monitoring to be carried out as agreed in the centre work plan.

1.5. If the Examiner works for more than one IELTS centre (section E3.5), monitoring is carried out by the main centre. The Administrator of the main centre may request samples for monitoring from all centres where the Examiner examines. The second centre can carry out additional monitoring for quality assurance purposes. A copy of this monitoring must be sent to the main centre and follow-up monitoring is the responsibility of the shared centre. However, it is the main centre’s responsibility to manage the PSN monitoring schedule. This does not replace the scheduled PSN monitoring in the main centre.

1.6. The Examiner Trainer follows the guidelines for PSN monitoring.

1.7. The Examiner Trainer monitors the samples and completes the monitoring feedback forms electronically (appendix 19 and appendix 19a).

1.8. The Examiner Trainer returns the completed ratings to the Administrator immediately and the monitoring forms not more than 4 weeks after receiving them.

1.9. The Administrator takes action according to the results of the monitoring (section E2.6). The Administrator sends the monitoring feedback form with the appropriate email (appendix 24a) to the Examiner.

1.10. The monitoring feedback form (appendix 19) and monitoring tracker (appendix 19a) should be sent to the

Examiners in PDF format.

1.11. The Administrator arranges with the Examiner a time for him/her to come to the Test Centre to review the samples monitored with the feedback. All Examiners must review the monitoring with the interviews if the result was non-standard. An Examiner should not examine until they have reviewed the monitoring.

1.12. The monitoring results are entered on the appropriate database by the Administrator or Examiner Trainer (British Council only).

1.13. Copies of all monitoring feedback forms are kept electronically on Examiner files for three years after the Examiner leaves the centre.

1.14. For transferring Examiners, monitoring records are sent electronically to the new centre and then kept for three years.

2. Retention of materials for monitoring

For the purposes of monitoring, all centres with an Examiner Trainer based in their centre are required to keep ‘withdrawn’ Speaking Booklets for three months after date of withdrawal for monitoring purposes.

3. Secure management and dispatch of monitoring materials

All monitoring by Examiner Trainers must be carried out at an IELTS centre. The removal of IELTS material from the centre for monitoring will be considered gross misconduct.

If the Examiner Trainer is based at the centre, the Administrator follows the guidelines for the secure handling of PSN monitoring materials (appendix 22) and completes the monitoring materials record form (appendix 23).

If the Examiner Trainer is based at another centre, the Administrator arranges a secure courier of materials to the centre where the Examiner Trainer is located. The guidelines for the secure processing of PSN monitoring materials are in appendix 22. The monitoring materials record form is appendix 23.

NOTE: Standard, non-secure postal systems are not acceptable for use when sending IELTS materials.



E2.4b: PSN Monitoring due to an Enquiry on Result (EOR)

or Jagged Profile

All PSN monitoring undertaken due to an Enquiry on Results (EOR) or a Jagged Profile Result is completed by the

Examiner Trainer assigned to the Test Centre following the guidelines for PSN monitoring. Monitoring must take place

as specified, even if the Examiner has already completed the maximum number of monitoring sessions for the year

(see E2.4a, point 1.2).

All costs associated with PSN monitoring, including the remuneration of Examiner Trainers, are covered by the centre.

If a shared Examiner is to be monitored as a result of an EOR or jagged profile, the centre where the Examiner was examining at the time is responsible for conducting the monitoring. The monitoring result should then be forwarded to the main centre.

1. PSN Monitoring due to an Enquiry on Result (EOR)

1.1. All EORs are sent to IDP:IELTS Australia Pty Ltd or British Council where they are re-marked by Senior

Examiners.

1.2. If the rating of the original Examiner is higher or lower than the Senior Examiner’s rating by:

1.5 bands, follow Non-Standard A follow-up action

2.0 bands, follow Non-Standard B follow-up action

2.5 or more bands, follow Non-Standard C follow-up action.

1.3. If the EOR is a jagged profile and the rating of the jagged profile Examiner is higher or lower than the

Senior Examiner’s rating by:




It is possible that both the original Examiner and the jagged profile Examiner will need to be monitored

by the Examiner Trainer as a result of an EOR.

1.4 (British Council centres only) All non-standards from EORs must be recorded on the Examiner Database.

2. PSN Monitoring due to a 2.5-Band Jagged Profile Result

2.1. A jagged profile that has been double marked at a centre and has resulted in a 2.5-band (or greater)

difference between the ratings of the first and second Examiners is sent to IDP:IELTS Australia Pty Ltd or

British Council, where it is marked by a Senior Examiner.

2.2. If the rating of the original Examiner is higher or lower than the Senior Examiner’s rating by:




2.3. If the rating of the jagged profile Examiner is higher or lower than the Senior Examiner’s rating by:




2.4 It is possible that both the original Examiner and the jagged profile Examiner will need to be monitored

by the Examiner Trainer as a result of a Jagged Profile.

2.5 (British Council centres only) All non-standards from Jagged Profiles must be recorded on the Examiner

Database.



E2.5: Monitoring Categories for IELTS Examiners

After monitoring, Examiners receive a monitoring feedback form (appendix 19) completed by the Examiner Trainer

with written feedback and a monitoring category assigned to the performance of the Examiner being monitored. A

monitoring tracker (appendix 19a) is also provided to the examiner as a summary of non-standard procedures over

different monitoring sessions. The monitoring forms are sent to the Examiner by the Administrator together with a

covering letter (appendix 24a) according to the monitoring category assigned by the Examiner Trainer.

1. There are two categories for monitoring:

STANDARD

NON-STANDARD – there are three levels within the Non-Standard category (A, B and C).

The categories are recorded on the monitoring feedback form (appendix 19) by the Examiner Trainer. The categories

refer to the Band scores and the extent to which the Examiner adheres to the Speaking test procedures.

2. Monitoring categories 2.1. Speaking – Band scores

STANDARD: All three Speaking tests rated to standard (same as ET’s rating) or 0.5 bands higher or

lower than monitor’s rating.

NON-STANDARD A: One, two or three Speaking tests rated 1.0 or 1.5 bands higher or lower than ET’s rating.

NON-STANDARD B: One Speaking test rated 2.0 bands higher or lower than ET’s rating.

NON-STANDARD C: Two or three Speaking tests rated 2.0 bands higher or lower than ET’s rating. OR One, two or three Speaking tests rated 2.5 or more bands higher or lower than ET’s rating.

2.2. Speaking – Procedures

To give a rating for the procedures, the Examiner Trainer selects one interview from the three to rate. The interview

selected is the lowest performance, i.e. the sample with the highest number of crosses against the procedure points.

STANDARD: An average of 11 for the three interviews, with no interview scoring less than 10 (add the three interviews and divide by 3)

NON-STANDARD A: 8 or 9 procedure points OR 10 procedure points if average is less than 11

NON-STANDARD B: none, 1, 2, 3, 4, 5, 6 or 7 procedure points achieved

NON-STANDARD C: There is no NON-STANDARD C for Speaking test procedures

2.3. Speaking – Overall Category

The Speaking test monitoring feedback form (appendix 19) has two categories – one for band scores and the other for

procedures.

There is also an overall category for the Examiner’s performance, which is the lower of the two categories (if two different

categories are awarded).

If an Examiner receives STANDARD for band scores and NON-STANDARD (A or B) for procedures, the overall

monitoring category is NON-STANDARD (A or B) and action is taken accordingly (section E2.6). Equally, if an Examiner

receives NON-STANDARD (A, B or C) for band scores and STANDARD for procedures, the overall monitoring category is

NON-STANDARD (A, B or C) and action is taken accordingly.

If the same category is awarded for band scores and procedures, then the overall category is the same –so if an Examiner

receives STANDARD for band scores and STANDARD for procedures, the overall category is STANDARD.



3. Speaking – Procedure Points

There are 12 points of procedure on the Speaking Test feedback form. The Examiner will be awarded a STANDARD

or NON-STANDARD (A or B) category based on how many of the points of procedure the Examiner includes to the

required standard in the interview. The points are as follows.

Part 1

Records the Candidate and Examiner information fully, clearly and accurately. Checks ID.

Covers 3 frames if possible.

Adheres to the wording, avoiding paraphrase.

Part 2

Allows correct preparation time.

Repeats instructions before candidate speaks.

Allows candidate to speak for 2 minutes (long turn) uninterrupted.

Asks scripted rounding-off questions as appropriate and adheres to the wording of the rounding-off questions.

Part 3

Chooses sets of prompts appropriate to the candidate’s level.

Rewords prompts appropriately according to candidate’s level.

Uses appropriate follow-up unscripted questions to develop a discussion.

General

Delivers instructions and prompts naturally, clearly, audibly, at an appropriate speed, in an encouraging

manner and, where appropriate, as scripted.

Keeps to prescribed timing for Parts 1 and 3 of the test, and retrieves all test materials.



E2.6: Action as a Result of Monitoring

If an Examiner receives a NON-STANDARD, both ratings and procedures are monitored by the Examiner Trainer in the follow-up monitoring.

The IELTS Administrator takes action according to the monitoring category assigned by the Examiner Trainer. The guidelines are given in detail below.

Covering letters to accompany monitoring feedback forms can be found in appendix 24a.

When an Examiner successfully re-certificates after completing Examiner Trainer-led standardisation at the end of

his/her two-year cycle, the Examiner commences the next two-year cycle with a clean monitoring record for rating

and is monitored 11–13 months after recertification. However, recertification does not stop the monitoring

follow-up requirements for procedures.

If the Examiner has a NON-STANDARD for procedures before recertification, they must be monitored again within

three months.

Best practice is that all follow-up monitoring is carried out at the next test and results provided to the Administrator

within 7 days of the test date (and in advance of the release of test results) as per the procedures for monitoring new /

inactive Examiners (section E2.3) in order to offer maximum support to Examiners and maintain marking standards.

Withdrawal of the Invitation to Examine and certification status (Speaking)

If an Administrator decides to withdraw the Invitation to Examine and certification status (ITE), he/she must consult

with the Examiner Support Coordinator (ESC) for the region before withdrawing an Invitation to Examine and

certification status.

The first stage in the process is for the Examiner Support Coordinator to review the monitoring samples and Examiner

Trainer feedback. Arrangements should be made to send all of the monitoring materials to the Examiner Support

Coordinator (following the guidelines for the secure processing of monitoring materials in appendix 22). The Examiner

Support Coordinator checks that all of the monitoring has been carried out correctly.

The Examiner Support Coordinator completes appendix 24b and returns it to the Administrator.

If the Examiner Support Coordinator supports the decision to withdraw the Invitation to Examine and certification status, the Administrator advises the Examiner of the withdrawal of the Invitation to Examine and certification status with appendix 24a, template 10.

If the Examiner Support Coordinator does not support the decision to withdraw the Invitation to Examine

and certification status, the withdrawal of the Invitation to Examine and certification status is not issued to the

Examiner and the Examiner Support Coordinator takes the appropriate action with the Examiner Trainer as

detailed in section ET2.3.

If the Invitation to Examine and certification status is withdrawn, the Examiner has the right to appeal to the PSN Manager.

Examiner right to appeal the withdrawal of the Invitation to Examine and certification status

Examiners have the right to appeal to the PSN Manager within 20 working days of notification of the withdrawal of the Invitation to Examine and certification status. The appeal must be lodged in writing (a template is provided in appendix 30).

The PSN Manager reviews all documentation and comes to a final decision as to whether the correct procedures

have been followed and whether the decision to withdraw the Invitation to Examine and certification status is

correct.

The PSN Manager informs the Examiner of this decision in writing within 4 weeks of the receipt of the appeal.

The letter is copied to the Administrator, Examiner Support Coordinator and the Examiner Trainer. The decision of the

PSN Manager is final.



1. EXAMINER MONITORING ACTION FOR A STANDARD RESULT

1.1 FIRST MONITORING (STANDARD)

The Examiner receives the monitoring feedback form with written feedback on ratings and the covering letter

(appendix 24a, template 1).

New Examiners: o Review monitoring materials with feedback. o Monitoring again within 3 months. o Monitoring again 11–13 months after certification.

Inactive Examiners:

o Review monitoring materials with feedback.

o Monitoring again with 3 months is optional.

o Monitoring again 11–13 months after certification.

Current Examiners: o Monitoring again 11–13 months after certification.

1.2 SECOND AND THIRD MONITORING (STANDARD)

The Examiner receives the monitoring feedback form with written feedback on standardised ratings and the covering

letter (appendix 24a, template 1).

New Examiners: Monitoring again 11–13 months after certification date.

Inactive / Current Examiners: Monitoring again 11–13 months after certification.



2. EXAMINER MONITORING ACTION FOR A NON-STANDARD A (NSA)

2.1. NSA AT FIRST AND SECOND MONITORING

The Examiner receives the monitoring feedback form with written feedback on ratings and the covering letter (appendix 24a, template 2).

1. Review monitoring samples with feedback received.

2. Review self-access materials as advised by the Examiner Trainer.

3. New Examiners are monitored at next test. Current examiners are monitored as soon as possible within 3 months.

2.2. NSA AT THIRD MONITORING

The Examiner is immediately suspended from examining and the Administrator can choose either Examiner Trainer

support or to withdraw the Invitation to Examine and certification status (see beginning of this section for instructions

on withdrawing an Invitation to Examine and certification status).

1. Examiner reviews monitoring samples with feedback received (appendix 24a, template 3).

2. Examiner completes self-access work as agreed with Examiner Trainer and must discuss any specific issues

with the Examiner Trainer (face-to-face, by phone or online) or have an Examiner Trainer-led formal training

session. Only when the Examiner has completed this required follow-up action can he/she resume examining.

Successful completion of follow-up is confirmed by the ET in writing to the Administrator using appendix 24c.

3. New Examiners are monitored at next test. Current examiners are monitored as soon as possible within 3 months.

(fourth monitoring). 2.3. NSA AT FOURTH MONITORING




1. Examiner reviews monitoring samples with feedback received (appendix 24a, template 4). 2. Examiner has Examiner Trainer-led formal training session to discuss specific issues. Examiner Trainer completes

appendix 24c and returns to the Administrator. 3. New Examiners are monitored at next test. Current examiners are monitored as soon as possible within 3 months.

(fifth monitoring) 2.4. NSA AT FIFTH MONITORING

If the Examiner is non-standard in fifth monitoring, the Invitation to Examine and certification status must be withdrawn.

The Administrator must consult with Examiner Support Coordinator before withdrawing the Invitation to

Examine and certification status (see beginning of this section for instructions on withdrawing an Invitation to

Examine and certification status).

Best practice is that all follow-up monitoring is carried out at the next test and results are provided to

the Administrator within 7 days of the test date (and in advance of the release of test results) as per the

procedures for monitoring new / inactive Examiners (section E2.3), in order to offer maximum support to

Examiners and maintain marking standards.



3. EXAMINER MONITORING ACTION FOR A NON-STANDARD B (NSB)




All follow-up monitoring for Non-Standard B takes place at the next test. Results are provided to the Administrator

within 3 days and the full appendix 19 within 7 days of the test date and in advance of the release of test results.

NOTE: If the Examiner Trainer finds the Examiner’s final band scores are not to standard, then the Examiner Trainer’s band scores are used and the Examiner Trainer’s Examiner number is used on the Test Result Form.

3.1. NSB AT FIRST AND SECOND MONITORING

1. Review monitoring samples with feedback received (appendix 24a, template 5).

2. Examiner completes self-access work as agreed with the Examiner Trainer and must discuss any specific issues

with the Examiner Trainer (face-to-face, by phone or online). Only when the Examiner has completed this

follow-up work can he/she resume examining. Successful follow-up is confirmed by the ET in writing to the

Administrator using appendix 24c.

3. Follow-up monitoring takes place at the next test and ratings are provided to the Administrator within 3 days and

the full appendix 19 within 7 days of the test date (and in advance of the release of test results) as per the

procedures for monitoring new/inactive Examiners (section E2.3).

3.2. NSB AT THIRD MONITORING


2. Examiner has an Examiner Trainer-led formal training session and must discuss any specific issues with

Examiner Trainer (face-to-face, by phone or online). Only when the Examiner has completed this follow-up work

can he/she resume examining. Successful follow-up is confirmed by the ET in writing to the Administrator using

appendix 24c.

3. Follow-up monitoring is carried out at the next test and ratings are provided to the Administrator within 3 days and


procedures for monitoring new/inactive Examiners (section E2.3) (fourth monitoring).

3.3. NSB AT FOURTH MONITORING

1. Examiner reviews monitoring samples with feedback received (appendix 24a, template 6). 2. Examiner has an Examiner Trainer-led formal training session to discuss specific issues with Examiner Trainer.

Only when the Examiner has completed this follow-up work can he/she resume examining. Successful follow-up

is confirmed by the ET in writing to the Administrator using appendix 24c.

3. Monitoring again at next test (fifth monitoring) with ratings provided to the Administrator within 3 days and the full

appendix 19 within 7 days of the test date (and in advance of the release of test results) as per the procedures for monitoring new / inactive Examiners (section E2.3).

3.4. NSB AT FIFTH MONITORING






4. EXAMINER MONITORING ACTION FOR A NON-STANDARD C (NSC)




All follow-up monitoring for Non-Standard C takes place at the next test. Results are provided to the Administrator

within 3 days and the full appendix 19 within 7 days of the test date and in advance of the release of test results.

NOTE: If the Examiner Trainer finds the Examiner’s final band scores are not to standard, then the Examiner Trainer’s band scores are used and the Examiner Trainer’s Examiner number is used on the Test Result Form.

4.1. NSC AT FIRST AND SECOND MONITORING

1. Review monitoring samples with feedback received (appendix 24a, template 7).

2. Examiner completes appropriate self-access work as agreed with the Examiner Trainer and must discuss any

specific issues with the Examiner Trainer (face-to-face, by phone or online). Only when the Examiner has

completed this required follow-up can he/she resume examining. Successful follow-up is confirmed by the ET in

writing to the Administrator using appendix 24c.

3. Follow-up monitoring takes place at the next test and ratings are provided to the Administrator within 3 days and


procedures for monitoring new/inactive Examiners (section E2.3).

4.2. NSC AT THIRD MONITORING


2. Examiner participates in an Examiner Trainer-led formal training session. Only when the Examiner has completed this follow-up can he/she resume examining. The Examiner Trainer completes appendix 24c and returns it to the Administrator.

3. Follow-up monitoring is carried out at the next test and ratings provided within 3 days, and the fully completed

appendix 19 provided to the Administrator within 7 days of the test date (and in advance of the release of test

results) as per the procedures for monitoring new/inactive Examiners (section E2.3) (fourth monitoring).

4.3. NSC AT FOURTH MONITORING

1. The Examiner must participate in a formal training session with Examiner Trainer to discuss monitoring

samples and specific ratings and/or procedures issues (appendix 24a, template 9). Examiner Trainer

completes appendix 24c and returns to the Administrator.

2. The Examiner must then undertake full Examiner Trainer-led standardisation and attempt recertification.

3. If recertification is successful, monitoring at next test and ratings results provided within 3 days, and full

monitoring reports within 7 days of the test date and in advance of the release of test results, as per the

monitoring requirements for new / inactive Examiners (see section E2.3 for details) (fifth monitoring)

4.4. NSC AT FIFTH MONITORING








E2.7: Cambridge English Language Assessment Sample

Monitoring

The aim of sample monitoring is to monitor those Examiners who may be systematically harsh or systematically lenient in

their ratings, and award the Examiners a sample monitoring category so that the appropriate action can be taken, if

needed. Cambridge English Language Assessment adopts a targeted approach to sample monitoring. The system for

selecting samples involves three standard checks on the scores awarded by Examiners.

The checks carried out are as follows:

Check 1: Each Speaking mean band score for the Examiner is compared to the historical Speaking band scores

for the Centre from which the scores came.

Check 2: Each Speaking mean band score is compared to the average of the mean band scores of the objective

skills for the same candidates during the specified time period.

Check 3: Each Speaking mean band score is compared to the Speaking mean band scores in the same

region for the same time period.

There is an additional check, the jagged profile check, which is designed to identify those Examiners whose ratings

may be erratic.

If the scores of a particular Examiner fall outside the normal range in two out of the three standard checks, or are

identified as erratic in the separate jagged profile check, then sample monitoring is undertaken by Cambridge English

Language Assessment.

Cambridge English Language Assessment contacts the IELTS Centre Administrators and requests 10 recorded

Speaking tests conducted by specific Examiners.

Centre Administrators are required to:

Take samples from different examining sessions within the FOUR months prior to the request for samples.

Make copies of each interview and check the quality of each photocopy/recording. Copies must be

securely stored by the Centre. These copied materials may be reviewed by the Examiner as part of the

action resulting from monitoring, and therefore the Centre must check copies for clarity and quality before

dispatching the originals to Cambridge.

Original RECORDINGS of the Speaking tests must be checked for sound quality before being dispatched

to Cambridge. If any recordings are not of sufficient quality, Cambridge English Language Assessment will

request replacement recordings.

For DIGITAL RECORDINGS, the recorded Speaking tests should be transferred to CD in MP3 format.

A separate CD should be used for each Examiner. Each MP3 file should be named with the candidate

number and test date (e.g. 00896 – 1 April 2019). Each MP3 file must be checked for sound quality before

being dispatched to Cambridge. If any recordings are not of sufficient quality, Cambridge English Language

Assessment will request replacement recordings.

Clearly label the CD(s) themselves with the Centre name and number, the Examiner’s name and number, the candidates’ names / numbers, and the test date(s).

Include the appropriate Speaking Examiner Record(s).

Complete and return a cover sheet provided by Cambridge English Language Assessment. Cambridge English Language Assessment will provide Centres with an account number for a courier service to enable Cambridge English Language Assessment to bear the cost of dispatching the materials to be monitored. Please send all materials to: IELTS Administration, Sample Monitoring, Cambridge English Language Assessment, 1 Hills Road, Cambridge, CB1 2EU, England, UK.

Courier the samples to the address above within 14 days of receiving the request from Cambridge English Language Assessment. It is important to meet this deadline because we have a strict schedule of monitoring.


The Centre Administrator must also inform the Examiner(s) involved that interviews are being sent to Cambridge for sample monitoring, so that the Examiner is aware that s/he will be receiving feedback. The Examiner must be advised that any result other than Standard will require follow-up action as described in section E2.6 of the PSN Manual. The following sample text should be used in correspondence.

Dear (Examiner name)

Cambridge Sample Monitoring is managed by Cambridge English Language Assessment and involves the targeted analysis of the scores awarded by Examiners in relation to global Examiner marking practices. Based on the results of the latest data analysis, Cambridge English Language Assessment has requested 10 Speaking samples from your examining in the last four months.

for PSN monitoring as it uses different sample sizes. Therefore, while the terminology for the monitoring

categories in Sample Monitoring and PSN monitoring is the same (Standard, Non-Standard A,

Non-Standard B, Non-Standard C), it is possible that you may have been monitored under each system and

been awarded different monitoring categories. Should you receive Sample Monitoring feedback results with

a category other than Standard, follow-up action will be required as per section E2.6 of the PSN Manual

and Examiner Handbook.

You will receive the results and feedback within 6–8 weeks, and it will be possible to access copies of

the monitored recordings at the Test Centre in order to review the feedback.

Monitoring is carried out by IELTS Principal Examiners and Assistant Principal Examiners ((A)PEs) appointed by

Cambridge English Language Assessment. Using forms that have been adapted from those used in PSN monitoring,

(A)PEs rate and provide comments on the rating performance of the targeted Examiner. Ratings and feedback on the

Speaking procedures using a 12-point checklist are also provided. Monitoring categories are awarded and may lead

to action taken by the Centre as a result of monitoring.

Due the different purpose and sample size of Sample Monitoring, sample monitoring categories are generated using

different thresholds to those used in PSN monitoring. However, the terminology for the monitoring categories of PSN

monitoring and Sample Monitoring is the same. The monitoring categories are STANDARD, NON-STANDARD A,

NON-STANDARD B or NON-STANDARD C. It is possible, therefore, for an Examiner to be monitored under each

system and be awarded the same category for follow-up action; it is also possible that the monitoring categories

awarded may differ. It is not feasible, therefore, to review the results of Sample Monitoring by applying the method of

calculating PSN monitoring categories, and vice versa.

Cambridge English Language Assessment sends the completed monitoring results forms electronically to the

Centre Administrator within 6–8 weeks of receipt, and a copy is sent to the appropriate Regional Management

Team. The Centre Administrator is expected to provide hard copies of the feedback forms to the Examiner together

with the appropriate covering letter or email (see appendix 24a for sample texts) and to provide access to that

Examiner’s monitored recordings.

The Centre Administrator takes the appropriate action as a result of the monitoring category awarded (see section

E2.6 of the PSN Manual and Examiner Handbook ‘Action as a Result of Monitoring’).

Sample Monitoring is managed by Cambridge English Language Assessment and is, therefore, independent of

PSN monitoring. It is possible that an Examiner might be monitored under both systems within the same period and

receive different results. If this occurs, it will be necessary for the Centre Administrator to follow the monitoring

procedures contained in section E2.6 of the PSN manual for each system.


The method for calculating the monitoring categories under Sample Monitoring is different to the system

ADMINISTRATOR CHECKLIST – APPENDIX 13b


Administrator Checklist – Examiner Monitoring

PSN monitoring of Examiners – see section E2.4 – E2.6 for full instructions

Action taken

1. Agree monitoring schedule with Examiner Trainer as part of the ET work plan.

2. Reconfirm ET availability and arrange for a quiet, private area at the Test Centre to be allocated to the Examiner Trainer for monitoring. Desk, technical equipment, as required, and computer to be provided.

3. Identify 3 samples of Speaking tests at random from different test dates within the 3 months leading up to the monitoring session.

4. Provide monitoring materials to ET following security procedures at all times. Monitoring materials are securely managed and dispatched (see supplementary notes and appendix 21, 22 and 23).

5. If the ET works for a centre which is not their home centre, the ET returns the completed feedback form (appendix 19) within 4 weeks of receiving the materials.

6. Provide Examiner with feedback form using cover letters at appendix 24a and arrange follow- up action as per the monitoring category awarded and action identified by the ET.

Additional action when monitoring new / inactive Examiners at first test –

see section E2.3 for full instructions

Action taken

1. Reconfirm ET availability to complete monitoring within the timeframe. Identify additional ET support, if required.

2. Arrange test day briefing on procedures for all new / inactive Examiners. Some elements of the briefing may be given in written form, but a face-to-face briefing must also take place on test day. Examiners are to complete appendix 25d.

3. Assign an experienced Examiner to the new Examiner as a first point of contact.

4. All new and inactive Examiners are restricted to examining a minimum of 3 and a maximum of 6 Speaking tests at the first test administration.

5. Provide ET with all interviews from first examining session for each new and inactive Examiner in time to ensure that the ET meets the deadlines for data entry and the release of TRFs. Monitoring materials are securely managed and dispatched (see supplementary notes and appendix 21, 22 and 23).

6. ET provides ratings of all double-marking ratings results within 3 days of test date so that the ET’s results can be entered into IWAS as required, (and ET’s examiner number used) in order to produce TRF.

7. ET provides written feedback (appendix 19) within 7 days of the test date which is forwarded on to the Examiner as soon as possible and not longer than 2 weeks after return by ET.

PSN Monitoring of any Examiner due to an Enquiry on Result or a Jagged Profile –

see section E2.4 for full instructions

Action taken

1. Examiner may be suspended from examining – see E2.4 for an explanation.

2. Provide monitoring materials to Examiner Trainer following security procedures at all times. Monitoring materials are securely managed and dispatched (E2.4 and appendix 21, 22 and 23).

3. ET returns completed feedback form (appendix 19) as soon as possible and not more than 4 weeks of receiving the materials.

4. Provide Examiner with feedback using cover letters at appendix 24a and arrange follow-up action as per the monitoring category awarded and action identified by the ET.

EXAMINER CONFIDENTIALITY UNDERTAKING – APPENDIX 14


IELTS Examiner Confidentiality Undertaking

By:

Name: ........................................................................................................................................................................

Of: (Address) ............................................................................................................................................................

...................................................................................................................................................................

In favour of: British Council, IDP:IELTS Australia Pty Ltd and University of Cambridge English Language Assessment Examinations (known collectively as the ‘Test Partners’)

1. Interpretation

1.1. In this undertaking:

Approved purpose means a purpose authorised in or one more of the following ways:

by an IELTS Administrator;

by the Test Partners;

by an IELTS Manual, Code of Practice or other official IELTS publication.

Confidential Information has the meaning given in clause 2.

IELTS Test means the International English Language Testing System developed and owned jointly by the Test

Partners.

1.2. In this undertaking, an agreement, representation or warranty on the part of or in favour of the Test Partners is

for the benefit of them jointly and severally.

2. IELTS Confidential Information

I acknowledge that all information (in whatever form) received by me that is associated with the IELTS Test, including

(but not limited to) the examples listed below, belongs solely to the Test Partners and is confidential to the Test

Partners.

Examples of Confidential Information:

the contents of IELTS tests and all test materials (including cassette tapes / digital recordings

containing recordings of part of the IELTS test);

the contents of the Examiner training / standardisation materials and the certification sets;

any part of the IELTS Band Descriptors;

information about the IELTS test and IELTS systems of test administration stored in any form;

procedures for delivery, storage and destruction of copies of the IELTS test;

IELTS test results;

the Professional Support Network (PSN) Manual, Examiner Handbook and any other documentation

associated with PSN.

Obligation of confidence

I agree to:

a. maintain the confidential nature of the Confidential Information;

b. follow any directions in respect of the Confidential Information given to me by the Test Partners or

someone authorised by the Test Partners;

c. not use, disclose, discuss or reproduce any of the Confidential Information for any purpose other than the Approved Purpose;

d. establish and maintain effective security measures to safeguard the Confidential Information from

unauthorised access, use, copying or disclosure; and immediately notify the IELTS Administrator or Test

Partners (as appropriate) of any potential, suspected or actual unauthorised use, copying or disclosure of

the Confidential Information.

EXAMINER CONFIDENTIALITY UNDERTAKING – APPENDIX 14


3. Injunctive relief

I acknowledge that damages are not a sufficient remedy for the Test Partners for any breach of this undertaking.

The Test Partners are entitled to specific performance or injunctive relief (as appropriate) as a remedy for any breach

or threatened breach by me, in addition to any other remedies available to the Test Partners at law or in equity.

4. Indemnity

I undertake to indemnify the Test Partners against all liability or loss arising directly or indirectly from, and any costs,

charges and expenses incurred in connection with any breach by me of this undertaking.

5. Return of Confidential Information

5.1. I agree (at my own expense):

at the Test Partners’ option, to either:

i. return to the Test Partners all documents and other materials in any medium in my possession, power or

control which contain or refer to any Confidential Information (whether or not those documents and other

materials were created by me, someone else or the Test Partners); or

ii. destroy any such documents and materials, and delete Confidential Information that I have

entered into a computer, database or other electronic means of data or information storage,

on the earlier of:

demand by the Test Partners; or

the time the documents and other materials are no longer required for the Approved Purpose.

5.2. I acknowledge that the return of the documents and other materials referred to in this clause does not release

me from my obligations in this undertaking.

6. Term of obligations

I acknowledge that my obligations in this undertaking survive for the duration of the period I receive Confidential

Information from the Test Partners plus 5 years.

Executed as a deed poll.

SIGNED

By:

Name: ........................................................................................................................................................................

[name in CAPITAL LETTERS]

In the presence of: ...................................................................................................................................................

[witness name in CAPITAL LETTERS]

...................................................................................................................................................................................

Signature Signature of witness

...................................................................................................................................................................................

Date Date

EXAMINER TRAINING FEEDBACK – APPENDIX 15


Feedback Form on Delivery of New Examiner Training or

Examiner Standardisation or Follow-up Session

This feedback form is completed by Examiner applicants after New Examiner training, Examiner Standardisation or a

Follow-up Session.

.

The feedback form is given out at the beginning of the training session by the Examiner Trainer. The completed forms

are collected by the Administrator (or their representative) scanned and emailed to the Examiner Support Coordinator

and kept on file for audit purposes.

Name of Examiner Trainer

Date(s) of workshop

Type of Workshop (New Examiner, Follow-upor Standardisation)

Please complete this section by putting a tick in one box.

The Examiner Trainer… All of the

time

Most of

the time

Some of

the time

None of

the time

1. was well prepared and had a clear understanding of the training aims and activities.

2. started and finished the sessions on time.

3. was knowledgeable about the IELTS Speaking

module.

4. was able to deal with questions and problems

effectively by providing clear and accurate

responses.

5. gave a positive impression of IELTS examining.

6. was able to make the training/standardisation

workshop interesting.

7. demonstrated a professional approach and

interacted well with all trainees/Examiners.

8. encouraged discussion on ratings and

participation by all trainees/Examiners.

If you ticked ‘Most of the time’, ‘Some of the time’ or ‘None of the time’ please provide more information here

CONTINUED OVER THE PAGE – Page 1 of 2

EXAMINER TRAINING FEEDBACK – APPENDIX 15


By the end of the training workshop…

Yes

No

1. I had practice in setting the standard.

2. I had practice in applying the standard.

3. I feel confident about rating to the IELTS standard.

4. I know that as part of the Professional Support Network my examining

will be monitored by an ET to provide guidance, support and feedback.

If you ticked ‘no’ please provide more information here

In the interests of developing more appropriate training materials, please take 5 minutes to indicate what you feel are the positive aspects of the materials and the areas that could be further improved.

Positive aspects of training materials: Areas of training materials that could be improved:

To be completed for New Examiner Speaking Training

Yes

No

1. I had an opportunity to practise the Speaking test procedures.

2. I understand that the Speaking test procedures must be followed

exactly.

3. I received enough practice on rating candidates.

4. There were sufficient volunteer candidates of differing language

abilities to rate.

Please include any other comments you have regarding the training workshop (e.g. venue, room etc.).

Thank you for your comments.

EXAMINER TRAINING REPORT – APPENDIX 16


Examiner Trainer Report to ESC after Examiner Training,

Standardisation or Follow-Up Session

Any issues regarding trainee / Examiner performance during the workshop must be discussed immediately with the Examiner Support Coordinator and Administrator and also recorded on this report. The feedback from appendix 16 is important to the improvement of systems both at the Centre level and at Cambridge English.

This form must be completed electronically, signed and submitted to the Examiner Support Coordinator within 2 weeks of the training workshop.

This report relates to the training workshop ONLY. Certification is a separate system and the results are not required for comment on this report.


Centre Number and Name

Date(s) of workshop

Type of Training New Examiner Standardisation Follow-up

Number of participants who attended the workshop

Names (and numbers where applicable) of Trainees

/ Examiners

List below participants who did not successfully complete training or are not recommended for certification (do not report certification results)

List below reason for participant not being

successful at training or recommended to attempt

certification

1. Comment on the organisation of training

Comment on: o the pre-training checklist o consultation and support with the Administrator o the room, sound system (if applicable), preparedness of the participants (i.e. had viewed the induction video, read any

required materials) o security of materials (all CDs/USBs, notes, score sheets collected, CU signed prior to training, as necessary) o other

For Follow-Up sessions: o timing of the session (in relation to initial training/monitoring) o scheduling and Examiner participation/attendance

2. Comment on content of training

Comment on:

o training materials o timing o your delivery o issues in delivery o materials o whether you were able to keep to the prescribed timing for training delivery o other

For Follow-Up sessions: o issues that were discussed o any questions that arose about procedure and/or ratings o materials – which were selected and used? Were they adequate for training? o Which PowerPoints were used (if any)?

EXAMINER TRAINING REPORT – APPENDIX 16


3. Feedback on any other aspect of training or any other issues arising from this training workshop,

including:

Comment on:

o the strengths and/or weaknesses of particular participants as necessary o what you think you could improve in your next training o if appendix 15 was given to trainees at the end and Administrator reminded to send these to the ESC o any Examiners identified who may need additional support/follow-up o other

Examiner Trainer signature

Date

Please complete and return to the ESC electronically within two weeks of the last day of training.

Thank you for your comments. The ESC forwards this information quarterly to the PSN Manager.

MODEL TEXTS FOR SUCCESSFUL TRAINING AND RECERTIFICATION – APPENDIX 17


Model Texts for Successful Training and (Re) Certification

Template 1. Successful Certification (new Examiner)


I am pleased to tell you that you have passed the IELTS Examiner certification for the Speaking module. This

means that you are now a certificated IELTS Speaking Examiner. Welcome to the team!

Before you examine, you will be assigned an Examiner number. In addition you must sign the following IELTS

Examiner documents:

Invitation to Examine

Code of Practice.

These documents provide essential information on your responsibilities as an Examiner and how you will be

supported as an Examiner. You are required to come to the Centre to read the Examiner Handbook and

subsequently sign these two documents. You will also have the opportunity to review the Overview of PSN on the

Induction DVD. All documents must be completed and signed before you start to examine.

Please contact me to make a time to come into the Centre.

Yours sincerely


Template 2. Successful Recertification

Dear (name of Examiner)

I am pleased to tell you that you have passed the IELTS Examiner recertification for the Speaking module.

ONLY FOR EXAMINERS NOT RE-CERTIFICATING AS PART OF ACTION AS A RESULT OF MONITORING You now need to sign a new IELTS Examiner Invitation to Examine and the Code of Practice and Confidentiality

Undertaking. Please come to the Centre as soon as possible where the documents are ready to be signed.

ONLY FOR EXAMINERS RECERTIFICATING AS A PART OF ACTION AS A RESULT OF MONITORING (section E2.6) You may now resume examining in the Speaking module – I will be in contact soon to arrange your next

examining session.

Your performance in examining the Speaking module will be monitored again the next time you examine.

Yours sincerely


MODEL TEXTS FOR UNSUCCESSFUL TRAINING AND RECERTIFICATION – APPENDIX 18


Model Texts for Unsuccessful Training and (Re) Certification

Template 1. After new Examiner training – (applicant not to proceed to certification)


Thank you for attending the training for IELTS Examiners.

I am writing to inform you that, after careful consideration, I am unable to take your application any further. If you

would like more detailed information on the reasons for this decision, please feel free to contact me.


applying.

Yours sincerely


Template 2. Unsuccessful (re)certification (first attempt with first certification set)

Dear (name of applicant / Examiner)

I am writing to inform you that you have not passed your first attempt at the IELTS Examiner (re)certification for the

Speaking module.

You will need to have a second attempt at certification with the same set of materials. Please contact me immediately

to arrange a time to come to the Centre.

Please note that you must have your second attempt within two of weeks of this notification.

Yours sincerely


Template 3. Unsuccessful (re)certification (second attempt at first certification set)

ARRANGE MEETING TO DISCUSS CERTIFICATION


I am writing to inform you that you have not passed the second attempt at IELTS Examiner (re)certification for the

Speaking module.

I would like to meet with you to decide whether you may make a further attempt at (re)certification. Please contact me

immediately to arrange a time to come to the Centre to meet with me.

Yours sincerely




OPTION A – POST-MEETING FOLLOW UP (Additional training offered – self-access or Examiner Trainer-led)


I am writing following our recent meeting to confirm my decision that you may make a further attempt at (re)certification with a second set of (re)certification materials in the Speaking module

As we discussed at the meeting, prior to the further attempt you are required to first review self-access materials at the next possible opportunity and then attempt certification with a second set of materials. [Administrator may also choose to request Examiner Trainer support (i.e. discussion with trainee, review training materials) for the trainee before he/she attempts certification]

Please contact me immediately to arrange a time to come to the Centre.

Yours sincerely


OPTION B – POST MEETING FOLLOW UP (No further attempts at certification)


I am writing following our recent meeting to confirm my decision that you may not make a further attempt at (re)certification with a second set of (re)certification materials in the Speaking module.

For applicants This means that your application to become an IELTS Examiner cannot proceed. Thank you for your interest.

For Examiners This means that you are not rating to Standard in the Speaking module and are no longer able to be an IELTS

Speaking Examiner. Your Invitation to Examine and certification status for the Speaking module has been withdrawn.

You are no longer eligible to examine at any IELTS Centre for the Speaking module.

Yours sincerely




Template 4. Unsuccessful (re)certification (First attempt with second certification set)


I am writing to inform you that you have not passed the IELTS Examiner (re)certification for the Speaking module.

You will now need to attempt certification with a second set of materials. You should review the self-access

materials before your second attempt.

Please contact me immediately to arrange a time to come to the Centre.

Please note that you must have your second attempt within two of weeks of this notification.

Yours sincerely


Template 5. Unsuccessful (re)certification (Final attempt)


I am writing to inform you that you have not passed the IELTS Examiner (re)certification for the Speaking modules.

For applicants This means that your application to become an IELTS Examiner cannot proceed. Thank you for your interest.

For Examiners This means that you are not rating to Standard in the Speaking module and are no longer able to be an IELTS

Speaking Examiner. Your Invitation to Examine and certification status for the Speaking module has been withdrawn.

You are no longer eligible to examine at any IELTS centre for the Speaking module.

Yours sincerely


SPEAKING MODULE MONITORING FORM – APPENDIX 19


Speaking Module Monitoring Feedback Form

Feedback is to be provided on each interview monitored, ensuring a comprehensive mix of both positive and constructive comments which provides targeted guidance to the Examiner on his/her marking performance. The form must be completed electronically and returned to the Administrator as follows: Current Examiners - Within 4 weeks of receipt of materials New / Inactive / NSB/C Examiners Ratings MUST be returned within 3 days of the test date

Completed Appendix 19 MUST be returned within 7 days of the test date

Examiner name and

number

New or Continuing Examiner

Examiner Trainer name and number

Date of monitoring

Centre Number and

Name

Monitoring category

awarded and next

monitoring due date

Reason for Monitoring

(please shade) PSN

NS PSN Follow up

EOR Jagged Other (please specify)

Test date Band scores FC LR GRA PRON Final

Candidate 1 Examiner

No. Examiner Trainer





Comments on ratings from Examiner Trainer

Examiner’s name,

Include an overall comment and highlight any patterns/tendencies in ratings. Refer to specific profiles or band ranges and identify whether the Examiner tends to rate above/below the standard.

Include a positive comment on ratings when appropriate.

Candidate 1: (Candidate #) Comment on all non-standard profile ratings.



Follow-up action: Specify what the Examiner must do in order to improve his/her rating. If the outcome is ‘Standard’, write ‘None’. If the outcome is Non-Standard, select the appropriate section below and edit it as necessary: Non-Standard A Please do the following before you next examine:

Review the interviews with the band descriptors at hand.

Work through a self-access standardisation set. (Consider specifying which set or which interviews. Refer to

the Speaking Self-Access Index March 2014 for further guidance.)

If appropriate:

Review the Speaking Self-access Worksheet #... focusing on…



MONITORING CATEGORY AWARDED FOR BAND SCORES (PLEASE INDICATE ONE)

STANDARD NON-STANDARD A NON-STANDARD B NON-STANDARD C

PLEASE SEE OVER FOR PROCEDURES

Review section/pages … from the Instructions to Examiners booklet. This provides more detail on…

Non-Standard B or Non-Standard C As the monitoring category is Non-Standard B / C, you cannot examine until you complete the following steps:

Review the interviews with the band descriptors at hand.

Work through a self-access standardisation set. (Consider specifying which set or which interviews. Refer to

the Speaking Self-Access Index March 2014 for further guidance.)

Meet with the ET to discuss the issues identified in this monitoring which led to the Non-Standard result. If appropriate:

Review the Speaking Self-access Worksheet #... focusing on…

Review section/pages … from the Instructions to Examiners booklet. This provides more detail on…



A tick in the box indicates that this point of the Speaking Test procedure has been achieved. A cross indicates that this point

of the Speaking Test procedure has not been achieved.

Candidate 1 Interview Tick /

Cross

Comments

Records the Candidate and Examiner information fully, clearly and accurately.

Checks ID.

PA

RT

1 Covers 3 frames if possible.


PA

RT

2

Allows correct preparation time and repeats instructions before candidate

speaks.


Asks scripted rounding off questions as appropriate and adheres to the

wording of the rounding off questions.

Retrieves all test materials at the end of Part 2.

PA

RT

3


Rewords prompts appropriately according to the candidate’s level.

Uses appropriate unscripted follow-up questions to develop a discussion.

GE

NE

RA

L Delivers prompts and all scripted instructions naturally, clearly, audibly, at an

appropriate speed, in an encouraging manner.

Keeps to the prescribed timing for Parts 1 and 3 of the test.

TOTAL (maximum 12)


Cross

Comments

Records the Candidate and Examiner information fully, clearly and accurately.

Checks ID.

PA

RT

1 Covers 3 frames if possible.


PA

RT

2

Allows correct preparation time and repeats instructions before candidate

speaks.


Asks scripted rounding off questions as appropriate and adheres to the

wording of the rounding off questions.


PA

RT

3




GE

NE

RA

L Delivers prompts and all scripted instructions naturally, clearly, audibly, at an

appropriate speed, in an encouraging manner.


TOTAL (maximum 12)



Comments on procedures from Examiner Trainer

Examiner’s name,

Comment on good practice and/or areas the Examiner made progress in.

Highlight main areas to work on and specify what the Examiner needs to do in future examining.

Refer to specific sections in the support materials (Instructions to Examiners and FOP).

Follow-up action:

Specify which materials and resources the Examiner needs to review.

Mention PSN protocol if necessary (e.g. if the Examiner is suspended based on a N-S B in ratings).

An average of 11 procedures correct for the 3 interviews, with no interview scoring less than 10 is a Standard

monitoring (add the 3 interviews and divide by 3).

MONITORING CATEGORY AWARDED FOR PROCEDURES (PLEASE INDICATE ONE)

STANDARD NON-STANDARD A NON-STANDARD B

OVERALL MONITORING CATEGORY – THE LOWER OF THE TWO CATEGORIES AWARDED (PLEASE INDICATE ONE)

STANDARD NON-STANDARD A NON-STANDARD B NON-STANDARD C

Examiner Trainer signature Date

Appendix 19 received

Examiner signature

Date

Follow-up work completed

Examiner signature

Date


Cross

Comments Records the Candidate and Examiner information fully, clearly and

accurately. Checks ID.

PA

RT

1



PA

RT

2

Allows correct preparation time and repeats instructions before candidate speaks.


Asks scripted rounding off questions as appropriate and adheres to the wording of the rounding off questions.


PA

RT

3




GE

NE

RA

L Delivers prompts and all scripted instructions naturally, clearly,

audibly, at an appropriate speed, in an encouraging manner.


TOTAL (maximum 12)

SPEAKING MODULE MONITORING TRACKER – APPENDIX 19a


Speaking Module Monitoring Tracker

The Monitoring Tracker provides an overview of non-standard procedures found across an Examiner’s monitoring

sessions (3 interviews per session). An ‘X’ is recorded for each instance of non-standard procedure.

For example: If the Examiner was non-standard for the same procedure point in 2 out of 3 interviews in one

monitoring session, ‘XX’ will be recorded in the column for that particular monitoring session.

Examiner Name/ Number:

Centre

Name/Number:

ET Name:

Date of Monitoring:

Ratings Result:

Procedures Result:

Records the Candidate and Examiner

information fully, clearly and accurately.

Checks ID.


PA

RT

1

Adheres to the wording, avoiding

paraphrase.

Allows correct preparation time and

repeats instructions before candidate

speaks.

PA

RT

2

Allows candidate to speak for 2 minutes

(long turn) uninterrupted.

Asks scripted rounding off questions as

appropriate and adheres to the wording of

the rounding off questions.

Retrieves all test materials at the end of

Part 2.

Chooses sets of prompts appropriate to

the candidate’s level.

PA

RT

3

Rewords prompts appropriately according

to the candidate’s level.

Uses appropriate unscripted follow-up

questions to develop a discussion.

Delivers prompts and all scripted

instructions naturally, clearly, audibly, at an

appropriate speed, in an encouraging

manner.

Keeps to the prescribed timing for Parts 1

and 3 of the test.

SPEAKING MODULE MONITORING TRACKER – APPENDIX 19a


Speaking Module Monitoring Tracker

Summary of Monitoring Outcomes

1st & 2nd Non-Standard A 3rd & 4th Non-Standard A

Outcome &

Follow up

Examiner must: Examiner is immediately suspended, then:

Invitation to Examine & Certification Status

is withdrawn

All Non-Standard B or Non-Standard C 5th Non-Standard Result (A/B or C)

Examiner is immediately suspended, then:

Invitation to Examine and Certification

Status is withdrawn OR

Session with ET (App 24c) and follow-up

as directed on App 19.

Invitation to Examine and Certification Status is

withdrawn

Note: This summary is not intended to provide detailed information. Refer to the PSN Manual/

Examiner Handbook Section E2.6 for full details of the monitoring process.

Complete follow-up as directed on App 19

review Speaking File

complete Self-Access

Further monitoring asap within next 3 months.

OR

Session with ET (App 24c) and follow-up

as directed on App 19.

Further monitoring at very next test.

Further monitoring at very next test.

APPENDIX 20


Appendix 20

This appendix is no longer in use. This page has been intentionally left blank for numbering purposes.

EXAMINER SELF-ACCESS RECORD – APPENDIX 21


Self-Access Materials Record Form

This is a log to record Self-Access Materials used by Examiners.

Examiner Number

Examiner Name

Focus on

Procedures

DVD

(tick)

Speaking

Self-Access

Materials

(version)

Work

sheets

(reference

number)

Instructions for

Examiners

Speaking

(tick)

Received by Examiner

(date and sign)

Returned to Administrator

(date and sign)

GUIDELINES FOR SECURE PROCESSING OF MONITORING MATERIALS – APPENDIX 22


Guidelines for Secure Processing of PSN Monitoring Materials

Examiner Trainer based in Centre

Centre Administrator Examiner Trainer Selects Speaking materials. (If monitoring a new or inactive Examiner, all samples must be provided.)

Fills in Monitoring Materials Record Form (appendix 23). Signs for the materials given by the Administrator.

Conducts monitoring within the Centre premises and completes the monitoring feedback form.

Returns materials to the Administrator including the electronically completed monitoring feedback form.

Sends an electronic copy of the monitoring feedback form with the appropriate email to the Examiner. Files the monitoring feedback form in the Examiner’s file and enters information onto the database.

Examiner Trainer is not based at the Centre

It is the Examiner Trainer’s responsibility to secure space at their nearest IELTS Test Centre to conduct monitoring.

Sending Centre Receiving Centre (Centre with original monitoring materials) (Centre with Examiner Trainer)

Competes Monitoring Materials Record Form (appendix 23) and emails the form to the receiving centre.

Receives appendix 23 by email.

Couriers copies of the materials to the receiving centre:

Copies of speaking interviews on CD

Photocopies of the Speaking Examiner’s Records

Monitoring Materials Record Form (appendix 23).

If monitoring a new or inactive Examiner, all samples must be provided.

Emails Airway Bill Number to the receiving centre. Follows up with courier company if parcel does not arrive at the receiving centre.

Receives Airway Bill Number via email from the sending centre and confirms receipt of the parcel with the sending centre. Alerts sending centre if materials do not arrive in specified time period.

Receives materials. Confirms contents of dispatch received to the sending centre by email.

Examiner Trainer and Centre Administrator schedule a date and time at the centre to conduct monitoring.

Centre Administrator hands the materials in person to the Examiner Trainer; Examiner Trainer signs for materials on appendix 23.

Examiner Trainer conducts monitoring and fills in the monitoring feedback forms (appendix 19).

The Examiner Trainer returns the materials to the Centre Administrator upon completion of monitoring.

Centre Administrator securely destroys all materials.

Examiner Trainer sends monitoring feedback forms (appendix 19) by email directly to the Centre requiring the monitoring.

Administrator sends an electronic copy of the monitoring feedback form with the appropriate covering email to the Examiner. Files the monitoring feedback form in the Examiner’s file and records information on the database.

EXAMINER MONITORING MATERIALS RECORD – APPENDIX 23


Monitoring Materials Record Form

This is a log to record test materials involved in the monitoring process. It is to be completed by the Examiner Trainer and the Test Centre Administrator.

Examiner Number

Examiner Name

Monitoring Stage

(1st, 2nd, etc.)

Test date Candidate Number

Speaking Test

(tick)

Speaking

Examiner

Record

(tick)

Instructions for

Examiners

Speaking

(tick)

Received by Examiner Trainer

(date and sign)

Returned to Administrator

(date and sign)

To be completed only by Centres couriering materials to another centre


Sending Centre Number

Receiving Centre Number

Sending Administrator Name (date and sign)

Receiving Administrator Name (date and sign)

EXAMINER MONITORING MODEL TEXTS – APPENDIX 24a


Model Texts for Emails for PSN Monitoring Results

Template 1. STANDARD – First, Second and Third monitoring


I am writing to you because I have received feedback on your performance from Speaking monitoring. Your copy

of the monitoring feedback form is attached.

As you can see from the monitoring feedback form, I’m pleased to tell you that all aspects of your performance were

rated to STANDARD.

Additional Text for First Monitoring only:

Add for new Examiner: To provide you with additional support as a new Examiner, your performance in examining the Speaking module will be monitored again within three months.

Add for inactive Examiner (optional): To provide you with additional support, your performance in examining the Speaking module will be monitored again within three months. Yours sincerely, (Centre Administrator)

Template 2. NON-STANDARD A – First and Second monitoring



of the monitoring feedback form is attached. Your performance was rated NON-STANDARD A.

In order for you to have the opportunity to improve the aspect of your performance which is not to standard, you are

required to review the samples monitored together with the feedback you have received. Once you have completed

the review, you are also required to review the self-access materials in the Speaking module as indicated by the

Examiner Trainer.

Please contact me within two weeks to arrange a time to review the monitoring materials at the Test Centre.

Your performance in examining the Speaking module will be monitored again within three months.

Yours sincerely, (Centre Administrator)

Template 3. NON-STANDARD A – Third monitoring




As a result, you are immediately suspended from examining for the Speaking module until you have reviewed

the materials and completed self-access work as agreed with the Examiner Trainer.

Please contact me immediately to make arrangements. Yours sincerely (Centre Administrator)



Template 4. NON-STANDARD A – Fourth monitoring




As a result, you are immediately suspended from examining for the Speaking module until you have reviewed the

materials and completed self-access work as agreed with the Examiner Trainer.

Please note that if your next monitoring is non-standard (i.e. a fifth non-standard), this will result in the withdrawal

of the Invitation to Examine and certification status.

Please contact me immediately to make arrangements.

Yours sincerely


Template 5. NON-STANDARD B – First, Second and Third monitoring



of the monitoring feedback form is attached. Your performance was rated NON-STANDARD B.


materials and completed self-access work as agreed with the Examiner Trainer.



Template 6. NON-STANDARD B – Fourth monitoring


I am writing to you because I have received feedback on your performance from Speaking monitoring. Your copy of

the monitoring feedback form is attached. Your performance was rated NON-STANDARD B.


materials and attended a formal face-to-face training session with an Examiner Trainer.

Please note that if your next monitoring is non-standard (i.e. a fifth non-standard), this will result in the withdrawal of

the Invitation to Examine and certification status.





Template 7. NON-STANDARD C – First and Second monitoring



the monitoring feedback form is attached. Your performance was rated NON-STANDARD C.


materials and completed self-access work as agreed with Examiner Trainer.


Yours sincerely


Template 8. NON-STANDARD C – Third monitoring




As a result, you are immediately suspended from examining for the Speaking module until you have attended a

formal face-to-face training session with an Examiner Trainer.


Yours sincerely


Template 9. NON-STANDARD C – Fourth monitoring




As a result, you are immediately suspended from examining for the Speaking module until you have attended a

formal face-to-face training session with an Examiner Trainer and then undertaken full Examiner Trainer-led

standardisation and recertification.

Please note that if your next monitoring is non-standard (i.e. a fifth non-standard), this will result in the withdrawal of

the Invitation to Examine and certification status.


Yours sincerely




Template 10. WITHDRAWAL OF INVITATION TO EXAMINE AND CERTIFICATION STATUS


I am writing to you because I have received feedback on your performance from the follow-up Speaking

monitoring. Your copy of the monitoring feedback form is attached. Your performance was rated NON-

STANDARD (A, B or C).

As a result, your Invitation to Examine and certification status for the Speaking module has been withdrawn. You

are no longer eligible to examine for the Speaking module in any IELTS centre.

If you wish to appeal against this decision, you will need to put details of your appeal in writing within 20 working

days of receiving this notification and send it to (name and contact details for the PSN Manager). Please

find attached the template for appeal. The PSN Manager will respond to your appeal within four weeks. The

decision of the PSN Manager is final.


Template 11. MONITORING RESULTS CHANGED AS A RESULT OF MONITORING BY

AN EXAMINER TRAINER


I am writing with reference to the letter I sent you informing you of your Speaking monitoring rating and the

action to be taken as a result of this rating. The monitoring that was carried out by the Examiner Trainer was

monitored and the result of the monitoring has been changed.

Your monitoring ratings is now (insert new rating).

The action to be taken as a result of this is (insert action to be taken).

Yours sincerely


WITHDRAWAL OF ITE FOR POOR PERFORMANCE IN MONITORING – APPENDIX 24b


Withdrawal of Invitation to Examine and Certification Status

for Poor Monitoring Performance

To be completed by the Examiner Support Coordinator after reviewing materials from IELTS centre.

To be forwarded to the Centre Administrator.

Centre name and number

Examiner name and number

Centre Administrator

Examiner Trainer

Examiner Support Co-ordinator

Reason(s) for withdrawal of ITE

(i.e. ratings and/or procedures)

Candidate number, appendix date and monitoring category (maximum 5 samples)

1. The overall band ratings awarded by the

Examiner Trainer are consistent with the

performance of the candidate (tick or cross)

2. The overall procedure ratings awarded by the

Examiner Trainer are consistent with the

performance of the candidate (tick or cross)

ESC feedback and comments

The Examiner Trainer and Administrator have followed PSN processes

throughout the monitoring period, including providing one-to-one

support for the Examiner by the Examiner Trainer.

Yes

No

ESC decision

(circle the

decision)

ESC supports the decision by Administrator to withdraw ITE and certification status

ESC does not support the decision by Administrator to withdraw ITE and certification status

Justification

ESC signature

Date

EXAMINER POOR PERFORMANCE – EXAMINER TRAINER SUPPORT – APPENDIX 24c


Examiner Poor Performance – Examiner Trainer Support

To be completed by the Examiner Trainer. To be forwarded to the Centre Administrator.

Centre name and

number

Examiner name

and number

Centre

Administrator

Examiner Trainer

Date

Reason(s) for Examiner Trainer Support

Face-to-face or telephone

Rating (briefly summarise rating issues)

Procedures (briefly summarise procedure issues)

Support offered

Materials used

Follow-up action

Examiner Trainer Comments

Examiner Trainer Signature

Date

SECTION E3: EXAMINER ADMINISTRATION


Section E3

Examiner Administration

Section Contents

E3.1: Examiner Invitation to Examine and Code of Practice ........................................................................... 106

E3.2: Examiner Disciplinary Action .................................................................................................................. 107

E3.3: Examiner Communication, Grievance and Feedback Procedures ........................................................ 111

E3.4: Examiner Transfers between Centres .................................................................................................... 112

E3.5: Sharing Examiners ................................................................................................................................. 111

E3.6: Examiner Management in the Event of a Centre Closure ...................................................................... 113

Relevant Appendix

Appendix 25a: IELTS Examiner Invitation to Examine .................................................................................... 114

Appendix 25b: IELTS Examiner Code of Practice ........................................................................................... 117

Appendix 25c: Letter to Employers .................................................................................................................. 122

Appendix 25d: Examiner Test Day Briefing Confirmation ............................................................................... 123

Appendix 26: Examples of Examiner Misconduct, Gross Misconduct and Gross Negligence........................ 124

Appendix 27a: Guidelines for Disciplinary Interviews ...................................................................................... 127

Appendix 27b: Record of Examiner Disciplinary Interview .............................................................................. 129

Appendix 28: Model Texts for Misconduct ....................................................................................................... 130

1. Model Texts for Informal Misconduct ..................................................................................................... 130

2. Model Texts for Formal First Written Warning........................................................................................ 131

3. Model Texts for Formal Final Written Warning Misconduct ................................................................... 136

Appendix 29: Model Texts for Gross Misconduct or Gross Negligence .......................................................... 141

Appendix 30: Model Text for Appeals for Withdrawal of Invitation to Examine and certification status .......... 144

Appendix 31: IELTS Examiner Grievance Form .............................................................................................. 145

Appendix 32a: IELTS Examiner Feedback Form ............................................................................................ 146

Appendix 32b: Examiner Transfer Form .......................................................................................................... 148

Appendix 32c: Shared Examiner Form ............................................................................................................ 149

Appendix 32d: Administrator Checklist – Withdrawal of Examiner Invitation to Examine (ITE) ...................... 150

Appendix 32e: Centre Closure: Communication to Examiners ....................................................................... 151

Appendix 32f: Centre Closure: Examiner Document Checklist ....................................................................... 152



E3.1: Examiner Invitation to Examine and Code of Practice

Examiner Invitation to Examine

The IELTS Examiner Invitation to Examine is prepared by the Administrator and given to the Examiner either:

On successful completion of training and certification and prior to receiving their Examiner number

OR

On successful recertification.

The Examiner Invitation to Examine (appendix 25a) is valid for up to 2 years and can be amended by the centre to

include areas such as availability for examining.

The new Examiner signs the Invitation to Examine to indicate that they agree to the terms outlined and have read and

understood the information held in the Examiner Handbook (which is made up of sections of this PSN Manual).

Each centre issues a separate Invitation to Examine. The Invitation to Examine lapses if the Examiner leaves or

transfers from the centre. Examiners cannot examine until a new Invitation to Examine is signed. The Invitation to

Examine and certification status can be withdrawn at any time during the two-year period for reasons of poor

performance or Examiner misconduct. If all details are included in the employment contract, an appendix 25a is not

required.

The Code of Practice requires that any Examiner employed by an organisation other than IDP:IELTS Australia Pty

Ltd or British Council informs their employer of the restriction on the use of their Examiner status for the purposes of

marketing or any other purpose (appendix 25b, point 9).

Examiner Code of Practice

The Code of Practice (appendix 25b) contains in summary form the minimum standards of conduct required of all

IELTS Examiners worldwide. All IELTS Examiners must sign the Code of Practice and are expected to adhere to the

standards of conduct set out in the Code of Practice. Any Examiner who does not will be subject to disciplinary action

(section E3.2). The Code of Practice must be signed prior to engagement as an Examiner and subsequently signed

every two years along with the Invitation to Examine.

The Code of Practice requires that any Examiner employed by an organisation other than IDP:IELTS Australia Pty

Ltd or British Council informs their employer of various restrictions, including the use of their Examiner status for the

purposes of marketing or any other purpose (appendix 25b, point 9).



E3.2: Examiner Disciplinary Action

The guidelines for disciplinary action are given in detail below. The PSN Examiner Disciplinary Actions use

International Labour Laws as a basis and all terminology is consistent with these standards. The Examiner’s Home

Centre handles all disciplinary cases.

1. DEFINITIONS

1.1. Misconduct

The IELTS Examiner Code of Practice (appendix 25b) defines the accepted standards of conduct. Examiner

misconduct results when any Examiner action contravenes the Code of Practice. Examples of misconduct are given

in appendix 26. Note that this list is not exhaustive.

1.2. Gross misconduct and gross negligence

Gross misconduct is defined as behaviour so unacceptable that the Invitation to Examine and certification status is withdrawn. Examples of gross misconduct are given in appendix 26.

Gross negligence is defined as behaviour that puts at risk the confidentiality, security or reputation of IELTS. Examples of gross negligence are given in appendix 26.

The same PSN procedures are followed for gross misconduct and gross negligence.

2. PROCEDURES

2.1. Misconduct

There are three stages of Misconduct depending on the seriousness of the misconduct:

Informal warning

Formal first written warning

Formal final written warning.

The Administrator decides at which stage to start (examples are given for guidance in appendix 26). If the misconduct

is formal, the Administrator must consult with the Examiner Support Coordinator. The Administrator’s line

manager must be kept informed at each stage of the disciplinary procedure. If there is a perceived conflict of interest

with any party involved in implementing the disciplinary procedure, the ESC and the appropriate senior manager within

the institution must be consulted.

Guidelines for the conduct of disciplinary interviews are in appendix 27a.

All templates for correspondence with the Examiner can be found in appendix 28 and 29.

If an Examiner refuses to sign a letter or attend the interview, the Examiner should complete a Grievance form

(section E3.3 and appendix 31) explaining why, and send it to the PSN Manager. If there is no response from

the Examiner within a reasonable amount of time, the Invitation to Examine and certification status is removed.

2.1.1. Informal warning

The Administrator may wish to give the Examiner a verbal warning instead of a written warning. In this case,

after the verbal warning, the Administrator must email the Examiner noting the incident and asking them to

review the Code of Practice. The Administrator must keep a record of the email for 12 months on the Examiner’s

file.

If the Administrator requests an informal meeting with the Examiner, they send appendix 28, template 1.1.

The Administrator informs the Examiner that a copy of the disciplinary procedures can be viewed at the centre.

The Administrator reviews the Guidelines for Disciplinary Interviews (appendix 27a).

The Administrator records the discussion and agreed action points in writing and copies it to the Examiner (appendix 28, template 1.2). The Administrator also keeps a copy on the Examiner’s file and on a database.

If there is no further incident of misconduct or deterioration in performance in the 12-month period following the email containing the action points, and the Examiner implemented the action points, the Administrator removes all records of the incident from the Examiner’s file and the database (see appendix 28, template 1.3).

If there is a further incident of misconduct or deterioration in performance during the 12-month period, the Administrator starts formal proceedings at either the first or final written warning stage.



2.1.2. Formal FIRST written warning

The Administrator consults with the Examiner Support Coordinator to make sure a formal FIRST

written warning is appropriate. The Examiner Support Coordinator is copied into all emails. The

Administrator informs their line manager at each step in the misconduct process.

The Administrator informs the Examiner in writing that they must attend a disciplinary interview (appendix

28, template 2.1). A formal first written warning can also be issued if Examiner conduct has not improved

to the specified level in the 12 months following an informal warning. In this email, the Administrator sets

out the Examiner’s alleged misconduct using examples from the Code of Practice. The Administrator

informs the Examiner that a copy of the disciplinary procedures can be viewed at the centre.

The Administrator reviews the Guidelines for Disciplinary Interviews (appendix 27b).

The Examiner can be accompanied by a person of their choice. The Administrator must give the

Examiner a reasonable amount of time to make the arrangements.

The Administrator must also ensure that there is another person in the interview whose role is to witness the

proceedings and make an accurate written record of the interview using the Record of Disciplinary Interview

template (appendix 27b). This should be an appropriate colleague (at a minimum of the same level of

seniority as the Administrator, in consultation with the Examiner Support Coordinator). The Administrator

must inform the examiner that the interview will be digitally recorded. The Examiner can have access to the

recording at the Test Centre (only).

At the interview, the Administrator should use the interview to:

Confirm which standards of the Code of Practice are not being met and in what way they are not being met.

Give the Examiner an opportunity to recount the incident and describe what happened.

Review the incident, collect supporting information and clarifying any areas.

The Administrator adjourns the interview to consider the information and to identify any areas requiring further

clarification. If necessary, the Administrator carries out further checks.

After the interview, the Administrator decides whether it is appropriate to take any action. In some cases,

there may be no case to answer and no action is required. This is confirmed to the Examiner in writing (appendix 28,

template 2.2).

Alternatively, the Administrator may decide to issue a first written warning (appendix 28, template 2.3). The first

written warning letter must:

State the reasons for the first written warning, using examples from the Code of Practice, and include an

action plan for improvement.

Make clear that the time limit is 12 months and that improvement will be monitored. The Examiner signs a

copy of the letter, which the Administrator keeps on the Examiner’s file and in the database.

The Administrator informs the Examiner Support Coordinator and any other centres where the Examiner is working

that a first written warning has been issued. The PSN Manager is notified by the Examiner Support Coordinator

through their regular PSN report (appendix 62) or sooner if required.

If there is a further incident of misconduct, any deterioration in performance on the part of the Examiner or failure to

implement the action plan before the end of the first written warning period, the Administrator informs the Examiner

in writing (appendix 28, template 2.7) that they must attend a disciplinary interview. Procedures are as above and,

if a case is found, then the Administrator issues a final written warning (appendix 28, template 3.3).

At the end of the warning period, the Administrator informs the Examiner in writing (appendix 28, template 2.4)

that they must attend an interview to review progress. After this interview, the Administrator may agree that conduct

has improved to the specified level. In this case the Administrator informs the Examiner in writing (appendix 28,

template 2.5). The first written warning is removed from the Examiner’s file and the database.

Alternatively, the Administrator may decide that conduct has not improved to the specified level. In this case, the

Administrator issues a final written warning (appendix 28, template 2.6) and follows the procedures for the final

written warning.



2.1.3. Formal FINAL written warning

The Administrator consults with the Examiner Support Coordinator to make sure a formal FINAL

written warning is appropriate. The Examiner Support Coordinator is copied into all emails. The

Administrator informs their line manager at each step in the misconduct process.

The Administrator informs the Examiner in writing that they must attend a disciplinary interview (appendix

28, template 3.1). A formal final written warning can also be issued if Examiner conduct has not improved

to the specified level in the 12 months following a formal first written warning. In this email, the

Administrator sets out the Examiner’s alleged misconduct using examples from the Code of Practice. The

Administrator informs the Examiner that a copy of the disciplinary procedures can be viewed at the centre.

The Administrator reviews the Guidelines for Disciplinary Interviews (appendix 27a).

The Examiner may be accompanied and the Administrator must arrange for another person to be in the

interview to keep a written record (see point 2.1.2 above for instructions). The Administrator must inform the

examiner that the interview will be digitally recorded. The Examiner can have access to the recording at the

Test Centre (only).

After the interview, the Administrator decides whether it is appropriate to take any action. In some cases there may be no case to answer and no action is required. This is confirmed to the Examiner in writing (appendix 28, template 3.2).

Alternatively, the Administrator may decide to issue a final written warning (appendix 28, template 3.3).

The final written warning letter must:

State the reasons for the final written warning, using examples from the Code of Practice, and include an

action plan for improvement.

Make clear that the time limit is 12 months and that improvement will be monitored. The Examiner signs

a copy of the letter, which the Administrator keeps on the Examiner’s file and in the database.

Make clear that further misconduct may result in the withdrawal of the ITE and certification status.

The Administrator informs the Examiner Support Coordinator and any other centres where the Examiner is working

that a final written warning has been issued. The PSN Manager is notified by the Examiner Support Coordinator

through their regular PSN report (appendix 62) or sooner if required.

If there is a further incident of misconduct, any deterioration in performance on the part of the Examiner or failure to

implement the action plan before the end of the final written warning period, the Administrator informs the Examiner

in writing (appendix 28, template 3.6) that they must attend a disciplinary interview. Procedures are as above and

the Administrator then sends either appendix 28, template 3.7 or 3.8, depending on the outcome of the interview.

At the end of the warning period, the Administrator informs the Examiner in writing (appendix 28, template 3.4)

that they must attend an interview to review progress. After this interview, the Administrator may agree that conduct

has improved to the specified level. In this case, the Administrator informs the Examiner in writing (appendix 28,

template 3.5). The final written warning is removed from the Examiner’s file and the database.

Alternatively, the Administrator may decide that conduct has not improved to the specified level. In this case, the Administrator withdraws the Invitation to Examine and certification status (appendix 28, template 3.8) and follows the procedures below.

2.1.4. Withdrawal of the Invitation to Examine and certification status

If the Administrator decides to withdraw the ITE and certification status, the Administrator must consult the Examiner Support Coordinator to ensure that:

All the procedures were correctly followed.

All investigations were carried out fully and fairly.

All mitigating circumstances were given due consideration.

Any legal risk was fully assessed in consultation with the Administrator’s line manager or Human Resources Department (all legal costs are covered by the centre).

The PSN Manager is notified by the ESC through their regular PSN report (appendix 62) or sooner if required.

If after this review, it is agreed by the Examiner Support Coordinator that the withdrawal of the Invitation to Examine

and certification status is the appropriate action, the Administrator sends the Examiner an email (appendix 28,

template 3.8) confirming the withdrawal of the Invitation to Examine and certification status. This email should give the

reasons for the withdrawal of the Invitation to Examine and certification status and guidance on the appeals

procedure. The template for appeals (appendix 30) should be attached to the email.



2.1.5. Appeals against the withdrawal of the Invitation to Examine and certification status

Examiners have the right to appeal to the PSN Manager within 20 working days of receiving the email. The appeal

must be sent by email (a template to be sent to the Examiner is provided in appendix 30). The PSN Manager requests

all of the documentation and comes to a final decision as to whether the correct procedures have been followed and

whether the withdrawal of the Invitation to Examine and certification status is correct. The PSN Manager can, if

necessary, conduct a phone interview with the Examiner and the Administrator (at separate times) at some point

during the appeal process.

The Examiner is informed of this decision in writing within 4 weeks of the receipt of the documentation from the centre

and the email is copied to the Administrator and the Examiner Support Coordinator.


If an Administrator believes that an act of gross misconduct or gross negligence has taken place, they should act

quickly and first decide if there are reasonable grounds for treating the case as gross misconduct/gross negligence.

Each case should be judged on its merits and the Administrator must consult the Examiner Support Coordinator

before reaching a conclusion. The Administrator ensures that their line manager is kept informed at each step in the

misconduct process.

The Administrator consults with their line manager and Human Resources Department to determine if legal

advice is required. All legal costs are covered by the centre.

After confirming with the Examiner Support Coordinator that it is gross misconduct/negligence,

the Administrator suspends the Examiner, in writing (appendix 29, template 1).

The ESC informs the PSN Manager.

The Administrator reviews the Guidelines for Disciplinary Interviews (appendix 27b).

The Examiner may be accompanied and the Administrator must arrange for another person to be in the

interview to keep a written record (see point 2.1.2 above for instructions).

After the interview, the Administrator decides whether it is appropriate to take any action. In some cases, there may

be no case to answer and no action is required. This is confirmed to the Examiner in writing (appendix 29, template 2).

If action is required it will be for the Administrator to either:

Conclude that there has been misconduct or negligence, but not serious enough to warrant the withdrawal of the Invitation to Examine and certification status or there may be genuine mitigating circumstances, although such incidences will be rare. In these cases, a first or final warning is more appropriate (appendix 29, template 3). The Administrator must receive confirmation from the ESC if they wish to take this option.

Ensure that all supporting information is conclusive and complete and withdraw the Invitation to Examine and

certification status (appendix 29, template 4). The procedures for the withdrawal of the Invitation to

Examine and certification status are detailed in section 2.1.4 above.



E3.3: Examiner Communication, Grievance and

Feedback Procedures

1. Communicating with Examiners

Administrators are responsible for passing on to Examiners any relevant IELTS information, by:

Email

Putting information in the Examiner test day packs

Newsletter (hard copy or by email)

Meetings which are minuted and the minutes circulated to all Examiners

Allocating part of another event (e.g. training).

Communication with Examiners occurs a minimum of twice a year.

Any urgent information for Examiners which is sent to the Administrator from any of the Test Partners must be

passed on immediately using one of the methods outlined above for communicating with Examiners.

2. Grievance Procedure

The grievance procedure is not used for appealing against withdrawal of the Invitation to Examine and certification status. This is detailed above in section E3.2, point 2.1.5.

Examiners should raise any issues or complaints they may have with the Administrator within 20 working days of any

incident. The Administrator will attempt to resolve issues or complaints informally and directly. If the Administrator is

unable to do this, and the Examiner puts the complaint in writing, it becomes a grievance. Examiners record their

grievance on appendix 31. The person hearing the grievance records their response on the same appendix 31.

If the grievance involves a colleague or candidate, the Examiner puts it in writing and sends it to the

Administrator who makes a final decision (with the support of the Examiner Support Coordinator) and

records their response on appendix 31. Appendix 31 is retained for the Administrator’s records and a

copy is emailed to the Examiner within four weeks of receipt.

If the grievance involves the Administrator, Examiner Trainer or Examiner Support Coordinator, it goes to

the PSN Manager at IDP:IELTS Australia Pty Ltd or British Council who makes a final decision and

records their response on appendix 31. The PSN Manager files appendix 31 and emails a copy of the

final appendix 31 to the Examiner and to the Administrator, Examiner Trainer or Examiner Support

Coordinator within four weeks of receipt.

3. Annual Feedback from Examiners

The Administrator gathers general feedback on any aspect of IELTS examining from all Examiners at their centre a

minimum of once a year. Possible methods to collect feedback include:

A standard feedback form (appendix 32a)

A member of staff designated as a contact point for Examiners to give feedback

Focus groups

Time allocated in training sessions or other meetings.

The Administrator is responsible for either responding directly to feedback or gathering responses from the

appropriate people. The Administrator responds to feedback either in writing by collating all of the feedback and

responses into a document which is sent to all Examiners once a year or in person by meeting with all Examiners

once a year to respond to feedback and answer questions. The feedback is emailed to the ESC (for British

Council centres) or the PSN Manager (for IDP:IELTS Australia Pty Ltd centres).



E3.4: Examiner Transfers between Centres

Examiner transfers

An IELTS Examiner can transfer from one IELTS centre to another in a different city or country if the Administrator in

the receiving centre confirms that they can use the Examiner on a regular basis. If the Administrator at the

receiving centre has enough Examiners, there is no compulsion to accept an Examiner who wishes to

transfer.

The Administrator in the Examiner’s current centre must be informed one month before an Examiner leaves that

they will be unavailable for further examining.

Procedures

The Administrator at the Examiner’s new centre is responsible for completing the Examiner Transfer Form

(appendix 32b) and sending a copy to the relevant Partner (British Council or IDP:IELTS Australia Pty Ltd).

The new Centre must ensure the following documents are on file before using the Examiner:

o Application Form, including appendix 7 and 12

o Cambridge Examiner Certification Letter

o List of certification sets completed

o Monitoring Records

o Disciplinary Records (if applicable)

o Completed Transfer Form.

It is the responsibility of the Examiner to ensure these documents are sent from their old centre to their

new centre. An Invitation to Examine cannot be offered to an Examiner until all these documents are on file.

Once these documents are received, the receiving Centre requires the Examiner to sign:

o An Invitation to Examine, appendix 25a

o The Code of Practice, appendix 25b

o Examiner Confidentiality Undertaking, appendix 14.

Once all the documents are complete, the new centre should send the transfer form (appendix 32b) to the

relevant Partner (British Council or IDP:IELTS Australia Pty Ltd).

It is advised that the transferred Examiner should be monitored at their first test in the new centre.

All current disciplinary warnings will remain in force for the stated time period.

The previous centre must keep all records for an Examiner who has transferred for two years after the

Examiner transfers. Centres should also check their local records retention policy.

The new centre must provide a briefing for the transferring Examiner and ensure the Examiner completes the

Briefing Confirmation Form to be kept with the Examiner’s records (appendix 25d).


IELTS PSN Speaking Manual 2019 edition – CONFIDENTIAL Page 111

E3.5: Sharing Examiners

An IELTS Examiner is not restricted to examining exclusively for IDP:IELTS Australia Pty Ltd or British Council centres if they are not required by the centre to which they are attached. An Examiner is always attached to one centre – either the centre which recruited them or the centre to which they later transferred. This is their main IELTS centre. This also applies to off-site Examiners. Even if they do not examine in the same location as their main centre examiners are always attached to one main centre.

It is the responsibility of the Examiner to ensure that they have the correct documentation (visa, work permit etc.) to enable them to work in a different centre, city or country. Where an IELTS centre forms part of an educational institution which requires that the right to work is checked, the IELTS centre should do the same and check that any Examiner has the right to work in that country and keep a record where necessary.

If centres do not need additional Examiners, they are not required to engage a shared Examiner. When an IELTS Examiner examines for more than one centre, the following principles apply.

1.1. Invitation to Examine

The Invitation to Examine is issued by each centre where the Examiner examines.

1.2. Documents

Both Centres must ensure they have copies of the following documents on file before an Examiner commences examining at the respective centre:

Application Form, including the Approval Cover Sheet, appendix 7

Induction and Briefing Confirmations, appendix 12 and 25d

Signed Declaration of Confidentiality Undertaking, appendix 14

Cambridge Examiner Certification Letter

Monitoring Records

Disciplinary Records

Signed Code of Practice, appendix 25b

Signed Invitation to Examine, appendix 25a

A record of certification sets already completed by the Examiner (main Centre only)

Shared Examiner Form, appendix 32c.

1.3. Recertification

If an Examiner attends a standardisation session at a centre other than their main centre, the recertification should be completed at the main centre.

1.4. Test Day Briefing

Before an Examiner is used at a shared centre, they must receive a test day briefing and sign appendix 25d.

1.5. Availability & Scheduling

It is the responsibility of the Examiner to ensure that they are never double-booked for examining, meetings etc. The main centre always has first priority for examining, meetings and other IELTS-related sessions. In order to ensure the Examiner is properly monitored on all examining work and so that costs can be shared, it is the responsibility of the Examiner to inform the Administrator of other centres in writing what their commitments are to their main centre. The Examiner must also inform the Administrator at their main centre in writing which dates they will examine at the other centres. Administrators must complete the Shared Examiner form appendix 32c. Administrators should ensure that an examiner is active i.e. has examined within the previous 3 months.



1.6. Costs

Any Examiner costs (e.g. standardisation, recertification, meetings) for shared Examiners are divided between the centres sharing the Examiner, based on the average number of testing sessions the Examiner carries out in each centre in a year

1.7. Monitoring

Examiner monitoring is carried out by the main centre to ensure that the Examiner is monitored at the correct time and the correct number of times.

1.8. Shared Examiner

The Administrator of the main centre may request samples from all centres where the Examiner examines. The Administrator of the main centre is also required to share feedback from all monitoring with other centres where the Examiner works. The main centre bears the cost of Examiner monitoring when an Examiner examines for more than one centre.

1.9. Monitoring as a result of an EOR or 2.5 jagged profile

If an Examiner is to be monitored as a result of an EOR or jagged profile, the centre where the Examiner was examining at the time is responsible for conducting the monitoring. The monitoring result should then be forwarded to the main centre. Both Administrators are responsible for ensuring any EOR or Third Re-mark Non-Standard B or C results occurring at their centre are communicated promptly to any other centres where an Examiner examines to ensure that the Examiner is immediately suspended.

1.10. Sharing after a transfer

If an Examiner transfers to another test centre, they cease working for the previous centre unless a Shared form (Appendix 32c) is also completed. Examiners cannot return to examine at their previous home centre without this approval.

1.11. Remuneration

The Administrator in each centre is responsible for the payment of the Examiner for work done in that centre.

1.12. Performance management

The main centre is responsible for:

administering any Examiner poor performance, misconduct, gross misconduct or gross negligence procedures.

informing the Administrator of other centres of any poor performance, misconduct, gross misconduct or gross negligence proceedings – especially if the Examiner is suspended from all examining. Suspension from examining applies to all centres where the Examiner examines.

The shared centre is responsible for:

reporting any incidents of poor performance, misconduct, gross misconduct or gross negligence by an Examiner to the Administrator of the main centre to deal with.

1.13. Grievances

Any Examiner grievance, feedback or communication is done through the main centre.



E3.6: Examiner Management in the Event of a Centre Closure

In the event of a Test Centre closure, the following process will be followed.

1. Communication with Examiners

Appendix 32e will be emailed to all Examiners as soon as it is known the centre will close. All active Examiners, shared

Examiners, those on leave and inactive Examiners will receive appendix 32e.

The Test Centre is not obliged to find work at other centres for the Examiners.

2. Examiner Transfer/ future employment

Any Examiner wishing to transfer to another Test Centre can do so through the normal PSN transfer process. In order to

remain active, the Examiner needs to transfer to another Test Centre and continue examining.

The Examiners are free to apply for other employment opportunities within the IELTS network and are encouraged to do so

before the closure of the centre so all documents can be transferred to the new centre.

3. Examiner Documents

If an Examiner has not transferred to a new centre, the Test Centre will scan and email the Examiner documents to PSN

(IDP) or upload the documents to the PSN Document Management System (British Council) within 2 weeks of the closure

date.

The documents will include the Examiner documents listed on the Transfer Form, appendix 32b.

The Test Centre also needs to complete appendix 32f (Examiner Documents Checklist) and email/upload it,

along with the scanned documents to PSN.

The documents should be in a .zip file format individually named for each Examiner.

4. Examiner Monitoring and Non Standard Examiners

Monitoring will be immediately discontinued. Any Examiner who is currently being monitored or who is due for monitoring

before the closure of the centre will be monitored by the new centre as recorded on the Transfer Form.

The monitoring of the transferred Examiner will be recommenced should an Examiner be successful in transferring to

another Test Centre. The Test Centre accepting the transferred Examiners should ensure that all Examiner monitoring

records are maintained.

If an Examiner who is currently non-standard does not wish to be transferred, they will remain non-standard on their

monitoring records with the PSN, unless they are monitored as per the PSN Examiner monitoring process and receive a

standard result.

5. Shared Examiners

If the Test Centre closing down has shared Examiners attached to them, the shared Examiners can approach the other

centre(s) with whom they are shared for future employment opportunities. However, it is completely at the discretion of the

other Test Centre whether or not to employ the Examiner.

If the centre closing down is not the Examiner’s home centre, the Examiner will continue to examine with their home centre.

6. Ongoing Disciplinary Cases

The ESC and the PSN Manager will manage Examiners with ongoing disciplinary action. The Test Centre will inform

IDP: IELTS Australia Pty Ltd / British Council with regards to the actions taken so far on such cases and email/upload the

necessary documents to PSN.

7. Payments

The Test Centre should ensure that all the work done by their ET and Examiners is paid for and that there are no

outstanding payments for services already provided by IELTS professional staff (i.e. Examiners and ETs).

IDP: IELTS / British Council are not obliged to provide any future employment to the Examiners.


EXAMINER INVITATION TO EXAMINE – APPENDIX 25a

IELTS Examiner Invitation to Examine

This should be customised to take account of local conditions and can be appended to the employment contract from your centre. If all details are included in the employment contract, this appendix 25a is not required.

Date Name Address

Dear (name,)

1. Invitation to Examine

I am pleased to invite you to be engaged by [XXXX (centre number)] centre (“This Centre”) as an IELTS Examiner on a

casual, as-needed basis until your certification expires. Your certification expires when you next attend Examiner

standardisation. Your certification may also be withdrawn in the event of poor performance or misconduct.

We emphasise that your engagement as an Examiner by This Centre is on a casual “as needs” basis and you are not

being offered permanent employment. As and when your Examiner services are required by This Centre, we will contact

you and advise you of the relevant dates and times.

This Centre makes no guarantee as to the extent to which your services will be used by us during the period of your

engagement. The Invitation to Examine can be withdrawn at any time for reasons of poor performance or Examiner

misconduct.

2. Registration (choose Main Centre or Other Centre)

Main Centre only: Since you have completed your (training / standardisation) and certification with This Centre, you are registered with and

attached to This Centre which is your main centre. If you are invited to examine at another centre, you will need to receive

and sign a separate Invitation to Examine from that centre and your engagement by the other centre will be on the terms

and conditions set out in that Invitation to Examine.

Other Centre: Since you have completed your training and certification with (main Centre name), you are registered with and attached to

(main Centre name) which is your main centre. However, you are invited to examine at (other Centre name). You must

supply this centre with your IELTS application form and monitoring history (appendix 19) before you can sign an Invitation

to Examine.

3. Work location

The location for the conduct of examining will be at our test venue located at [ xxx ]. You may be required to examine at

other locations depending on test venue capacity. Any change of location will be advised to you by the IELTS

Administrator.

4. Examining hours

The IELTS test is conducted on either a Thursday or a Saturday. Speaking examining may be conducted 7 days prior to or

7 days after the test day. Examining hours will be advised to you by the IELTS Administrator. Examiners can examine a

maximum of 8 hours a day, including the break times.

Confidential – page 1 of 3



5. Working for other centres

As an IELTS Speaking Examiner you are free to work for Test Centres other than your main Centre for the purposes of

examining. However your main Centre [Centre XXXX (centre number)] has first call on your time and you must inform

your main Centre when you are working for another Centre. It is your responsibility to ensure you are not double booked

for examining. If you work for more than one Centre, you are required to have knowledge of the policy on Shared

Examiner Resources which is detailed in the Examiner Handbook.

6. Transfers

If you move to a different city or country and wish to transfer to another IELTS Test Centre, you must give the

Administrator of your current centre one month’s notice of intention to transfer. The new centre must send a transfer

request form to your current centre and the new centre will ask you to sign a new Invitation to Examine and that will be

the basis on which you are engaged by that new centre. The new test centre must have all documentation listed on the

transfer form including your monitoring history (appendix 19s) before you can sign an Invitation to Examine.

7. Remuneration

This Centre will remunerate you for Examiner services provided by you to us using an hourly / item rate.

a) Item rate

Speaking $xxxx per interview

OR

b) Hourly rate

Speaking $xxxx

8. Payment

Please insert details of:

Frequency of payment (fortnightly, monthly, quarterly or other)

Method of payment (bank transfer, cheque or other local payment arrangements)

9. Tax related issues (amend for local context)

You hereby confirm that you are self-employed and will pay all or any tax and national insurance contributions /

Medicare Levy (or equivalent) to the relevant authorities. For the avoidance of doubt, you hereby agree to indemnify the

British Council / IDP:IELTS Australia Pty Ltd in respect of any liabilities, claims, demands or costs (including any

penalties and/or interest in respect of late payment) incurred or made by the relevant authorities against the British

Council or IDP:IELTS Australia Pty Ltd for tax and/or national insurance contributions / Medicare Levy due in respect of

any fees payable to you under this Agreement.

10. Performance monitoring

Your performance as an Examiner will be assessed by reference to the performance management process established

under the Professional Support Network (PSN). Details can be found in the Examiner Handbook.




11. Policy and Procedures

In addition to the conditions outlined in this letter, more detailed policies, procedures and obligations will also apply in

relation to your engagement by This Centre as an Examiner. Those policies, procedures and obligations are provided in

the PSN Examiner Handbook (a copy can be viewed in This Centre) and the IELTS Examiner Confidentiality

Undertaking and IELTS Examiner Code of Practice (which you have signed). Information, policies and procedures have

been formulated by the IELTS Test Partners to ensure a fair and consistent approach for Examiners. The information,

policies and procedures may be updated and modified by the IELTS Test Partners from time to time, and you will be

notified of such changes. All Examiners are expected to be familiar with the Examiner Handbook and must schedule a

time with the Test Centre Administrator to review the Handbook.

You are required to notify your employer in writing on receipt of this Invitation to Examine that the employer may not

advertise your Examiner status (Examiner Code of Practice, point 9.11 and appendix 25c).

You are aware that all IELTS Examiner information may be accessed by Test Partners, Examiner Support Coordinators,

Examiner Trainers or IELTS Centre Administrators at any time. Examiners have the right to see their own information at

any time.

Thank you for your interest in IELTS examining, I am pleased to welcome you to our team of professional Examiners.

Acceptance

I, [Examiner full name xxxx], confirm that I accept the offer of engagement on a casual as-needs basis as an Examiner

at [xxxx centre] commencing on [start date] and concluding as per Section 1 and under the terms and conditions

outlined in this document, the IELTS Examiner Confidentiality Undertaking and the IELTS Examiner Code of Practice

which I have signed, and the PSN Examiner Handbook.

xxx (Examiner’s name) xxxx On behalf of IELTS Test Centre

Date Date


EXAMINER CODE OF PRACTICE – APPENDIX 25b


IELTS Examiner Code of Practice

All IELTS Examiners are required to read, agree to, and sign the Code of Practice after certification and then every two years. The Code of Practice details the minimum standards for IELTS Examiners. Disciplinary action will be taken for failure to comply with any clause below.

1. General principles

An IELTS Examiner:

1.1. Has a thorough knowledge of the IELTS Examiner Code of Practice and adheres to its requirements.

1.2. Has signed their IELTS Examiner Invitation to Examine in the last two years at each centre where they examine.

1.3. Reviews and signs a Confidentiality Undertaking and Code of Practice every two years at each centre where they

examine.

1.4 Signs Child Protection documentation and agrees to appropriate checks as required by the Test Partner.

2. Minimum Professional Requirements and language competence

An IELTS Examiner:

2.1. Has met the specified Minimum Professional Requirements (MPRs) for an IELTS Examiner.

2.2. Has not misrepresented any aspect of their education, qualifications, teaching experience and professional

attributes and interpersonal skills in order to meet the MPRs.

2.3. Is equivalent to the IELTS Band 9 in Speaking and not less than Band 8 in Listening, Reading and Writing. (This

may require the Examiner to take the IELTS test to demonstrate their proficiency as a result of future monitoring

or standardisation events).

3. Induction, training and certification

An IELTS Examiner:

3.1. Has completed the IELTS induction and signed Appendix 12 to confirm.

3.2. Has attended and successfully completed training sessions for the Speaking module.

3.3. Has passed the IELTS Examiner certification in the Speaking module.

4. Standardisation and recertification

An IELTS Examiner:

4.1. Attends an Examiner Trainer led standardisation session prior to recertification every 2 years.

4.2. Completes (re)certification in no more than 3 hours (maximum).

4.3 Re-certificates every 2 years after the first certification.

4.4. Attends other training sessions as required by the IELTS Partners to maintain Examiner certification.

4.5. Must not examine candidates until notified of a successful recertification result.

5. Monitoring and evaluation

An IELTS Examiner:

5.1. Demonstrates standardised marking and adherence to IELTS procedures evidenced through PSN monitoring,

Enquiries on Results double marking and Cambridge sample monitoring.

5.2 Must show that he/she fulfills the professional and administrative requirements listed in the monitoring feedback

forms. A monitoring category is awarded on the basis of the Examiner’s performance.

5.3. Is required to take specified action as a result of monitoring, based on the monitoring category awarded.

5.4. Responds positively to guidance and advice given by Administrators, Examiner Trainers and Examiner Support Coordinators in the context of monitoring.




6. Scheduling and frequency of examining

6.1. An IELTS Examiner: examines as requested and required by the IELTS Centre Administrator; ensures no

schedule conflicts with examining; advises the Administrator as soon as possible and a minimum of one month

before the test date if unavailable for a previously agreed examining date; in emergency situations

(e.g. accident, sudden illness) advises the Administrator as soon as possible.

6.2. The Examiner examines a minimum of once a month.

6.3. Any Examiner who does not examine for 3 months becomes inactive (e.g. illness).

6.4. If an Examiner does not examine for 3 months, they are monitored. Centres may charge the Examiner for all or part of the monitoring costs.

6.5. If an Examiner does not examine for 6 months, they must undertake Examiner Trainer-led standardisation and

complete recertification. They are monitored on their first test.

6.6. If an Examiner has not examined for 12 months, they must undertake new Examiner Training and re-certify.

6.7. If an Examiner becomes inactive, they may be asked to bear the cost of any support required.

6.8. An Examiner must not examine for more than 8 hours per day (including breaks).

6.9. Test centres are not obliged to accept Examiner transfer requests.

7. Speaking Test.

An IELTS Examiner:

7.1. Is able to interact appropriately with IELTS candidates in the Speaking module so as to ensure that

candidates provide a rateable sample of English which is representative of their speaking proficiency by:

7.1.1. Following the guidance included in the booklet IELTS Speaking Test: Instructions to Examiners.

7.1.2. Using the Speaking module materials in accordance with the IELTS Speaking Test: Instructions to

Examiners and going through the test materials in the examining packs carefully in order to be thoroughly

familiar with the materials.

7.1.3. Creating a relaxed but professional atmosphere by making any necessary adjustments to furniture, layout,

lighting or ventilation (within their ability).

7.2. Applies the assessment criteria to standard, for example by:

7.2.1. Ensuring that they are completely familiar with the band descriptors and other information contained in the IELTS Speaking Test: Instructions to Examiners for assessing IELTS candidates.

7.2.2. Ensuring that the appropriate band descriptors are applied to standard and the appropriate assessment

procedures followed.

7.2.3. Always referencing the appropriate band descriptors and mark sheets when awarding a band score – but keeping them out of view of the candidate.

7.3. Follows the standard procedures for delivering the IELTS Speaking test.

7.4. Carries out the required administrative tasks, including filling in the Speaking Examiner Record Sheet correctly

and in pen only.

7.5. Ensures quality recordings are provided for every IELTS Speaking test candidate. Recording must be door-to- door, commencing as soon as the candidate enters the room and only stopped after the candidate has left the room.

7.6. Follows the instructions and requests of the Test Supervisor.

7.7. Keeps to the Speaking test day schedule of a maximum of 3 candidates an hour, taking a minimum 20-minute

break after every 5 or 6 candidates. Examiners are not permitted to request to examine their next candidate

earlier than the scheduled timing.

7.8. Ensures any changes to ratings on the Speaking Examiner Record Sheet are initialled by the Examiner and

counter-initialled by the Test Supervisor before the Examiner leaves the test venue.




8. Confidentiality and security

An IELTS Examiner:

8.1. Adheres to the IELTS Confidentiality Undertaking and accepts that, by signing the Confidentiality Undertaking, the

Examiner’s obligation to this undertaking survives for the duration of the period the Examiner receives confidential

information from the Test Partners plus five years.

8.2. Observes the need for confidentiality and security in all aspects of IELTS work and particularly in relation

to:

8.2.1. IELTS test materials – these are strictly confidential and must be kept under tight security at all times.

8.2.2. The removal of test materials from a Test Centre or off-site test venue – this is not permitted at any time.

8.2.3. The reproduction of IELTS materials – no part of the materials may be reproduced or used for teaching, examination practice or any purpose other than the specified live examination

8.2.4. The content of test materials or the assessment criteria (apart from information in the public domain) – IELTS Examiners are not to discuss the content of the test materials or the assessment criteria with anyone other than an IELTS Examiner, IELTS Centre Administrator, Examiner Trainer or Examiner Support Coordinator or Test Partner.

8.2.5. Information about the performance of candidates or the bands awarded.

8.2.6. The confidentiality of all induction, training, standardisation, monitoring and certification materials.

8.3. Does everything possible to maintain examination security in the context of the very large international

candidature and the extended period over which the Speaking module materials remain ‘live’, by:

8.3.1. Varying the speaking topics used.

8.3.2. Ensuring that all test materials are not written on or marked in any way.

8.3.3. Retrieving and replacing materials exactly as instructed.

8.3.4. Ensuring that no test materials are taken out of their personal charge.

8.3.5. Maintaining the confidentiality of the examination throughout the examining period and thereafter.

8.4 Takes only the required test materials (including the Instructions to Examiners), plus water and pre-agreed medical necessities, into the test room. All other belongings must be left in secure storage as provided by the centre Administrator.

9. The integrity of IELTS

An IELTS Examiner:

9.1. Maintains and enhances the integrity and reputation of IELTS and the Test Partners at all times.

9.2. Does not examine candidates in Speaking that they teach or have taught or who are in some other way known to

them.

9.3. Does not talk to candidates before or after the Speaking test about their performance or any other subject to do

with IELTS.

9.4. Does not give any information about their contact details or teaching availability to candidates at any point.

9.5. Only uses their knowledge of the band descriptors and levels for the purpose of IELTS examining.

9.6. Does not use knowledge gained from examining for IELTS preparation purposes.

9.7. Does not use knowledge gained from examining for academic research unless permission has been sought and

given from the test partners through the PSN Manager.

9.8. Gains approval from the respective Test Partner through the PSN Manager in advance for any conference paper

which makes specific reference to IELTS examining.

9.9. Does not award IELTS bands or equivalency bands outside a live test administration.

9.10. Does not advertise (in print, on the Internet or by other methods) their Examiner status (current or expired) for the

purposes of marketing, teaching and/or publishing.




9.11. Informs their employer that:

the employer must not advertise (in print, on the Internet or by other methods) their Examiner status (current

or expired) for the purposes of marketing or any other purpose.

the Examiner must not deliver or attend any IELTS workshops or presentations where teachers are in the

audience.

the Examiner must not award Band scores or any equivalents outside a live test.

9.12. Does not represent themselves in any way as an IELTS Examiner – e.g. on a business card, website or

advertisement (this includes LinkedIn and similar websites, but does not include confidential Curriculum Vitae or

resumés).

9.13. Does not claim to represent the British Council, IDP: IDP:IELTS Australia Pty Ltd or Cambridge English Language Assessment.

9.14. Does not make any negative or insulting remarks which undermine the integrity of the IELTS test or administration

and/or institution providing the test.

10. Professional conduct

An IELTS Examiner:

10.1. Recognises that the IELTS Administrator is the manager for all Examiners and interacts appropriately

with him/her.

10.2. Receives and responds to requests from the IELTS Administrator or other IELTS staff in a professional and respectful manner.

10.3. Arrives in good time to examining or marking venues – for example, in time to collect material, set up and

commence examining in a calm and professional manner.

10.4. Arrives in good time for all IELTS meetings (including standardisation, certification and any other IELTS meeting). Late arrival requires either prior notification and approval or good reason (i.e. a situation beyond the Examiner’s control where prior notification could not be given).

10.5. Makes themselves available for meetings, training, standardisation sessions and briefings as required by the Administrator.

10.6. Adheres to the IELTS centre dress code.

10.7. Behaves in a culturally appropriate manner at all times, for example, in the way (s)he dresses, using polite

forms of address and culturally appropriate body language.

10.8. Maintains positive and productive relations with all colleagues, including Examiner colleagues and IELTS

centre staff.

10.9. Treats candidates, colleagues, other IELTS staff and anyone else they encounter as part of their IELTS work with

politeness and respect at all times. Swearing and other offensive language (for example, racist or sexist

language) constitutes gross misconduct.

10.10. Is never physically violent in any way to candidates, colleagues or other members of IELTS staff.

10.11. Processes any grievance through the appropriate PSN systems and official channels and does not conduct

personal attacks on colleagues.

10.12. Never accepts gifts (in any form) from IELTS candidates, friends, relatives or teachers of IELTS candidates.

10.13. Never willfully damages or destroys any equipment at the examining venue.

10.14. Never uses social media to discuss the IELTS test, the Test Partners, other Examiners or Test Centres.

10.15. Does not deliver any IELTS workshops or presentations, either face-to-face or online, where there are IELTS teachers present.

11. Misconduct, gross misconduct, gross negligence, appeals and grievances

An IELTS Examiner:

11.1. Is aware of and understands the procedures for Examiner misconduct, gross misconduct, gross negligence,

appeals and grievances outlined in the Examiner Handbook.




12. Feedback

An IELTS Examiner:

12.1. Provides written or oral feedback on any aspect of IELTS Examining a minimum of once a year at the request

of the Administrator.

13. Ongoing and latest developments

An IELTS Examiner:

13.1. Contributes to the ongoing development of IELTS by:

13.1.1. Cooperating as required by Cambridge English Language Assessment with any trialing necessary for further versions of IELTS.

13.1.2. Giving consent to Cambridge English Language Assessment to use audio, video or digital recordings of the Examiner in their Speaking test role and copies or transcriptions of such recordings for the purpose of research, validation and training only, and will waive their right to be identified as the author of the work.

13.2. Keeps up to date with the latest developments in IELTS by carefully reading any information sent to Examiners by the IELTS Centre Administrator, Examiner Trainer, Examiner Support Coordinator or Test Partner.

14. Separation of duties and responsibilities

An IELTS Examiner who is also an Administrator must not:

14.1. Enter their own certification or monitoring details in IWAS or the Examiner database.

14.2. Input into IWAS the results for candidates they have examined.

14.3. Sign TRFs for candidates they have examined.

14.4. Examine and conduct the apportionment for Speaking Examiners.

14.5. Handle certification answer sheets for other Examiners.

An IELTS Examiner who is also an Examiner Trainer must not:

14.6. Monitor their own performance as an Examiner.

15. Working with more than one centre

An IELTS Examiner:

15.1. Is not restricted to examining exclusively for one centre.

15.2. Is always attached to one main centre, which has priority for scheduling, meetings and other IELTS-related

sessions. If an Examiner is not required by the main centre, they may give availability to the shared centre.

It is the responsibility of the Examiner to inform the Administrators of both centres in writing what their

commitments are to each centre as far in advance as possible.

Examiners are responsible for ensuring that they have the correct documentation (visa, work permit etc.) to

enable them to work in a centre, city or country. Where an IELTS centre forms part of an educational institution

which requires that the right to work is checked, the IELTS centre should do the same and check that any

Examiner has the right to work in that country and keep a record of this where necessary.

Examiners have the right to view any of their personal records kept by IELTS Test Partners.

Examiner name Witness Name

Examiner Signature Witness Signature

__________________________________ _________________________________ Date: Date:


LETTER TO EMPLOYERS – APPENDIX 25c


Letter to Employers

Centres should use the IELTS brand builder tool kit to create letters to employers.

To whom it may concern

This is to verify that (Examiner Name) is a certified IELTS Speaking Examiner.

To maintain the integrity and security of the IELTS test, no employer can advertise (in print, on the Internet or by

other methods) the Examiner status (current or expired) of any employee for marketing or any other purposes.

Please note that as an IELTS Speaking Examiner, (Examiner Name) is not to deliver or attend any IELTS

workshops or presentations, either face-to-face or online, where there are teachers present.

No IELTS Examiner can give Band scores or equivalents outside a live test.

Yours sincerely


(Centre Name)

EXAMINER TEST DAY BRIEFING – APPENDIX 25d


Examiner Test Day Briefing Confirmation

All new, inactive, shared and transferring Examiners receive a test day systems briefing delivered by a member of

staff nominated by the Administrator (e.g. Test Day Supervisor). This briefing takes place either in the days prior to

the first test or on the day of first examining, shortly before the start time.

The briefing covers issues such as: security of materials and practical issues including the

arrangements for refreshments, the location of fire exits, toilets etc.

Some of these issues can be addressed in a written format and distributed to all new, shared and

transferring Examiners prior to the first examining, but there must still be a face-to-face meeting of all

new, shared and transferring Examiners together with the member of staff nominated by the

Administrator prior to the first examining.

Each new, inactive, shared and transferring Examiner is assigned to an experienced Examiner who will act as first

point of contact for any examining-related questions at the first examining session.

All Examiners must sign this document to confirm that they have followed and completed the IELTS Examiner Test Day briefing. Administrators keep signed confirmations on the Examiner’s file.

Examiner Test Day Briefing

Name of Examiner

Date of test day briefing

Name of briefing presenter

Name of Examiner mentor assigned for first

examining session

Briefing included IELTS security and practical

issues

I confirm that I have received a Test Day Briefing

(Signature of Examiner applicant)

EXAMPLES OF EXAMINER MISCONDUCT, GROSS MISCONDUCT AND NEGLIGENCE – APPENDIX 26


Examples of Examiner Misconduct, Gross Misconduct and

Gross Negligence

This list is intended for guidance only. It is not exhaustive. Any behaviour that breaches the Code of Practice

is misconduct. Contact your Examiner Support Coordinator before implementing any formal procedures.

1. Misconduct – You must refer to Section E3.2, Point 2.1

1.1. Informal examples. Informal procedures are to be used only in the first instance of misconduct.

When an Examiner:

1. Is late to an exam venue or to any IELTS meeting or workshop (including standardisation, certification or any

other meeting), without prior notification and approval or good reason (i.e. for reasons that were out of the

Examiner’s control and prevented them from giving prior warning).

2. Dresses improperly – does not adhere to the centre’s dress code.

3. Keeps the candidate waiting when not on an approved break.

4. Behaves in a culturally inappropriate manner, e.g. shaking hands, use of names.

1.2. Formal examples. First written warning on first instance of misconduct

When an Examiner:

1. Is late more than once to the exam venue or to any IELTS meeting or workshop (including standardisation,

certification or any other meeting), without giving prior warning or without good reason (i.e. for reasons that were

out of the Examiner’s control and prevented them from giving prior warning). (‘Late’ is defined as any time after

the official start time of the meeting.)

2. Fails to carry out the required administrative tasks for Speaking. This includes not completing the required

administrative tasks, as well as failing to fill in the result sheets correctly (e.g. forgets to enter a candidate’s

ratings, overwrites a rating and does not get it signed by the Test Supervisor, uses pencil to enter ratings).

3. Is not suitably polite to a candidate (e.g. shouts for the next candidate to enter the Speaking Test room, while

remaining seated inside).

4. Is not suitably polite to a colleague or other member of IELTS staff.

5. Fails to follow required basic security measures, e.g. allows a candidate to sit the test with a non-compliant ID card or fails to notify the Test Supervisor when in doubt as to a candidate’s identity.

6. Does not adhere to the interview schedule, by examining more than 3 candidates an hour and/or by not taking

required breaks of 20 minutes after every 5 to 6 interviews.

7. Has his/her name and/or photo appearing on the Internet, and/or in print, advertising the fact that the person is an IELTS Examiner.

8. Responds negatively to guidance or advice from the Administrator, Examiner Trainer or Examiner Support Coordinator.

9. Refuses to participate as a team member – e.g. to act as first point of contact for a new or inactive Examiner in

their first examining session.

10. Double-books for examining.



1.3. Formal examples. Final written warning on first instance of misconduct

When an Examiner:

1. Fails to provide quality recordings for the Speaking test.

2. Is unreliable, e.g. does not keep to an appointed test date or IELTS meeting (for an unacceptable reason).

3. Refuses to follow the instruction and/or request of the Test Supervisor (or other member of IELTS staff).

4. Loses a page / some pages from one or more candidate’s one-minute preparation paper and cannot account

for it/them.

5. Having his/her mobile phone or any other items in the test room.

6. Interviews the wrong candidate.

7. Swears or speaks rudely in front of a candidate, colleague or member of IELTS staff.

8. Copies part(s) of a candidate’s Speaking test.

9. Is negative towards the IELTS administration and/or makes insulting remarks which undermine the work of

the administration and/or the institution providing the IELTS test.

10. Refuses to examine or attend meetings as required.

11. Refuses to cooperate as required by Cambridge English Language Assessment with any trialling necessary for

further versions of IELTS.



2. Gross misconduct – You must refer to Section E3.2, Point 2.2

When an Examiner:

1. Makes offensive comments (e.g. racist, sexist) to a candidate, colleague or other member of IELTS staff.

2. Is hostile or confrontational towards a colleague, including Examiners and other IELTS staff members.

3. Publicly criticises the IELTS test, the Test Partners, other Examiners or Test Centres in any way, including

via social media.

4. Is violent in any way towards a candidate, colleague or IELTS staff member.

5. Swears at or speaks rudely to a candidate, colleague, member of IELTS staff or anyone else they encounter as part

of their IELTS work. 6. Gives his/her contact details or information about teaching to a candidate.

7. Contacts an IELTS candidate after the test (e.g. email, chat room, telephone) or harasses a candidate in any

way.

8. Conducts mock IELTS exams in an institution and gives IELTS scores for candidates sitting for the mock

Speaking test.

9. Interviews a candidate known to the Examiner.

10 Is found to have given a presentation or class on the IELTS test and has given out specific information regarding

the test, e.g. marking, Band Descriptors, or some Speaking questions.

11. Accepts a gift from a friend, family member or teacher of an IELTS candidate or from an IELTS candidate.

12. Willfully destroys any equipment.

13. Is fraudulent in actions of any kind involving the test.

14. Removes monitoring or certification materials from a centre.

15. Claims to represent the British Council, Cambridge English Language Assessment or IDP:IELTS Australia Pty Ltd

without authority.

16. Steals test material, band descriptors or training material.

17. Commits any fraud against the IELTS test.

18. Awards incorrect scores for payment. 3. Gross negligence

When an Examiner:

1. Leaves the Examiner pack or any other secure materials unattended.

2. Has a copy of the band descriptors in his/her possession outside the centre.

3. Loses a page from the Speaking test folder, a candidate’s answer sheet or the band descriptors or any

other secure material including digital voice recorder.

GUIDELINES FOR DISCIPLINARY INTERVIEWS – APPENDIX 27a


Guidelines for Disciplinary Interviews

All disciplinary interviews should be conducted face-to-face.

Informal Interviews

It is possible to resolve some disciplinary problems effectively without having to use formal action, especially if

you act earlier rather than later. Ignoring a problem initially makes it likely to get worse rather than better.

The following list will help you to conduct an informal interview in an effective manner:

1. Give feedback promptly. Choose an appropriate time and place to talk.

2. Be specific. Explain what you have noticed about the Examiner‟ s behaviour and how it affects

other people or the quality of their work.

3. Take responsibility for the feedback. Use “I” not “we”.

4. Ask questions and listen. 5. Don’t make assumptions. 6. Seek agreement on what needs to change, then agree specific, clear action points.

7. Make it clear that if the Examiner does not implement the action points, formal action for misconduct

will be taken.

8. Ensure that the Examiner understands that the record of the informal interview is removed from their

Examiner file and the database after one year providing they have implemented the action points.

9. Keep a written record of the interview using the Record of Examiner Disciplinary Interview template

(appendix 27b). Send this to the Examiner with the covering email (appendix 28).

Formal Interviews

Before the interview

1. Give the Examiner at least one week’s warning of a disciplinary interview. Inform the Examiner in writing

(appendix 28/29).

2. Organise the interview at a mutually convenient time.

3. Allow at least an hour for the interview and do not commit to any other meeting directly afterwards in

case it overruns.

4. Ensure the meeting is held in a suitable location where there will be no interruptions.

5. Gather any information you wish to present at the meeting. This may be in written form, for example

written statements from individuals. Print the information out before the meeting and place in a file for

easy access.

6. Consider what explanations may be offered by the Examiner and if possible check them out beforehand.

Also consider if there are special circumstances that might need to be taken into account, for example,

are there personal or other issues which might be affecting performance or conduct.

7. Check in advance if the Examiner is to be accompanied.

GUIDELINES FOR DISCIPLINARY INTERVIEWS – APPENDIX 27a


8. Ensure that the other person who will keep an accurate written record is available for the whole

interview. Explain clearly to them what their role is, the format in which you require the written record,

when you need it by and that they are not expected to be involved in any other way with the interview

(for example, by asking questions).

9. A disciplinary interview should not be rigidly structured, however, it is a good idea to draft out a broad

agenda for yourself of the key issues you want to cover.

In the interview – key points

1. Introduce yourself and the other person present in the interview to the Examiner and whoever is

accompanying them (if applicable). Explain to the Examiner that the other person is there to make a

written record and that they will not be involved in any other way with the interview. Inform the

Examiner that the interview will be digitally recorded.

2. Explain the role of the person accompanying the Examiner. They are there to give support and can ask

questions in the interview if they need to. They should participate as fully as possible in the interview.

However, they should not answer questions on behalf of the Examiner.

3. Explain that you are there to consider whether disciplinary action should be taken under the IELTS

Examiner disciplinary procedures.

4. Outline the structure of the meeting and what will be covered. Check that the Examiner has understood.

5. Explain that anyone involved can ask for a short break at any time during the interview.

6. Explain the details of the misconduct, gross misconduct or gross negligence by going through the

information and referencing the relevant section in the Examiner Code of Practice. If you have

statements from individuals ensure that the Examiner can see them now, if they have not had access to

them earlier.

7. Allow the Examiner to recount the incident, describe what happened and to answer any questions fully.

Allow them to ask questions, to present their own information and to ask that other individuals are

approached to make written statements. The interview should be a two-way process so encourage the

Examiner to talk freely.

8. Keep the discussion relevant to the incident as the interview should focus on establishing the facts.

9. Allow the Examiner to consult with the person accompanying them and to do this privately if necessary.

10. Summarise points throughout the interview to check that you have understood. At the end of the

meeting, summarise the main points. Ask the Examiner if they feel that they have had a fair opportunity

to present their version of events. Check that they do not wish to add anything further.

11. Explain what happens next. Never make a decision without allowing yourself at least a short time to

review and reflect.

After the interview

1. Follow the procedures as detailed in section E3.2.

2. Use the appropriate model texts – see appendix 28/29.

3. Make sure that all records are kept for the correct length of time on the Examiner’s file and on

the database.

RECORD OF DISCIPLINARY INTERVIEW – APPENDIX 27b


Record of Examiner Disciplinary Interview

To be completed by the Note Taker and sent by the Administrator to the Examiner, the Examiner Support Coordinator and Administrator’s line manager.

Name of Examiner

Name of Person accompanying the Examiner

Date

Location

Type of Interview (e.g. misconduct, final written warning)

Start Time

End Time

1. Introductions

Example: The Administrator introduced all present and explained their roles. The Administrator outlined the structure of the meeting and confirmed that the Examiner has had enough time to review the Examiner Handbook and is ready for the interview.

2. Reason for Interview [Make a summary of the key points raised by the Administrator. Include the evidence

relating the misconduct/negligence to a section in the signed Code of Practice. Include also a confirmation that

the Examiner fully understands the evidence.]

3. Examiner’s response [Make a summary of the key points raised by the Examiner and clarify anything not fully

understood.]

4. Administrator summary [Restate the issues surrounding the meeting and summarise key points, including any clarifications. Include a confirmation that the Examiner has been asked if there is anything else to add and that

they have been given fair opportunity to give their point of view. Clarify anything that is not fully understood.]

5. Administrator decision [Record the Administrator’s decision. If a decision cannot be made, note that more

information is needed.]

6. Agreed action points

7. Date of next interview

Note Taker’s name

Note Taker’s signature

Centre Administrator name

Administrator’s signature

MODEL TEXTS FOR MISCONDUCT – APPENDIX 28


Model Texts for Misconduct

1. MODEL TEXTS FOR INFORMAL MISCONDUCT

Template 1.1. Request for informal meeting


I am writing to you as part of the IELTS Examiner misconduct procedures. Misconduct is defined as contravening one

or more of the standards set for an IELTS Examiner as outlined in the IELTS Examiner Code of Practice signed by

you on (date). Full details of IELTS Examiner misconduct procedures are in the Examiner Handbook which is

available for you to review at the centre. I would like to stress that I am dealing with the incident informally.

The details of the incident are as follows: (details of misconduct)

As per PSN processes, I would like you to attend an informal meeting to discuss this incident. I will keep a record of

the discussion and the action points that are decided upon. I will provide a copy of these for you and a copy will also

be kept on your Examiner file and on the database.

Please contact me to arrange a time to meet. Yours sincerely (Centre Administrator

Template 1.2. Email to follow informal meeting


Thank you for attending the informal meeting under the IELTS Examiner misconduct procedures. The details of the meeting were as follows: (Details of meeting)

As a result of the meeting, we agreed the following action points: (Action points)

If there is no repetition of the misconduct or any deterioration in your performance and you implement the action points in the 12 months from the date of this letter, I will remove the written record of this incident from your Examiner file and the database.

Please reply to this email indicating that you agree with the details of the meeting and agree to implement the action points.

Yours sincerely


Template 1.3. Email to confirm removal of written records


I am writing to inform you that the 12 month period following our informal meeting has now come to an end.

I am pleased to confirm that you have successfully implemented the action plan. Therefore, I will remove all written records of the informal meeting from your Examiner file and the database.

Thank you for your help in bringing this issue to a satisfactory conclusion.

Yours sincerely




2. MODEL TEXTS FOR FORMAL FIRST WRITTEN WARNING

Template 2.1. Request for interview. Before sending make sure you have discussed the disciplinary issue with your Examiner Support Coordinator.





available for you to review at the centre.

The details of the incident are as follows: (details of misconduct).

As per PSN processes, I would like you to attend an interview to discuss this incident. The purpose of the interview is:

To confirm which IELTS Examiner standards are not being met and in what way.

To allow you an opportunity to recount the incident and describe what happened.

To identify any areas requiring clarification.

You may be accompanied in the interview by a person of your choice. This person can give support and can ask

questions in the interview if they need to. However, they cannot answer questions on your behalf. If you wish to be

accompanied, please notify me in writing prior to the interview of the person’s name.

I will conduct the interview. There will also be one other person in the interview (name and post title of the other

person). Their role will be to keep a written record of the interview; they will not be asking any questions. The

interview will also be digitally recorded. You will be sent a copy of the written record; it will also be kept on your

Examiner file and on the database. The digital recording can be accessed at the Test Centre (only).

After the interview, I will contact you again in writing to confirm the outcome of the interview; this email will also contain

the written record of the interview. If it is not misconduct, no further action will be taken. If it is misconduct, the email

will contain a first written warning.

The disciplinary interview will take place at (place) on (date) at (time). Please confirm in writing as soon as possible

that you will be able to attend, or suggest an alternative date and time.

Yours sincerely

(Centre Administrator) copy to Examiner Support Coordinator

Template 2.2. Email to follow disciplinary interview (not misconduct)


Thank you for attending the interview under the IELTS Examiner misconduct procedures. The details of the interview were as follows: (details of interview proceedings).

Following the interview and having considered all of the information, I have decided that the incident was not misconduct. I will remove all written records of this incident from your Examiner file and the database.


Yours sincerely




Template 2.3. Letter to follow disciplinary interview (misconduct – first written warning)


Thank you for attending the interview under the IELTS Examiner misconduct procedures.

Following the interview and having considered all of the information, I am writing to confirm my decision that you be

given a first written warning under the IELTS Examiner misconduct proceedings.

This first written warning will be placed on your Examiner file and on the database and will remain in force for a period

of 12 months from the date of this letter. During this time, your performance will be monitored and is expected to

improve.

I will write to you again at the end of the warning period, at which point you are required to attend another interview to

determine if your performance has improved. If this is the case, the first written warning will be removed from your

Examiner file and the database.

If the misconduct is repeated, or your performance deteriorates or you do not implement the action plan during the

12 month warning period, you will be required to attend another disciplinary interview. The likely outcome of any

repeated misconduct, deterioration in performance or failure to implement the action plan is a final written warning.

(details of the misconduct)

(details of the interview proceedings)

(level of improvement sought/action to be implemented)

Please sign and date at the bottom of this letter to confirm that you have received and understood the first written

warning and then return it to me. Please keep a copy for your records.

Yours sincerely


I have received and understood the first written warning and agree to implement the action plan.

Examiner name Date

Signature



Template 2.4. Request for interview at the end of the warning period

Dear (name of Examiner) I am writing at the end of your 12-month warning period under the IELTS Examiner misconduct procedures. These procedures require that you attend an interview. The purpose of this interview is to determine if your performance has improved to the required standard. If this is the case, the first written warning will be removed from your Examiner file and the database. If your performance has not improved sufficiently, proceedings for a final written warning will begin.








After the interview, I will contact you again in writing to confirm the outcome of the interview; this letter will also contain

the written record of the interview.

Please contact me to arrange a suitable time for the meeting.

Yours sincerely


Template 2.5. Email to follow interview (performance has improved to the required standard)


Thank you for attending the interview under the IELTS Examiner misconduct procedures.

The details of the interview were as follows: (details of interview proceedings)

Following the interview and having considered all of the information, I have decided that your performance has

improved to the required standard. I will remove all written records of this incident from your Examiner file and the

database.


Yours sincerely




Template 2.6. Letter to follow interview (performance has not improved to the required standard –

final written warning)


Thank you for attending the interview at the end of your warning period under the IELTS Examiner misconduct

procedures.

Following the interview and having considered all of the information, I have decided that your performance has not

improved to the required standard. I am writing to confirm my decision that you be given a final written warning under

the IELTS Examiner misconduct proceedings.

This final written warning will be placed on your Examiner file and on the database and will remain in force for a

period of 12 months from the date of this letter. Accompanying this final written warning is an action plan for

improvement. You will be expected to implement the action plan.


determine if your performance has improved. If this is the case, the final written warning will be removed from your


If the misconduct is repeated, your performance deteriorates in any way or you do not implement the action plan

during the 12-month warning period, you will be required to attend another disciplinary interview immediately. The

likely outcome of any repeated misconduct, deterioration in performance or failure to implement the action plan is the

withdrawal of the Invitation to Examine and certification status.

The nature of the (misconduct / deterioration in performance) was:

The details of the interview were as follows:

(details of interview proceedings)

(details of the misconduct / deterioration in performance)

(details of improvement sought/action to be implemented)

Please sign and date at the bottom of this letter to confirm that you have received and understood the final written


Yours sincerely


I have received and understood the final written warning and agree to implement the action plan.

Examiner name Date

Signature



Template 2.7. Request for disciplinary interview before the end of the warning period (deterioration in

performance or repeated misconduct)






In this email, I will detail (an incident which may be considered further misconduct on your part / further

deterioration in your performance). You are still within the 12-month first written warning period issued in writing on

(date).

The details of the further misconduct/deterioration in performance are as follows: (details of the incident or

deterioration in performance)

I would like you to consider the contents of this email carefully and then attend a disciplinary interview.

The purpose of the interview is:











After the interview, I will contact you again in writing to confirm the outcome of the interview; this email will also contain

the written record of the interview. If it is not further misconduct or deterioration in performance, no further action will

be taken. The original warning period will remain in place. If it is misconduct or deterioration in performance, the email

will contain a final written warning.


that you will be able to attend or suggest an alternative date and time. If you do not wish to attend the interview, I will

begin formal action for gross misconduct.

Yours sincerely (Centre Administrator) copy to ESC

Template 2.8. Email to follow disciplinary interview (not misconduct or deterioration in performance)


Thank you for attending the disciplinary interview under the IELTS Examiner misconduct procedures.

The details of the interview were as follows: (Details of interview proceedings)

Following the interview and having considered all of the information, I have decided that (the incident was not

misconduct / your performance has not deteriorated). I will remove all written records of this incident from your

Examiner file and the database. However the first written warning period remains in place until (date).





3. MODEL TEXTS FOR FORMAL FINAL WRITTEN WARNING MISCONDUCT

Template 3.1. Request for interview Before sending make sure you have discussed the disciplinary issue with your Examiner Support Coordinator.






The details of the incident are as follows: (details of the misconduct)

As per PSN processes, I would like you to attend an interview to discuss this incident. The purpose of the disciplinary

interview is:











After the interview, I will contact you again in writing to confirm the outcome of the disciplinary interview; this email will

also contain the written record of the interview. If it is not misconduct, no further action will be taken. If it is misconduct

or deterioration in performance, the email will contain a final written warning.


that you will be able to attend or suggest an alternative date and time.

Yours sincerely






Following the interview and having considered all of the information, I have decided that the incident was not

misconduct. I will remove all written records of this incident from your Examiner file and the database.





Template 3.3. Letter to follow disciplinary interview (misconduct – final written warning)




given a final written warning under the IELTS Examiner misconduct proceedings.


period of 12 months from the date of this letter. During this time, your performance will be monitored and is expected

to improve.




If the misconduct is repeated, your performance deteriorates or you do not implement the action plan during the 12-

month warning period, you will be required to attend another disciplinary interview. The likely outcome of any

repeated misconduct, deterioration in performance or failure to implement the action plan is the withdrawal of the

Invitation to Examine and certification status.


(details of interview proceedings)

(level of improvement sought/action to be implemented)



Yours sincerely



Examiner name Date

Signature




Dear (name of Examiner) I am writing at the end of your 12-month warning period under the IELTS Examiner misconduct procedures. These procedures require that you attend an interview. The purpose of this interview is to determine if your performance has improved to the required standard. If this is the case, the final written warning will be removed from your Examiner file and the database. If you have not implemented the action plan, the likely consequence is the withdrawal of the Invitation to Examine and certification status.










The interview will take place at (place) on (date) at (time). Please confirm in writing as soon as possible that you will

be able to attend or suggest an alternative date and time.

Yours sincerely


Template 3.5. Letter to follow interview (action plan has been implemented)


Thank you for attending the interview at the end of your warning period under the IELTS Examiner misconduct

procedures.



improved to the required standard. I will remove all written records of this final warning from your Examiner file and

the database.


Yours sincerely




Template 3.6. Request for disciplinary interview before the end of the warning period (action plan not

implemented, deterioration in performance or repeated misconduct)


I am writing to you as part of the IELTS Examiner misconduct procedures. Misconduct is defined as contravening

one or more of the standards set for an IELTS Examiner as outlined in the IELTS Examiner Code of Practice signed

by you on (date). Full details of IELTS Examiner misconduct procedures are in the Examiner Handbook which is


The details of the incident are as follows:

(details of the incident)

As per PSN processes, I would like you to attend an interview to discuss this incident. In this interview, I will keep a

record of the discussion and the action points that are decided upon. I will provide a copy of these for you and a copy

will also be kept on your Examiner file and on the database. The purpose of the disciplinary interview is:











After the interview, I will contact you again in writing to confirm the outcome of the disciplinary interview. This letter will

also contain the written record of the interview. If it is not misconduct or failure to implement the action plan, no further

action will be taken – the original warning period will remain in place. If it is misconduct, deterioration in performance

or failure to implement the action plan, the letter will contain the withdrawal of the Invitation to Examine and



that you will be able to attend or suggest an alternative date and time. If you do not wish to attend the interview, I will

begin formal action for gross misconduct.


Template 3.7. Letter to follow disciplinary interview (not misconduct or failure to implement action plan)




(Details of interview proceedings)


misconduct / deterioration in performance / you have implemented the action plan as agreed). I will remove all

written records of this incident from your Examiner file and the database. However, the final written warning period

remains in place until (date).





Template 3.8. Letter to follow disciplinary interview (misconduct or failure to implement action plan –

withdrawal of the Invitation to Examine and certification status)





Following the interview and having considered all of the information, I have decided that (the incident was

misconduct / deterioration in your performance / you have failed to implement to action plan). Therefore, I

have decided to withdraw your Invitation to Examine and certification status. My decision has been confirmed by the

Examiner Support Coordinator after a thorough review of all of the documentation. You are no longer eligible to

examine at any IELTS centre worldwide.


days of receiving this notification and send it to (name and contact details for the PSN Manager for the

region). I have attached the template to be completed if you wish to appeal.

The PSN Manager will respond to your appeal within 4 weeks of receiving all of the documentation from the centre.

The PSN Manager may want to contact you to discuss your appeal, so please ensure that you include email and

telephone contact details in your letter or email. The decision of the PSN Manager is final.

Yours sincerely


MODEL TEXTS FOR GROSS MISCONDUCT OR GROSS NEGLIGENCE – APPENDIX 29


Model Texts for Gross Misconduct or Gross Negligence

Template 1. Request for Disciplinary Interview




you on (date). Full details of IELTS Examiner misconduct procedures are in the Examiner Handbook – please ensure that you are familiar with this section of the Handbook.

In this letter, I will detail an incident which may be considered (gross misconduct / gross negligence) on your part.

The first stage of the IELTS Examiner (gross misconduct / gross negligence) procedures is immediate suspension

from all IELTS examining for any IELTS centre. You will not, therefore, carry out any examining from the date you

receive this notification until the (gross misconduct / gross negligence) procedures are complete.

The details of the incident are as follows: (details of the incident)

As per PSN processes, I would like you to attend an interview to discuss this incident. The purpose of the disciplinary

interview is:

To confirm which standards are not being met and in what way.



You may be accompanied in the interview by a person of your choice. If you wish to be accompanied, please notify

me in writing prior to the interview of the person’s name. I will conduct the interview. There will also be one other

person in the interview (name and post title of the other person). Their role will be to keep a written record of the

interview; they will not be asking any questions. The interview will also be digitally recorded. You will be sent a copy of

the written record; it will also be kept on your Examiner file and on the database. The digital recording can be

accessed at the Test Centre (only).

After the interview I will contact you again in writing to confirm the outcome of the disciplinary interview; this letter will

also contain the written record of the interview.


that you will be able to attend. My contact details are (address and / or email address). If you do not wish to attend

the interview, I will automatically withdraw your Invitation to Examine and certification status.

Please sign and date at the bottom of the letter to confirm that you have received and understood the suspension

from examining and then return it to me. Please keep a copy for your records.

Yours sincerely


I have received and understood the information that I am immediately suspended from all IELTS examining until the

process of investigating the allegation of gross misconduct or gross negligence is completed.

Examiner name Date

Signature



Template 2. Letter to follow Disciplinary Interview (not gross misconduct/gross negligence)


Thank you for attending the disciplinary interview under the IELTS Examiner (gross misconduct / gross

negligence) procedures.



Following the interview and having considered all of the information, I have decided that the incident was not (gross

misconduct / gross negligence). I will remove all written records of this incident from your Examiner file and the

database.



Template 3. Letter to follow Disciplinary Interview (Final written warning with action plan)







given a final written warning under the IELTS Examiner (gross misconduct / gross negligence) proceedings. This

means that (your actions were not considered serious enough to be considered gross misconduct / gross

negligence OR the genuine mitigating circumstances do not justify the withdrawal of the Invitation to




Improvement – you will be expected to implement the action plan.




If the (gross misconduct / gross negligence) is repeated, if there is any deterioration in your performance or you do

not implement the action plan during the 12-month warning period, you will be required to attend another disciplinary

interview immediately. The likely outcome of any repeated (gross misconduct / gross negligence) or not

implementing the action plan is the withdrawal of the Invitation to Examine and certification status.

The nature of the (gross misconduct / gross negligence) was: (details of the gross misconduct / gross

negligence)

Please sign and date at the bottom of the letters to confirm that you have received and understood the final written




Examiner name Date

Signature



Action plan for improvement – to accompany final warning

Examiner name

List here specific areas for improvement in Examiner Trainer requirements and standards.

e.g. arriving in good time for examining

List here improvement objectives (action to be taken to enable improvement).

e.g. arriving in time to collect material, set up and commence examining in a calm and professional manner –

to be confirmed by chief invigilator

Action plan review date

Administrator name

Administrator signature

Template 4. Letter to follow Disciplinary Interview (gross misconduct / gross negligence – withdrawal of the Invitation to Examine and certification status)






Following the interview and having considered all of the information, I have decided that the incident was (gross

misconduct / gross negligence). Therefore, I have decided to withdraw your Invitation to Examine and certification

status. My decision has been confirmed by the Examiner Support Coordinator after a thorough review of all of the

documentation. You are no longer eligible to examine at any IELTS centre worldwide.


days of receiving this notification and send it to (name and contact details for the PSN Manager). I have

attached the template for appeals. The PSN Manager will respond to your appeal within 4 weeks of receiving all of

the documentation from the centre. The PSN Manager may want to contact you to discuss your appeal, so please

ensure that you include email and telephone contact details in your letter or email. The decision of the PSN

Manager is final.

Yours sincerely


MODEL TEXTS FOR APPEALS – APPENDIX 30


Model Text for Appeals for Withdrawal of Invitation to Examine

and certification status

Examiners may appeal against the withdrawal of the Invitation to Examine and certification status in the following circumstances:

When the Invitation to Examine and certification status has been withdrawn as a result of action taken after

monitoring (section E2.6).

When the Invitation to Examine and certification status has been withdrawn as a result of disciplinary procedures

(section E3.2).

All appeals must be made within 20 working days of receipt of the written notification of the withdrawal of the

Invitation to Examine and certification status, using the following template.

Dear (name of PSN Manager)

Re: Withdrawal of the Invitation to Examine and certification status.

Examiner name:

Examiner number:

Centre name and number:

Name of Centre Administrator:

Date of receipt of notification:

I am writing to formally appeal against the withdrawal of my Invitation to Examine and certification status. I enclose

with this letter / I attach with this email a copy of the official notification letter / email.

I am appealing against this decision for the following reasons:

(Detail reasons for appeal)

My contact details are as follows:

(Email address)

(Telephone number with full codes)

I confirm that I have copied this letter / email to the Administrator.

Yours sincerely

(Name of Examiner)

EXAMINER GRIEVANCE FORM – APPENDIX 31


IELTS Examiner Grievance Form

This form is to be used both by the Examiner and by the person hearing the grievance. The Examiner

completes the form within 20 working days of any incident.

Examiner name

Examiner number Date

SECTION A – TO BE COMPLETED BY THE EXAMINER WITH THE GRIEVANCE DETAILS OF GRIEVANCE

Date of the decision / action causing the grievance

Name(s) of the individual(s) causing the grievance

Position title(s) of the individual(s) causing the

grievance

Brief outline and reasons for grievance (continue on a separate sheet if necessary)

Examiner signature

SECTION B – TO BE COMPLETED BY THE PERSON HEARING THE GRIEVANCE (AND RETURNED WITHIN 4 WEEKS OF RECEIPT)

Name of person hearing the grievance

Position title of person hearing the grievance

Date of written response to the grievance

Brief outline of action taken

Signature of the person hearing the grievance

After completion, a copy of this form is retained by / given to the Examiner’s Centre Administrator for filing on the Examiner’s file and the database. The original form is returned to the Examiner within 4 weeks of receipt.

EXAMINER FEEDBACK FORM – APPENDIX 32a


IELTS Examiner Feedback Form

The Administrator gathers general feedback on IELTS examining at their centre from all Examiners a minimum of

once a year. One possible method to collect feedback is to give out feedback forms.

The following feedback form is a model which can be customised by centres to incorporate any further, centre-

specific feedback that the Administrator may require.

Examiner name (optional)

Examiner number (optional) Date

Please use this opportunity to give me feedback on any aspect of IELTS examining at this centre.

I will respond to your feedback either in writing or in an IELTS Examiners meeting.

IELTS Test Administration – use this section to comment on any aspect of the administration of the IELTS test that you would like to bring to my attention. .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... ..........................................................................................................................................................................................

IELTS Examiner standards – please use this section to comment on any aspect of Examiner monitoring,

standardisation and recertification.

.......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... .......................................................................................................................................................................................... ..........................................................................................................................................................................................

.......................................................................................................................................................................................... ..........................................................................................................................................................................................

EXAMINER FEEDBACK FORM – APPENDIX 32a


IELTS Examiner standards – please use this section to comment on any aspect of Examiner monitoring,

standardisation and recertification – CONTINUED

......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... .........................................................................................................................................................................................

IELTS Examiner management – please use this section to comment on any aspect of Examiner management, including the Code of Practice, disciplinary action, grievances, communication with the centre and working with other centres.

......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... .........................................................................................................................................................................................

Please use this section to give me feedback on anything that has not been covered in the sections above.

......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... ......................................................................................................................................................................................... .........................................................................................................................................................................................

Thank you for taking the time to complete this form

EXAMINER TRANSFER FORM – APPENDIX 32b


Examiner Transfer Form

(To be actioned by the new centre)

Examiner’s Number

Title

Family Name

First Name

DETAILS OF NEW IELTS TEST CENTRE

IELTS Centre name and number where Examiner is transferring to

Acceptance by

New IELTS Centre

Administrator:

(please sign)

DETAILS OF CURRENT IELTS TEST CENTRE

IELTS Centre name and number where Examiner is currently based (i.e. centre where Examiner is leaving)

Period of examining at centre where Examiner is currently based

Reason for leaving IELTS Centre where currently based

Date of transfer Examiner

Any other information?

The following Examiner documents have been sent to the new centre by the current centre (to be completed by the current centre) Application Form, including Appendix 7 & 12

Cambridge Examiner Certification Letter and Certification Sets completed

Monitoring history (Appendix 19)

Disciplinary records

List of certification sets completed to be obtained from Cambridge

The following documents have been signed by the Examiner at the new centre (to be completed by the new centre)


Code of Practice

Confidentiality Undertaking

IDP:IELTS Australia Pty Ltd British Council

Noted by: Noted by:

Date: Date:

A copy of this form must be sent to the relevant Partner (IDP:IELTS Australia Pty Ltd or British Council)

SHARED EXAMINER FORM – APPENDIX 32c


Shared Examiner Form

(To be actioned by shared centre)

Examiner’s Number

Title

Family Name

First Name

Examiner’s Home Address (include Phone / Email)

Shared centre to complete

(The shared centre is required to contribute to the costs of PSN support for this Examiner.)

Predicted frequency of examining required

Other comments (day of week, months/dates Examiner may be required at 2nd centre)

The following documents have been signed by the Examiner at the shared centre


Code of Practice

Confidentiality Undertaking

Test Briefing: Appendix 25d

Main centre to complete

Number of tests that the main centre asks the Examiner to commit to per year

Other comments (day of week, months/dates Examiner required at main centre )

The following Examiner documents have been sent to the shared centre

Application Form, including App 7 & 12

Cambridge Examiner Certification Letter

Monitoring history (Appendix 19)


Name and number of shared centre:

Request by shared IELTS Centre Administrator: (please print name and sign)

Name and number of main centre:

Acceptance by main IELTS Centre Administrator:

(please print name and sign)

ADMINISTRATOR CHECKLIST – WITHDRAWAL OF ITE and certification status – APPENDIX 32d


Administrator Checklist – Withdrawal of Examiner Invitation to

Examine (ITE) and certification status

Withdrawal of ITE and certification status due to Non-Standard Performance (PSN Section E2.6)

Action taken

1. Read Section E2.6 to ensure that the Administrator can withdraw the ITE and certification

status due to the performance of the Examiner in this instance.

2. Immediately contact your ESC to inform him/her of the issue.

3.

Send all the monitoring that has been completed for that Examiner to your ESC.

(IDP:IELTS Australia Pty Ltd centres upload to sftp/PSN).

4.

If the ESC confirms the withdraw the ITE and certification status, inform the Examiner using

appendix 24a, template 10.

5. Include in the email to the Examiner appendix 30 (Appeal against the Withdrawal of Invitation to Examine and certification status).

6. If an appeal is received, forward it to the PSN Manager immediately.

Withdrawal of ITE and certification status due to Disciplinary Action (PSN Sections E3.2/ 2.1.4)

Action taken

1. Read Section E3.2 and Appendix 26, as appropriate, to ensure the misconduct/negligence is

serious enough for the removal of the ITE and certification status.

2. Inform your Line Manager of your intention to withdraw the ITE and certification status and certification status.

3. Immediately contact your ESC to inform her/him of the issue. The ESC will consider all factors and check that due process was followed.

4. If the ESC confirms process has been followed, inform the Examiner of the withdrawal of the ITE and certification status using appendix 28, template 3.8 or appendix 29, template 4, as appropriate.

5. Include in the email to the Examiner appendix 30 (Appeal against the Withdrawal of Invitation to Examine and certification status).

6. If an appeal is received, forward it to the PSN Manager immediately.

CENTRE CLOSURE: COMMUNICATION TO EXAMINERS – APPENDIX 32e


Centre Closure: Communication to Examiners

This email must be sent to all the Examiners attached to the Test Centre including shared, inactive and Examiners on leave as soon as the Test Centre Administrator has details of the centre closure.

Dear Examiner

I am writing to you to inform you that IELTS Test Centre (name) has initiated the Test Centre closure process and it

will be closed officially on (date).

As a part of the closure process, I would like to ask that you advise me if you intend to transfer to another IELTS Test

Centre. If so, please ask the Administrator at that centre to email me immediately with a transfer request.

Please be advised that in order to remain active, you need to be transferred to another Test Centre and continue

examining. All the PSN policies and procedures relating to Examiners are applicable to you if you continue to

examine with another IELTS Test Centre.

If you do not wish to be transferred to another Test Centre within the IELTS network, your examining status will be

withdrawn and appropriate PSN processes will be followed.

As a part of the closure process, I will be forwarding your Examiner documents to PSN at IDP:IELTS Australia Pty Ltd

/ British Council within two weeks of the closure date.

I would like to thank you for your professional services provided to this centre and wish you good luck in your future

endeavours.

Please feel free to contact me for any further clarification.

Yours sincerely

(Test Centre Administrator)

CENTRE CLOSURE: EXAMINER DOCUMENT CHECKLIST – APPENDIX 32f


Centre Closure: Examiner Document Checklist

Please attach this checklist with the individual Examiner documents (.zip files) and send to the PSN Manager at IDP:IELTS Australia Pty Ltd / British Council.

If there have been any disciplinary cases with the Examiners, please mark ‘Yes’ and scan and send the appropriate documentation as per the PSN Manual by email.

Sr. No. Examiner Name Examiner Number

Examiner Email address

Is the Examiner Shared (if yes then provide centre no.)

Disciplinary Case (Yes/No)

1

Documents scanned and attached in the email:

Appendix 7

Appendix 12

Appendix 19


Cambridge Certification Letter

Certification Sets Completed

Test Centre Administrator’s Comments if any:

2


Appendix 7

Appendix 12

Appendix 19





3


Appendix 7

Appendix 12

Appendix 19





4


Appendix 7

Appendix 12

Appendix 19





Test Centre Administrator’s Name: .......................................................................................................................

Signature ..................................................................................................................................................................

Date: .........................................................................................................................................................................

SECTION ET1: EXAMINER TRAINER RECRUITMENT


Section ET1

Examiner Trainer Recruitment

Section Contents

ET1.1: Examiner Trainer Recruitment Policy – Advertising and Communication ........................................... 154

ET1.2: Examiner Trainer Minimum Professional Requirements ..................................................................... 156

ET1.3: Examiner Trainer Application Process ................................................................................................. 158

ET1.4: Examiner Trainer Recruitment Interview ............................................................................................. 159

Relevant Appendix

Appendix 33: Guide for Applicants to IELTS Examiner Trainer Recruitment .................................................. 160

Appendix 34: Examiner Trainer Model Advertisement .................................................................................... 161

Appendix 35: Examiner Trainer Application Form ........................................................................................... 162

Appendix 36: Examiner Trainer Minimum Professional Requirements ........................................................... 170

Appendix 37: Examiner Trainer Roles and Responsibilities ........................................................................... 171

Appendix 38: Email to Request Assessment of Professional Attributes and Interpersonal Skills................... 173

Appendix 39: Examiner Trainer Application Form Approval – Cover Sheet ................................................... 174

Appendix 40: Model Texts for Unsuccessful Examiner Trainer Applicants (Application, Interview) ............... 175

Appendix 41: Model Texts for Successful Examiner Trainer Applicants (Application, Interview) ................... 176

Appendix 42: Guidelines for Examiner Trainer Interviews .............................................................................. 178



ET1.1: Examiner Trainer Recruitment Policy –

Advertising and Communication

1. Introduction

Examiner Support Coordinators (ESCs) are responsible for recruiting new IELTS Examiner Trainers and the recruitment

process is overseen by the PSN Manager at IDP:IELTS Australia Pty Ltd and British Council. Examiner Trainer

recruitment must be done in consultation with IELTS Administrators and IELTS Regional Management Teams. The role

of Administrators is to advertise the Examiner Trainer position to all Examiners and organise the interviews in their

centre. The role of the Regional Management Team is to provide business development information to the ESC and

PSN Manager.

If the Examiner Trainer is being recruited for one centre, that centre covers all costs associated with recruitment of the

Examiner Trainer. If the Examiner Trainer is being recruited for more than one centre, the costs of recruitment are

apportioned to each centre according to the number of Examiners at the centres.

2. Recruitment policy

2.1. All recruitment and selection processes are as transparent and comprehensive as possible and open to all

IELTS Examiners who meet the Minimum Professional Requirements (MPRs) for IELTS Examiner Trainers and

pass certification at Examiner Trainer level (appendix 36).

2.2. All applications are assessed against clearly defined and consistently applied MPRs.

2.3. Examiners who are within a first or final warning period as a result of disciplinary action (section E3.2) are

excluded from applying to become an Examiner Trainer.

2.4. Final approval of applications is given by the Examiner Support Coordinator for the region.

2.5. All Examiner Trainers must remain active Examiners and examine a minimum number of 20 Speaking

candidates every 3 months.

2.6. If the Examiner Trainer is required to cover more than one centre, city or country, the applicant must be

available to work in and travel to the designated area to be covered within required timeframes.

2.7. The Administrator must use at least one of the acceptable recruiting methods listed below. It is not acceptable

to only use word-of-mouth or personal recommendation when recruiting new Examiner Trainers.

It is the responsibility of the Examiner Support Coordinator to ensure that the IELTS Examiner Trainer recruitment

policy is followed.

3. Acceptable recruiting methods

When recruiting new Examiner Trainers, the Administrator chooses one or more of the following acceptable recruiting

methods. The Administrator’s decision is based on the method they consider to be most effective in the environment

in which they operate.

An email or memo to all current Examiners. Information in a newsletter or on an internal web site accessible to all current Examiners. An announcement in a meeting that all current Examiners will attend.

A template for text to use when advertising for new IELTS Examiner Trainers can be found in appendix 34.

All advertisements must use IELTS brand builder.

Continued on next page



4. Recruitment information pack for applicants

All applicants have access to a recruitment pack, which contains:

Guide to IELTS Examiner Trainer Recruitment (appendix 33)

IELTS Examiner Trainer Application Form (appendix 35)

IELTS Examiner Trainer Minimum Professional Requirements (appendix 36)

Roles and Responsibilities of Examiner Trainer (appendix 37)

Any other centre-specific information not covered by the above documents. This information is collated by the Administrator.

5. Communicating with applicants

Communicating with unsuccessful applicants

The Examiner Support Coordinator informs unsuccessful applicants in writing no more than 2 weeks after a decision

has been made at each stage. Communication is clear and informative and follows a standard format (appendix 40

and 41). The Centre Administrator and the PSN Manager receive a copy of all communication.

Applications can be rejected after the following stages:

Submission of application form (section ET1.3 and appendix 40)

Certification (section ET1.3 and appendix 45)

Interview (section ET1.4 and appendix 40)

Training (section ET2.1 and appendix 45).

Communicating with successful applicants

The Examiner Support Coordinator informs applicants who successfully pass the application, interview, certification

and training stages in writing no more than 2 weeks after a decision has been made. Communication is clear and

informative and follows a standard format (appendix 41 and 44). The Centre Administrator and the PSN Manager

receive a copy of all communication.

6. Summary

In order for an application to be successful, applicants must pass all of the following stages:

Approval of application form (appendix 41)

Certification (appendix 44)


Training (appendix 44).



ET1.2: Examiner Trainer Minimum Professional Requirements

All applicants fill in an Examiner Trainer application form, which is assessed against IELTS Examiner Trainer

Minimum Professional Requirements (MPRs). The MPRs contain a list of requirements which must be met in order to

continue with the application process to become an IELTS Examiner Trainer.

The IELTS Examiner Trainer MPRs can be found in appendix 36 and form part of the recruitment pack (section

ET1.1). The MPRs cover three main areas:

Qualifications

Professional work experience


1. Qualifications

1. An undergraduate degree or Master’s degree or qualification(s) that can be demonstrated to be equivalent to

an undergraduate degree or Master’s degree.

AND

2. A TEFL/TESOL qualification from a recognised institution (at minimum Certificate level).

Or

EFL / ESOL related studies completed as part of an undergraduate / post graduate award course from a


Or


language at point 1 above).

If requested, applicants are required to provide additional information regarding their qualifications (e.g. transcript,

course curriculum etc.) in order to support the assessment of studies completed. Any expenses related to verifying

qualifications are to be paid by the applicant.

See appendix 36 and section E1.2 for more information on screening Examiner Trainer qualifications.

2. Professional work experience

Examining 4 years’ IELTS examining in the Speaking modules OR 2 years’ IELTS examining with a minimum of 600

candidates examined in Speaking.

The applicant must be an active Speaking Examiner at the time of application.

Strong certification history.

Strong monitoring history.

Teaching

5 years’ full time teaching experience (or the equivalent part time). The majority of this teaching

experience must be to adult students (16 years and above).

Experience in conducing training workshops and seminars with teachers or other professional colleagues.

Performance Management

Experience of operating a performance management system which includes the ability to assess

performance against set criteria.

Experience of recruitment and selection procedures.

Continues on next page




An Examiner Trainer applicant is expected to demonstrate that they have the required professional attributes and

interpersonal skills. Applicants will be rejected if they do not demonstrate that they have the necessary professional

attributes and interpersonal skills.

An Examiner Trainer:

Demonstrates competent IT skills including knowledge and use of Microsoft Office (PowerPoint, Excel and Word).

Demonstrates strong communication skills including the ability to provide effective written and verbal feedback.

Completes tasks accurately and in sufficient detail and to the required deadline.

Observes the need for confidentiality and security.

Responds positively to guidance and feedback.

Is able to work within a defined structure and is able to work independently.

Is culturally aware.

4. Assessing professional attributes and interpersonal skills

The assessment of professional attributes and interpersonal skills of Examiner Trainer applicants occurs at three

stages in the recruitment process:

I. Application (section ET1.3) – based on the applicant’s responses on the application form and a written

reference (see appendix 38).

II. Interview (section ET1.4) – the assessment of professional attributes and interpersonal skills forms part of the

interview (see appendix 42 for Examiner Trainer interview guidelines).

III. Training (section ET2.1, points 4 and 5) – the training for Examiner Trainers will include a section which

focuses specifically on the importance of professional attributes and interpersonal skills.

5. Screening multiple applicants

If there are a number of applicants who meet the MPRs, the following experience may be used in addition to the

Minimum Professional Requirements to prioritise applications:

Exceptional Examiner certification history

Exceptional Examiner monitoring history

TEFL / TESOL qualification at a level superior to Certificate level

More than 5 years’ TEFL / TESOL teaching experience

Examining experience for other exams

Extensive staff performance management experience

Extensive training experience.



ET1.3: Examiner Trainer Application Process

1. The application form

All applicants are required to complete an application form (appendix 35). The application form is part of the

recruitment pack (section ET1.1). Applicants are required to present a number of supporting documents with

their application form, for example, certificates, diplomas, transcripts.

2. Approval of application forms

The Examiner Support Coordinator makes the final decision to approve or reject application forms.

The procedure for approving or rejecting application forms is as follows:

2.1. The applicant sends the application directly to the Examiner Support Coordinator.

2.2. The ESC checks all application forms to ensure that they are complete.

2.3. The ESC assesses the application form against the Examiner Trainer MPRs.

2.4. The ESC recommends ACCEPT, REJECT, and CONSULT. This is recorded on a cover sheet attached to the application form (appendix 39).

2.5. The ESC consults with the PSN Manager at IDP:IELTS Australia Pty Ltd or British Council about any applications in the CONSULT category.

2.6. The ESC makes a final decision to ACCEPT or REJECT, which is recorded on the cover sheet. The PSN Manager reviews all decisions made by the Examiner Support Coordinator, including rejections.

2.7. The Administrator(s) of the Test Centre(s) which will have an agreement with the Examiner Trainer is/are informed of short-listed and unsuccessful applicants.

2.8. The ESC informs unsuccessful applicants by letter or email using a standard format (appendix 40).

2.9. The ESC invites short-listed applicants to certificate using a standard format (appendix 41).

3. Certification at Examiner Trainer level

Certification in-centre is mandatory – it is supervised and held under controlled conditions. The removal of

certification material from the centre constitutes gross misconduct.

3.1. All applicants short-listed at the application stage are required to pass certification at Examiner Trainer level in

the Speaking Module.

3.2. This certification forms part of the application process and ongoing professional development for Examiner

Trainers. Examiner Trainers are required to re-certificate at Examiner Trainer level every 2 years (section

ET2.2, point 3).

3.3. The certification materials used are the same as those used by Examiners but the pass threshold is higher than

those for Examiners.

3.4. The certification material is assessed by IDP:IELTS Australia Pty Ltd and British Council, who advise the Centre

Administrator and the Examiner Support Coordinator of the results.

Successful certification

Applicants who pass the certification stage are informed in writing by the Administrator using a standard format

(appendix 44, template 1) and are invited to attend an interview. The ESC is copied into this email.

Unsuccessful certification

If the applicant fails certification at the first attempt, the Administrator uses appendix 45, template 1 to advise the

applicant that a second attempt with the same set of materials must take place within 2 weeks. The ESC is copied into

this email.

If the applicant then fails certification after the second attempt with the first set of materials, the Administrator uses

appendix 45, template 2 to advise the applicant to review the self-access standardisation materials and then attempt

certification with a second set. The ESC is copied into this email.

If the applicant then fails certification after the first attempt with the second set of materials, the Administrator uses

appendix 45, template 3 to advise the applicant that a second attempt with the same set of materials must take

place within 2 weeks. The ESC is copied into this email.

If the applicant’s second attempt at certification with the second set of materials is unsuccessful, the Administrator uses

appendix 45, template 4 to inform the applicant that his / her application can no longer proceed. The ESC is copied into

this email.



ET1.4: Examiner Trainer Recruitment Interview

Interview

All short-listed applicants who have successfully certificated at Examiner Trainer level are interviewed. Interviews can

take place face-to-face or by phone. If the interview takes place face-to-face, the applicant covers all associated

individual costs (e.g. travel).

Interview procedures

Preparation

There are always two people on the interview panel for all interviews (including telephone interviews),

consisting of the Examiner Support Coordinator and one other, e.g. Administrator, PSN Manager or Regional

Management Team.

The interview must take place in a suitable, quiet location where the interview panel and the applicant

will not be disturbed.

In advance of the interviews, the Examiner Support Coordinator provides the interview panel with copies of

the completed IELTS Examiner Trainer application forms and accompanying documentation, and an

interview timetable (if necessary).

In advance of the interview, the panel discusses their respective roles and devises questions.

Interviews

Each interview lasts 30–45 minutes including questions from the applicant, and deciding to shortlist or reject

after the applicant has left the interview room.

The interview follows a set pattern outlined in the interview guidelines (appendix 42). These guidelines

are based on the MPRs and the applicant’s answers to Attachment A.

The interview panel selects the applicants for training.

The Examiner Support Coordinator informs applicants of the results of the interview by email using appendix 40

and 41. Selected applicants proceed to training.

The Administrator(s) and/or Test Centre Manager(s) agree(s) the terms and conditions of the Examiner

Trainer role with the applicant before participating in training.

GUIDE FOR APPLICANTS TO EXAMINER TRAINER RECRUITMENT – APPENDIX 33


Guide for Applicants to IELTS Examiner Trainer Recruitment

This guide is intended for individuals who have responded to an advertisement for IELTS Examiner Trainer recruitment.

There are a number of stages in the process of becoming an IELTS Examiner Trainer. The aim of this guide is to make

them clear to applicants. If you require any further information, please contact the Examiner Support Coordinator (ESC).

Please note that in order to apply to become an Examiner Trainer you must be an ‘active’ IELTS Examiner for

the Speaking module. Examiners who have warnings as a result of disciplinary action are excluded from

applying for the Examiner Trainer role.

1. Recruitment information pack

All applicants receive an information pack which contains the following documents:

The IELTS Examiner Trainer application form.

The IELTS Examiner Trainer Minimum Professional Requirements. This document contains information

on what minimum level of qualification and experience is required to become an IELTS Examiner

Trainer. Only those applicants who meet the Minimum Professional Requirements will be considered.

The IELTS Examiner Trainer Roles and Responsibilities.

Other region or centre-specific information.

2. Application form

All applicants fill in the application form electronically. It is important that you check that the application form is fully

complete before you submit it. You will need to submit supporting documents with your application form. Details of the

required documents can be found on the application form.

3. Approval or rejection of application form

The Examiner Support Coordinator makes decisions on the approval or rejection of application forms. Application

forms are assessed against the Minimum Professional Requirements. Those who do not meet the Minimum

Professional Requirements are not progressed.

4. Examiner Trainer certification

The certification materials used for Examiner Trainer certification are the same as those used by Examiners but the

standards are higher than those for Examiners. The certification attempts are assessed by British Council or

IDP:IELTS Australia Pty Ltd.

5. Interview

Applicants whose application forms are approved and who successfully certificate at Examiner Trainer level are

invited to attend an interview. The interview panel decides which applicants to short list for training on the basis of the

interview. Successful applicants agree the terms and conditions for the Examiner Trainer role with their Administrator

and/or test Centre Manager(s) before proceeding to training.

6. Training

In order to become an IELTS Examiner Trainer you must attend and successfully complete training. Examiner Trainer

training is led by the Examiner Support Coordinator and will cover all of the duties of the Examiner Trainer including

the professional aspects of the role and the administrative management elements. The Examiner Support Coordinator

screens out applicants at any point during the training if the applicant is not meeting the required standard for an

IELTS Examiner Trainer.

7. Communication

The Examiner Support Coordinator will inform successful and unsuccessful applicants in writing at each stage of the

recruitment process. Applicants will receive written notification no more than 2 weeks after a decision has been made.

8. Summary

In order to become an IELTS Examiner Trainer, an applicant must successfully complete the following stages of the IELTS Examiner Trainer recruitment process: Application form approval; Certification; Interview; and Training.

If you wish to continue with your application, please complete the application form and return it to the Examiner Support Coordinator, with all the required supporting documents.

EXAMINER TRAINER MODEL ADVERTISEMENT – APPENDIX 34


Examiner Trainer Model Advertisement

Centres should use the IELTS Brand Builder Toolkit to create advertisements to recruit Examiner Trainers.

IELTS logo

IELTS Examiner Trainers

IELTS centre (name)

We are looking for suitably qualified and experienced

IELTS Examiners to apply to become Examiner Trainers.

You will need:

An undergraduate or Master’s degree or a qualification which can be demonstrated to be equivalent to an undergraduate or Master’s degree.

A recognised qualification in Teaching English to

Speakers of Other Languages (TESOL) or a

recognised equivalent studied as part of a

recognised university award course.

At least 5 years’ full time (or the equivalent part time) relevant TESOL teaching experience. The majority of this teaching experience must relate to adult students (16 years and over).

Active IELTS Examiner status for the Speaking

module.

At least 4 years’ IELTS examining experience OR

2 years’ IELTS examining experience PLUS a

minimum of 600 candidates examined in the

Speaking test.

A strong certification and monitoring history.

Experience in conducting training workshops and

seminars with teachers or other professional

colleagues.

Experience of operating a performance

management system which includes the ability to

assess performance against set criteria.

Experience of recruitment and selection.

The required professional attributes and

interpersonal skills.

For more information on the Minimum Professional

Requirements and an application form, please contact:

Contact details Closing date for applications: (date)

Logos, equal opportunity statement, child protection statement etc.

EXAMINER TRAINER APPLICATION FORM – APPENDIX 35


Examiner Trainer Application Form

This application form must be completed electronically, printed, signed and then scanned to the Administrator (or an electronic signature is acceptable). All relevant supporting documents, as listed, are to be submitted with the application. Please scan and submit all documents electronically. The application form must be fully complete for it to be

considered.

1. Personal details

Surname First Name(s) Title (e.g. Mr, Ms)

Contact address

Email address Telephone number (include international codes)

Home:

Work:

Home:

Work:

Mobile:

Date of Application:

2. Qualifications

Degree / Diploma / Certificate Institution (name & location) Dates of study

(From – To)

Examiner Trainer Application Form – page 1 of 8




You must have a minimum of 5 years’ full-time teaching experience to adult students (16 years and over), or equivalent part-time.

Name and address of employer (include telephone number and email address)

Average teaching hours per week to adults (aged 16 or over)

First language of the majority of students

Focus of teaching (General English, Exam preparation, Business, EAP)

Dates of employment (From – To)

Other work experience

Name of Employer Duties Dates

(From – To)




4. IELTS examining experience

IELTS Examiner number Number of years as an IELTS Examiner

If less than 4 years, how many candidates have you examined?

Speaking

Where have you examined? Write the centre name(s) and number(s) below Dates (From – To)

How many times have you certificated? Have you ever had to use more than one certification set to certificate successfully?

YES/NO

If YES, how many times have you had to use more than one certification set?

How many times have you been monitored?

What was your last PSN monitoring result in the Speaking module?

Have you ever applied to be an IELTS Examiner Trainer? If yes, please provide details i.e. when application

submitted, reason it was not progressed

Have you ever been an IELTS Examiner Trainer? If yes, please provide details i.e. dates, centre location,

reason for not continuing the role




5. Training experience

Please list here experience of the following (peer) training that you have delivered:

Training workshops Seminars Teacher training

Name of institution Type and description of the of training you

have delivered Duration and frequency

of training event (how

long and how often)

6. Experience of operating a staff performance management system

Name of institution

Dates (From –To)

Your role and responsibilities in the performance management system.

Name of institution

Dates (From –To)

Your role and responsibilities in the performance management system.




7. Experience of staff recruitment and staff selection

1. Name of

institution Date of recruitment

/ selection

Your role and responsibilities in the recruitment and selection procedures.

2. Name of

institution Date of recruitment /

selection

Your role and responsibilities in the recruitment and selection procedures.


a) Please respond to the questions in Attachment A of this application form.

c) Please provide the details of your referee d)

Name and address of referee How long did you

work together?

What was your referee’s

job title at the time?

Telephone no. of referee

Email address of referee




9. Supporting documents

Please ensure that you have included the following with your application. Please ensure that all separate

sheets have your name on them:

Supporting documents

Write ‘Yes’

to confirm

Completed each question of the application, providing all requested information Photocopies of any certificates or diplomas listed in section 2 (please note that you may be required to present the original certificates during this recruitment exercise)

Copies of all PSN monitoring feedback forms (Speaking) you have received– (section 4)

Attachment A and any separate sheets (with your name on them)

Provided a signature for each part of the declaration




10. Declaration


I declare that the information I have provided in this application form is full and accurate, to the best of my knowledge and belief, correct and complete. I understand that my application may be assessed by the Examiner Support Coordinator and/or Head Office staff of IDP:IELTS Australia Pty Ltd / British Council staff.

Warning: if you include any details that you know to be false or if you withhold relevant information, you may render yourself liable to disqualification from the recruitment exercise or, if Examiner Trainer status is confirmed, to the withdrawal of Examiner Trainer status. In addition, IDP:IELTS Australia Pty Ltd / British Council (whichever is appropriate) may seek to recover from you all costs incurred by us in the recruitment, certification and training process and any other costs relating to your work as an Examiner Trainer.

Name of applicant

Signature


I am aware that if I become an IELTS Examiner Trainer, all IELTS-specific information will be permanently held on a database which may be accessed by Test Partner, PSN Managers and Examiner Support Coordinators (ESCs) at any time. Name of applicant

Signature


I agree to pay the cost of verification of any documents requested as part of the IELTS Examiner Trainer

recruitment process.

Name of

applicant

Signature

Recording of interview – Please sign below:

I agree to allow IELTS to record my ET recruitment interview for quality assurance purposes.

Name of applicant

Signature

Signature and date of application

Applicant name

Applicant signature

Date of application

If submitting this form by email, please ensure to scan and email this page with your signature on.




Attachment A – Professional Attributes and Interpersonal Skills

In this section, you are required to present evidence that you have the required professional attributes and

interpersonal skills to become an IELTS Examiner Trainer (see number 9 on the application form). Please respond to

all situations, giving details of a situation you were in, the action you took and the outcome for each of the questions

below. Write no more than 100 words for each situation.

If you answer on a separate sheet to be submitted with your application, please ensure that your name is provided on

each page

1. Describe a situation in your professional life where you used your computer skills to complete a complex

task in a limited period of time? (What computer skills and/or strategies helped you complete this task?)

2. Describe a situation in your professional life where you have had to give written and/or verbal feedback.

How do you ensure that you communicate effectively in that situation?

3. Describe one task as an IELTS Examiner that you have to complete accurately and in detail. How do you

ensure that you complete the task to the required standard?

4. Describe some of the measures you have taken as an IELTS Examiner to maintain confidentiality and

follow procedures to ensure security. Why are these measures important for IELTS?

5. Describe an occasion in your experience as an IELTS Examiner when you received and built on guidance

and advice from others.


EXAMINER TRAINER MPRs – APPENDIX 36


Examiner Trainer Minimum Professional Requirements

Examiner Trainers are required to meet the Minimum Professional Requirement (MPRs) in three areas as

outlined below.

1. QUALIFICATIONS

1. An undergraduate or Master’s degree or qualification(s) that can be demonstrated to be equivalent to an

undergraduate or Master’s degree (3 years’ full time academic study, or a minimum of one year’s full-time

study in the case of a Master’s degree).

AND

2. A TEFL/TESOL qualification from a recognised institution (at minimum Certificate level).

Or

EFL / ESOL related studies completed as part of an undergraduate / post graduate award course from a


Or


language at point 1 above).

If requested, applicants are required to provide additional information regarding their qualifications (e.g. transcript, course curriculum etc.) in order to support the assessment of studies completed. Any expenses related to verifying qualifications are to be paid by the applicant.

2. EXPERIENCE

5 years’ full time teaching experience (or the equivalent part time). The majority of this teaching

experience must be to adult students (16 years and above).

4 years’ IELTS examining in the Speaking module OR 2 years’ IELTS examining (and a minimum of 600 candidates examined in Speaking.

The applicant is an active IELTS Speaking Examiner at the time of application.

Strong certification history

Strong monitoring history

Experience in conducting training workshops and seminars with teachers or other professional

colleagues.

Experience of operating a staff performance management system.

Experience of staff recruitment and staff selection procedures.

3. PROFESSIONAL ATTRIBUTES AND INTERPERSONAL SKILLS

An Examiner Trainer applicant:


Completes tasks accurately, efficiently, in sufficient detail and to the required deadline.




Demonstrates competent computer skills including knowledge and use of Microsoft Office.


EXAMINER TRAINER ROLES AND RESPONSIBILITIES – APPENDIX 37


Examiner Trainer Roles and Responsibilities

Purpose of the Role:

To work with the Administrator and Examiner Support Coordinator (ESC) to ensure the centre has an adequate pool of appropriately qualified, highly competent and standardised Examiners through the recruitment, training and monitoring process while maintaining strict confidentiality of the IELTS test and related materials.

Professional Support Network (PSN) Framework:

The Professional Support Network (PSN) is an integrated system of recruitment, training, standardisation and monitoring for IELTS Examiners.

The PSN system supports these Examiners by putting a network of professionals in place: Centre Administrators, Examiner Trainers (ETs) and Examiner Support Coordinators (ESCs).

An Examiner Trainer (ET) will be assigned to each centre to participate in the recruitment, training, standardisation and monitoring of Examiners.

Reporting Relationships:

Examiner Trainers are managed by the ESC appointed in the region.

Examiner Trainers support and assist Centre Administrators with Examiner recruitment.

Examiner Trainers receive administrative support from Centre Administrators in the delivery of training and standardisation sessions, and in the monitoring process.

Remuneration Structure:

The Examiner Trainer roles are funded by the Test Centre(s) to which they provide the service.

Roles and Responsibilities:

1. Examiner recruitment

1.1 Final approval of applications

1.2 Identifying the need for an IELTS test

1.3 Acting as a member of the interview panel

2. Examiner training

2.1 Delivering training

2.2 Witnessing the Confidentiality Undertaking

2.3 Approving trainees for certification

2.4 Screening out inappropriate trainees

2.5 Completing a post-training report for the ESC

3. Examiner standardisation and recertification

3.1 Delivering standardisation workshops

3.2 Completing a post-standardisation report for the ESC

EXAMINER TRAINER ROLES AND RESPONSIBILITIES – APPENDIX 37


4. Examiner Monitoring for new and inactive Examiners

4.1 Monitoring the sample of interviews

4.2 Completing monitoring feedback forms

4.3 Sending completed ratings within 3 days, and completed monitoring forms to the Administrator within 7 days of the test date

4.4 Delivering a follow-up training session for new Examiners within the first six months

5. Examiner Monitoring for current Examiners

5.1 Monitoring the sample of interviews

5.2 Completing the monitoring feedback forms

5.3 Sending the completed forms to the Administrator within 2 weeks

5.4 Delivering additional standardisation as a result of monitoring (if required)

5.5 Completing follow-up monitoring (if required)

6. Examiner Trainer administration

6.1 Informing all Administrators which Centres they are working for

6.2 Ensuring they are never double-booked for any Examiner Training service

6.3 Ensuring they are available to conduct the role as required, including informing the Administrator of

intended leave etc.

Performance Management:

An Examiner Trainer’s performance will be monitored by the following:

Certification pass rate of workshop participants

Feedback from participants after training and standardisation sessions

Approval of Examiner application forms

Monitoring of Examiner cohort

Administrator feedback.

Challenges:

1. Maintain a strong professional focus.

2. Operate independently while collaborating with colleagues located in different countries and time zones.

3. Maintain the highest level of quality assurance when conducting Examiner monitoring.

4. Prioritise tasks with conflicting deadlines.

REQUEST ASSESSMENT OF PROFESSIONAL ATTRIBUTES – APPENDIX 38


Email to Request Assessment of Professional Attributes and

Interpersonal Skills

Dear (name of referee)

Re: (name of applicant) – application to become an IELTS Examiner Trainer

(Name of applicant) has applied to become an IELTS Examiner Trainer and has given your name as a referee. I would be most grateful for your assessment of (name of applicant)’s suitability for this role.

In order to become an IELTS Examiner Trainer, applicants have to demonstrate they have the required professional

attributes and interpersonal skills. Please comment on (name of applicant) in terms of each of the professional

attributes and interpersonal skills listed below, providing evidence and brief examples.


Completes tasks accurately, efficiently, in sufficient detail and to the required deadline.


Responds positively to guidance and advice.


Demonstrates competent computer skills including knowledge and use of Microsoft Office.


Acts professionally and is respectful of colleagues at all times. Is consistently punctual.

Any further information you would like to give would be welcome.

Please note that individuals have the right to view the personal information we hold on them. If we receive

such a request, we will be obliged to disclose to the applicant the reference information provided by you.

Please send the assessment by (date) by return email.

Thank you for taking the time to complete this reference.

Yours sincerely

IELTS Examiner Support Coordinator

EXAMINER TRAINER APPLICATION FORM APPROVAL COVER SHEET – APPENDIX 39


Examiner Trainer Application Form Approval – Cover Sheet

To be completed by Examiner Support Coordinator

Name of Applicant

Date of Application Centre Number

Received Appendix 38 (Assessment of Professional Attributes and Interpersonal Skills)

Yes / No

QUALIFICATIONS & EXPERIENCE Award 1 point to each of the following qualifications, experience and professional attributes/interpersonal skills.

Undergraduate or Master’s degree or equivalent Recognised TEFL / TESOL qualification (at minimum Certificate level) OR

EFL / ESOL related studies completed as part of an undergraduate / post graduate award course from a recognised institution (minimum Certificate level equivalent) OR

Degree in Education (if supported by an undergraduate degree which includes studies focused on

English language)

5 years’ full-time (or part-time equivalent) relevant EFL / ESOL teaching experience

Experience in conducting training workshops and seminar with teachers and/or other professionals

Experience of operating a staff performance management system

Experience of staff recruitment and staff selection procedures

Evidence of professional attributes and interpersonal skills

An active IELTS Speaking Examiner Either 4 years’ IELTS examining experience or 2 years PLUS a minimum of 600 candidates examined in

Speaking

Strong certification history

Strong monitoring history TOTAL POINTS: Any applicant who scores fewer than 11 points does not meet the Minimum

Professional Requirements (MPRs) and is therefore rejected.

The following list can be used to prioritise applications which fully meet the MPRs, as outlined above

Exceptional Examiner certification history Exceptional Examiner monitoring history TEFL / TESOL qualification at a level superior to Certificate level More than 5 years’ TEFL / TESOL teaching experience Examining experience for other exams Extensive staff performance management experience Extensive training experience

ESC

recommendation APPROVE

(Applicant meets MPRs) CONSULT

(Guidance needed

from PSN Manager)

REJECT

(Applicant does not meet MPRs)

If CONSULT, please give reasons why more guidance is needed and indicate who was consulted

ESC final decision APPROVE REJECT

ESC name and signature Date form

completed

TEXTS FOR UNSUCESSFUL EXAMINER TRAINER APPLICANTS – APPENDIX 40


Model Texts for Unsuccessful Examiner Trainer Applicants




Thank you for your application to become an IELTS Examiner Trainer.

I am writing to inform you that, after careful consideration, I am unable to take your application any further.

Additional text:

The reason for this is that you do not meet the Minimum Professional Requirements for an IELTS Examiner Trainer.

OR

If you would like more detailed information on the reasons for this decision, please feel free to contact me.

Thank you for the interest you have shown in the IELTS Examiner Trainer role and the effort you have taken in

applying.

Yours sincerely

(Examiner Support Coordinator) Copy to Centre Administrator and PSN Manager



IELTS Examiner Trainer recruitment

Thank you for attending the interview to become an IELTS Examiner Trainer.

I am writing to inform you that, after careful consideration, I am unable to take your application any further. If you

would like more detailed information on the reasons for this decision, please feel free to contact me

Thank you for the interest you have shown in becoming an IELTS Examiner Trainer and the effort you have taken in

applying.

Yours sincerely


TEXTS FOR SUCESSFUL EXAMINER TRAINER APPLICANTS – APPENDIX 41


Model Texts for Successful Examiner Trainer Applicants




I am writing to confirm that your application to become an IELTS Examiner Trainer has been approved. The next stage

in the application process is an interview.

For face-to-face interviews

The interview will take place at (place) on (date) at (time) – please ensure that you arrive 15 minutes before

the scheduled start time of the interview. The interview will take approximately 45 minutes. Please note that

we do not cover any costs you may incur as a result of coming to the interview, such as travel costs.

The interview panel will consist of myself (Examiner Support Coordinator) and (list other interview panel

members). There will be an opportunity at the interview for you to ask any questions you may have. You will

be informed of the result of the interview in writing.

Please confirm by return email that you will be able to attend.

For telephone interviews

The interview will be conducted by telephone on (date) at (time). (Panel member name) will call on the

telephone number (xxxxxxxxxxxx) as provided by you. The interview will take approximately 45 minutes –

during this time you should be in a quiet environment which will be free from interruption.

There will be an opportunity at the interview for you to ask any questions you may have. You will be informed

of the result of the interview in writing.

Please confirm by return email that you will be able to have the interview on the date specified and that your

contact details are correct.

For all types of interviews

Attached to this letter/email is a copy of the Examiner Trainer Roles and Responsibilities Statement for your review

prior to the interview. For more information on interviews, please consult your Guide for Applicants to IELTS Examiner

Trainer recruitment.

Yours sincerely

(Examiner Support Coordinator)

Copy to Centre Administrator and PSN Manager

TEXTS FOR SUCESSFUL EXAMINER TRAINER APPLICANTS – APPENDIX 41




I am writing to advise you that you have progressed to the next stage of the IELTS Examiner Trainer application

process, which is training.

Details of the training workshop are as follows: (Place / date / time)

You must liaise with your centre Administrator to confirm funding and request assistance with travel and

accommodation bookings, as relevant. Please confirm as soon as possible that you will attend. If you are not able to

attend, your application to become an IELTS Examiner Trainer cannot continue.

For more information on training, please consult your Guide for Applicants to IELTS Examiner Trainer recruitment.

Please note that you are required to complete pre-training readings and activities, and I will contact you again with the

documentation. I will also provide you with a list of the materials that you must bring to the training workshop.

Yours sincerely



GUIDELINES FOR EXAMINER TRAINER INTERVIEWS – APPENDIX 42


Guidelines for Examiner Trainer Interviews

1. Preparation for interviews

The Examiner Support Coordinator should:

1.1. Draw up an interview schedule (see point 3 for an example), if a number of applicants are being interviewed.

1.2. Ensure that the other member of the interview panel is fully informed of the date, time and venue of the

interview; has a copy of the interview schedule (if applicable); and has copies of the application forms (including

references) to review in advance.

1.3. Ensure that the other member of the interview panel has a copy of these guidelines.

1.4. Meet with the other member of the interview panel in advance to devise questions, clarify any problems and

decide who will cover which area in the interview.

1.5. Ensure that a private room is booked, that it is comfortable (heating, lighting), quiet and seating is suitably

arranged or if interviewing by phone, that all necessary equipment is ready and in working order and the room is

private and quiet.

1.6. Inform all staff that interviews are being held and that the members of the interview panel should not be

disturbed.

2. During the interview

2.1. Guidelines for effective interviews

Start on time.

Open the interview by welcoming the applicant.

Try to establish good rapport with the applicant.

Introduce yourself and the other member of the interview panel and clarify your roles.

Explain that you will be seeking information and evidence that the applicant meets the Minimum Professional Requirements for an IELTS Examiner Trainer.

Remind each applicant to ask for clarification if necessary and point out that there will be an opportunity for questions towards the end of the interview.

Indicate the length of the interview.

Use a logical sequence of questions (see below) and provide links between sections of the interview.

Allow the applicant to do the majority of the talking.

Listen actively and refrain from trying to fill silences.

Check gaps, omissions and contradictions.

Ask the applicant, before ending the interview, whether they want to expand upon anything or supply further information.

Ensure the applicant understands the timing of the decision-making process.

Guidelines for Examiner Trainer Interviews – Page 1 of 3



2.2. Guidance on interview questions

Open questions (starting with what…where…how…why…tell me about) elicit the fullest responses. Hypothetical

questions (what would you do if…) encourage hypothetical answers; they do not provide evidence of past

behaviour. However, they are useful if you want to explore an applicant’s thinking or approach to a situation.

2.3. Interview structure

It is recommended that you follow this structure for all interviews to ensure consistency and fairness for all

applicants.

Introduction

5 mins

Greet the applicant.

Introduce the other member of the interview panel – name, position and their role in the interview.

Briefly describe the structure of the interview and who will be covering what areas.

Tell the applicant how long the interview will last (approximately 45 minutes).

Remind the applicant that they should clarify any questions they are not sure about and that there will be an opportunity for them to ask questions at the end.

Explain that you will be taking notes.

Introductory questions

10 mins

Why do you want to be an IELTS Examiner Trainer?

What do you know about the PSN systems and how they relate to the role of an IELTS Examiner Trainer?

What do you know about the structure of the IELTS organisation?

What are the different roles and responsibilities of IELTS staff in your country?

What do you know about the role of the different Test Partners?

What skills and qualities do you consider essential to being a good Examiner?

What have you learned from your time as an IELTS Examiner that will help to make you an effective Examiner Trainer?

Professional attributes and interpersonal skills

15 – 20 mins

In advance of the interview, look through the applicant’s response to the questions on Professional Attributes and Interpersonal Skills on the application form. Also review the applicant’s performance evaluation or reference. On the basis of the information given, devise some follow-up questions to probe their answers or clarify an aspect of the performance evaluation or reference. Keep the questions open and use the information you already have, rather than asking very general questions. Some alternative questions for this area might be:

Why do you think that confidentiality and security are so important to IELTS?

When being in a supportive role to Examiners, it’s not always easy to advise people about their performance. What challenges do you think this situation may have?

Can you tell us about someone that you have worked with who you would say is a really good communicator? What makes them so effective?

What is the most useful piece of feedback you have received in your professional life – how did it change the way you worked?

Part of the Examiner Trainer role is to provide written feedback to Examiners. What would you do if an Examiner was not responsive to your feedback? What strategies could you adopt to assist the Examiner? How do you think training an Examiner varies to training a peer or ESOL teaching in general?

What do you think would be considered an appropriate dress code for a teacher here in (country)?

Conclusion

5 mins

How would you balance the role of being an Examiner Trainer with your full time job/other commitments? Is there anything else we should know about your experience that is relevant to your application?

Ask the applicant if they have any additional questions.

Remind the applicant that they will receive the outcome of the interview in writing within 2 weeks. Thank the applicant for their time and say goodbye.

Decision Review the interview with the interview panel and come to a decision. Keep a record.




2.4. Telephone interviews

Ensure that the call takes place at a reasonable time of day for both parties.

Ensure that the call is made in privacy, without interruptions, and that the applicant has arranged a similar environment at their end.

Allow plenty of preparation time.

Lead panellist should introduce themselves and the other member of the interview panel clearly and state their role.

Clarify the time scale and purpose of the call (a formal interview, not an informal chat).

Clarify the structure of the call (what you will cover, in which order).

Ask effective questions.

Listen carefully and actively (make listening noises).

Explain that members of the interview panel will be taking notes.

Ensure that there are enough opportunities for the applicant to ask questions.

Ensure that enough time is allowed for the call.

If the line is poor, consider making two shorter calls rather than spending less time on the interview or ask for an alternative number.

Ensure all available evidence is taken into account – that the interview panel is not tempted to base their selection decision solely on the outcome of an interview carried out in difficult conditions.

Panellist interview notes to be filed with the hardcopy application form

3. Example interview schedule

Day and date

Room / location

Interview panel members

INTERVIEW SCHEDULE

0845 – 0900 Pre interview meeting

0900 – 1000 Interview 1 plus discussion time


1100 – 1115 Break


1215 – 1345 Lunch



1545 – 1600 Break


1700 – 1715 Round up


SECTION ET2: ET TRAINING, STANDARDISATION, RECERTIFICATION, MONITORING


Section ET2

Examiner Trainer Training,

Standardisation, Recertification, Monitoring

Section Contents

ET2.1: Examiner Trainer Training ................................................................................................................. 182

ET2.2: Examiner Trainer Standardisation and Recertification ...................................................................... 183

ET2.3: IELTS Examiner Trainer Monitoring .................................................................................................. 184

Relevant Appendix

Appendix 43: Examiner Trainer Confidentiality Undertaking ......................................................................... 188

Appendix 44: Model Texts for Successful Examiner Trainer Certification .................................................... 190

Appendix 45: Model Texts for Unsuccessful Examiner Trainer (Re)Certification ......................................... 192

Appendix 46: Examiner Trainer Monitoring Action ........................................................................................ 193

Appendix 47: Feedback Form for Examiner Trainer Approval of Application Forms and Interview ............. 194

Appendix 48: Certification Pass Rate Spreadsheet ...................................................................................... 195

Appendix 49a: Speaking Monitoring Feedback Form for Examiner Trainer Monitoring of Examiners ......... 196

Appendix 49b: This appendix is no longer relevant and has been left blank for numbering purposes ......... 197

Appendix 50: Administrator Feedback on General Performance of Examiner Trainer ................................ 198



ET2.1: Examiner Trainer Training

1. Training

The Administrator and/or Test Centre Manager should agree the terms and conditions of the Examiner Trainer

role with the applicant before the applicant proceeds to training.

All IELTS Examiner Trainer applicants are required to successfully complete the following activities before it is

possible to become an Examiner Trainer:

Certificate at Examiner Trainer level

Attend an interview

Perform successfully in all areas during training.

Organisation of training. Examiner Trainer training is organised by the Examiner Support Coordinator (ESC).

Trainer. The training is led by the Examiner Support Coordinator.

Confidentiality Undertaking. The applicant signs the Examiner Trainer Confidentiality Undertaking (appendix 43) at

the beginning of the training session. The Confidentiality Undertaking must be counter-signed by the ESC. The ESC

keeps them on the applicant’s file and a copy is provided to Head Office.

Training material. The materials are produced by the IELTS Test Partners and cover all duties of the Examiner Trainer role including the professional and administrative aspects of the role.

Duration of training. Three (3) days.

Examiner Trainer applicants who perform successfully in the training are notified by the Examiner Support Coordinator using appendix 44, template 2 and are emailed the Confirmation of Examiner Trainer Status letter (appendix 51) to sign and return to the ESC.

Examiner Trainer applicants who do not perform successfully in the training are notified by the Examiner Support Coordinator using appendix 45, template 1 that their application can no longer proceed.

2. Examiner Trainer training costs – funding support advice

2.1. The centre covers the costs of trainees attending Examiner Trainer training, i.e. travel and accommodation.

2.2. IDP:IELTS Australia Pty Ltd or British Council covers the cost of the venue for training and of the Examiner Support Coordinator for delivery of the training workshop.



ET2.2: Examiner Trainer Standardisation and Recertification

1. Standardisation

1.1. Frequency of training. All Examiner Trainers standardise every 2 years.

1.2. Organisation. The Examiner Support Coordinator and PSN Manager are responsible for the organisation of Examiner Trainer Standardisation.

1.3. Trainer. Standardisation is delivered face-to-face by an Examiner Support Coordinator.

1.4. Standardisation material. The Standardisation materials are produced by the IELTS partners.

1.5. Duration of training. Two (2) days.

2. Examiner Trainer Standardisation costs – funding support advice

2.1. The centre(s) covers the costs of Examiner Trainers attending Standardisation, i.e. travel and accommodation.

2.2. IDP:IELTS Australia Pty Ltd or British Council covers the cost of the venue for Standardisation and of the Examiner Support Coordinator for delivery of Standardisation.

3. Recertification

3.1. Wherever possible, Examiner Trainers should attend Standardisation prior to recertification.

3.2. Examiner Trainers re-certificate at Examiner Trainer level every 2 years.

3.3. The recertification attempt is assessed by IDP:IELTS Australia Pty Ltd and British Council.

3.4. Examiner Trainers are not required to re-certificate at Examiner level for as long as they have active Examiner Trainer status.

Note: All Examiner Trainers must remain active Examiners and examine a minimum number of 20 Speaking


Examiner Trainers who pass recertification are informed via email by the Examiner Support Coordinator

using appendix 44, template 3 and the ESC attaches a new Confirmation of Examiner Trainer Status

letter (appendix 51a) and Examiner Trainer Code of Practice (appendix 51b).

If the Examiner Trainer fails recertification at the first attempt, a second attempt with the same set of

materials must take place within 2 weeks of the notification of re-mark. In exceptional circumstances, this

can be extended to within one month of the notification with approval of the PSN Manager.

If the Examiner Trainer’s second attempt at certification is unsuccessful, the Examiner Support Coordinator

consults with the PSN Manager and decides if the Examiner Trainer should continue with a second set of

materials. The Examiner Support Coordinator may meet with the Examiner Trainer to decide whether a

further attempt is advisable.

The decision of the Examiner Support Coordinator is final and may be based on criteria such the Examiner

Trainer’s previous certification history. The Examiner Support Coordinator may decide that the Examiner

Trainer:

o may not make a further attempt at recertification and informs the Examiner Trainer in writing that his/her Examiner Trainer status is withdrawn.

o can continue the re-certification process. The Examiner Support Coordinator informs the Examiner Trainer in writing that he/she must review the self-access materials and then attempt recertification with a second set of materials.

o is monitored by the ESC as an Examiner before he/she attempts the second set.

If the Examiner Trainer then fails recertification on the first attempt with the second set, the Examiner

Support Coordinator arranges a time to discuss any ratings issues with the Examiner Trainer. A second

attempt with the same set of materials takes place within 2 weeks of the notification of failure. In

exceptional circumstances, this can be extended to within one month of the notification with approval of the

PSN Manager.

If the Examiner Trainer’s second attempt at recertification with the second set of materials is unsuccessful,

the Examiner Support Coordinator informs the Examiner Trainer that their Examiner Trainer status will be

withdrawn. The Examiner Support Coordinator may discuss options with the PSN Manager regarding

possible full re-training for the Examiner Trainer so that he/she can return to the role once able to

demonstrate the appropriate level of marking accuracy.



ET2.3: IELTS Examiner Trainer Monitoring

1. Examiner Trainer monitoring

The first time an Examiner Trainer completes any task outlined below, it is considered to be probation and so does not receive a poor performance outcome.

What? How often? By whom? How?

Examiner application form approval

First session after

appointment.

One session every 2 years, based on centre activity to recruit Examiners.

If ET has not recruited in the

previous 12 months, the

monitoring takes places

before training.

ESC. By checking that the decision made by

the Examiner Trainer is consistent with

the application and that the cover sheet

is correctly and fully completed –

appendix 47.

Delivery of new Examiner training

First session after

appointment.

One session every 2 years.

ESC.

ESC.

By certification pass rates (after all

certification attempts are completed) –

appendix 48 and by reviewing

appendix 15 and 16.

Delivery of Standardisation

First session after

appointment.

One session every 2 years.

ESC.

ESC.

By certification pass rates (after all

certification attempts are completed) –

appendix 48 and by reviewing appendix

15 and 16.

Examiner monitoring

First session after

appointment.

Minimum one session every

2 years.

ESC.

ESC.

By checking that the ratings and

procedure points awarded on the

monitoring feedback form are consistent

with the performance of the candidate;

that the feedback form is correctly and

fully completed; and that the Examiner

Trainer has provided appropriate and

effective levels of feedback to the

Examiner.

General performance as an Examiner Trainer

Annual performance

assessment by Examiner

Support Coordinators

Feedback once a year.

ESC

Administrators

at their

designated

centre(s).

By completion of a standard performance

assessment form based on the Examiner

Trainer Code of Practice (sections ET3.1

and appendix 51b) – appendix 63

By completion of a standard performance

feedback form based on the Examiner

Trainer Code of Practice (sections ET3.1

and 51b) – appendix 50.



2. Monitoring process

An Examiner Trainer is monitored in each activity the first time that he/she completes the activity and then

one session in each two-year period.

All materials sent to the Examiner Support Coordinator for monitoring must be a copy and sent by a

secure courier service or sftp.

Examiner application form approval A monitoring session involves the Examiner Support Coordinator reviewing up to 25 applications screened by the Examiner Trainer, including a selection of rejected applications.

Delivery of Examiner applicant training A monitoring session involves the Examiner Support Coordinator reviewing the certification pass rates of all

participants for an Examiner Training workshop. The completed Examiner Trainer Post Training Report (appendix

16) and the feedback from Examiner applicants on the delivery of training (appendix 15) are also reviewed.

Examiner monitoring

A monitoring session involves the Examiner Support Coordinator reviewing 5 Speaking interviews that

have been monitored by the Examiner Trainer.

If possible, the interviews should come from different Examiners.

The monitoring session also involves the Examiner Support Coordinator reviewing the completed Examiner Trainer monitoring feedback form for each Examiner (appendix 19).

Samples can come from all centres where an Examiner Trainer works.

Monitoring results are recorded on standard reporting templates by the Examiner Support

Coordinator (appendix49a) and submitted to the PSN Manager at IDP:IELTS Australia Pty Ltd or

British Council on a quarterly basis.

3. Secure handling of monitoring materials

Examiner Support Coordinators follow the guidelines already in place for the secure control of

monitoring materials (see appendix 22 and 23).

Monitoring materials are sent directly to Test Centre where the Examiner Support Coordinator is based

by secure courier company or uploaded to sftp. If couriered, the materials must be signed for by the

Examiner Support Coordinator.

Examiner Support Coordinators keep monitoring materials in a lockable cupboard (or similar) to which

they are the only key holder. Examiner Support Coordinators must take all reasonable measures to

ensure monitoring materials remain secure. Any loss or material breach of security will be considered

gross negligence.



4. Monitoring categories

There are two categories for monitoring – STANDARD and NON-STANDARD. The categories are recorded on

the monitoring feedback forms.

What is being monitored?

STANDARD NON-STANDARD

Approval of

application

forms

(appendix 47)

100% of application forms approved to

standard. This means that 100% of approved

application forms meet the Examiner MPRs

and appendix 7 is fully and accurately

completed.

Less than 100% of application forms approved

to standard (meeting Examiner MPRs and /or

appendix 7 not to standard).

Delivery of

training

(appendix 48)

75% or more of applicants pass certification

(two attempts at two sets). Appendix 16 are

fully complete and detailed.

Less than 75% of Examiners pass certification

(two attempts at two sets). Appendix 16 are

not fully complete and detailed.

Examiner

Speaking

monitoring

(appendix 49a)

No more than one error in the following

three areas:

The ratings and procedure points

awarded by the Examiner Trainer are

consistent with the performance of the

candidate.

The monitoring feedback form is correctly

and fully completed.

The Examiner Trainer has provided

appropriate and effective levels of

feedback.

No more than five rating profile errors.

No more than two procedure point errors.

Tw o or more errors in the following

three areas:

The ratings and procedure points

awarded by the Examiner Trainer are

consistent with the performance of the

candidate.

The monitoring feedback form is correctly

and fully completed.

The Examiner Trainer has provided

appropriate and effective levels of

feedback.

Six or more rating profile errors.

Three or more procedure errors.

General

performance

(appendix 50)

Feedback from Administrators on the standard

form indicates that the Examiner Trainer is

performing to standard in all areas covered by

the Examiner Trainer Code of Practice

(sections ET3.1b and appendix 51b).

Feedback from Administrators on the standard

form indicates that the Examiner Trainer is not

performing to standard in all areas covered by

the Examiner Trainer Code of Practice

(sections ET3.1b and appendix 51b).



5. Action as a result of monitoring

The Examiner Support Coordinator monitors the interviews, completes the monitoring feedback form and sends

it to the Examiner Trainer with a covering email. (appendix 55/56). The Centre Administrator where the materials

have been taken from is copied on the email.

The Examiner Support Coordinator advises all centres where an Examiner Trainer provides services of the

monitoring result. Only the centre from which the materials were taken receives a copy of the feedback form

(appendix 49a).

Feedback forms are kept on the Examiner Trainer file.

If an Examiner Trainer receives a STANDARD rating, no further action is required in that Examiner

Trainer activity until the next scheduled monitoring session.

If an Examiner Trainer receives a NON-STANDARD rating from any monitoring, follow-up action will be

taken to provide support and guidance. See appendix 46.

If, as a result of monitoring, an Examiner Trainer’s monitoring of Examiners is NON-STANDARD, the

Examiner Support Coordinator contacts the Administrator to inform them of the names and Examiner

numbers of the Examiners affected.

o If, for example, the Examiner Trainer awarded a NON-STANDARD A and the Examiner

Support Coordinator rates the Examiner’s performance as STANDARD, any action being taken

as a result of the NON-STANDARD A rating is stopped, records are amended, and the

Administrator informs the Examiner of the reason.

o If, the situation is reversed, and the Examiner Trainer has awarded a STANDARD and the

Examiner Support Coordinator rates the Examiner’s performance as NON-STANDARD A, the

procedures for action as a result of monitoring (section E2.6) are initiated and records

amended.

6. Monitoring an Examiner Trainer as an Examiner

Examiner Trainers are also monitored as Examiners. Examiner Trainers are required to examine a minimum of 20 Speaking candidates every three months and continue to be monitored in their performance as Examiners (section E2.4).

If an Examiner Trainer receives a NON-STANDARD result, the Examiner Support Coordinator reviews the

monitoring and completes the follow-up monitoring and support for the Examiner Trainer.

Any Examiner Trainer who receives a NON-STANDARD B or C rating in Examiner monitoring is immediately

suspended from Examiner Trainer duties until the Examiner Support Coordinator takes appropriate follow up

action (section E2.6).

EXAMINER TRAINER CONFIDENTIALITY UNDERTAKING – APPENDIX 43


Examiner Trainer Confidentiality Undertaking

All applicants/Examiner Trainers must sign this Confidentiality Undertaking before beginning Examiner Trainer

training/Standardisation. The applicant/Examiner Trainer signs this confirmation at the beginning of the training

session and the forms are collected by the Examiner Support Coordinator who signs as witness. The Examiner

Support Coordinator keeps the signed confirmation on file and a copy is provided to Head Office.

IELTS Examiner Trainer Confidentiality Undertaking

By: [Examiner Trainer name]…………………………………………………………………………………………..

of…………………………………………………………………………………………………...[home address]

In favour of: British Council, IDP:IELTS Australia Pty Ltd and University of Cambridge English Language Assessment Examinations (known collectively as the ‘Test Partners’).

1. Interpretation

1.1. In this undertaking:

Approved purpose means a purpose authorised in or one more of the following ways:

by an IELTS Administrator

by the Test Partners

by an IELTS Manual, Code of Practice or other official IELTS publication.

Confidential Information has the meaning given in clause 2.

IELTS Test means the International English Language Testing System developed and owned jointly by the Test

Partners.

1.2. In this undertaking, an agreement, representation or warranty on the part of or in favour of the Test Partners is

for the benefit of them jointly and severally.

2. IELTS Confidential Information

I acknowledge that all information (in whatever form) received by me that is associated with the IELTS Test, including

(but not limited to) the examples listed below, belongs solely to the Test Partners and is confidential to the Test

Partners.

Examples of Confidential Information:

the contents of any training or standardisation material

any material relating to monitoring including live test material

any information relating to Examiner recruitment – Examiner Trainers are bound by the principles of privacy in relation to application forms, recruitment interviews etc.

any information accessed or held on the PSN database

the Professional Support Network (PSN) Manual, Examiner Handbook, Examiner Trainer Handbook and any other documentation associated with PSN

any material relating to Examiner Trainer certification or recertification.

3. Obligation of confidence

I agree to: a. maintain the confidential nature of the Confidential Information

b. follow any directions in respect of the Confidential Information given to me by the Test Partners or someone

authorised by the Test Partners

c. not use, disclose, discuss or reproduce any of the Confidential Information for any purpose other than the Approved Purpose

d. establish and maintain effective security measures to safeguard the Confidential Information from unauthorised

access, use, copying or disclosure; and immediately notify the IELTS Administrator or Test Partners (as

appropriate) of any potential, suspected or actual unauthorised use, copying or disclosure of the Confidential

Information.

Examiner Trainer Confidentiality Undertaking – page 1 of 2

EXAMINER TRAINER CONFIDENTIALITY UNDERTAKING – APPENDIX 43


4. Injunctive relief

I acknowledge that damages are not a sufficient remedy for the Test Partners for any breach of this undertaking.

The Test Partners are entitled to specific performance or injunctive relief (as appropriate) as a remedy for any breach

or threatened breach by me, in addition to any other remedies available to the Test Partners at law or in equity.

5. Indemnity

I undertake to indemnify the Test Partners against all liability or loss arising directly or indirectly from, and any

costs, charges and expenses incurred in connection with any breach by me of this undertaking.

6. Return of Confidential Information

6.1. I agree (at my own expense): at the Test Partners’ option, to either:

i. return to the Test Partners all documents and other materials in any medium in my possession, power or

control which contain or refer to any Confidential Information (whether or not those documents and other

materials were created by me, someone else or the Test Partners); or

ii. destroy any such documents and materials, and delete Confidential Information that I have entered

into a computer, database or other electronic means of data or information storage,

on the earlier of:

demand by the Test Partners; or

the time the documents and other materials are no longer required for the Approved Purpose.

6.2. I acknowledge that the return of the documents and other materials referred to in this clause does not release

me from my obligations in this undertaking.

7. Term of Obligations

I acknowledge that my obligations in this undertaking survive for the duration of the period I receive Confidential Information from the Test Partners plus five years.

Executed as a deed poll.

SIGNED

by…………………………………………………………………………………[Examiner Trainer name in capital letters]

in the presence of…………………………………………………………….………..….[Witness name in capital letters]

……………………………………………….. …………………………………………………………..

Signature of Examiner Trainer Signature of witness

Date:……………………………………… Date:……………………………………………………

Examiner Trainer Confidentiality Undertaking – page 2 of 2

MODEL TEXTS FOR SUCCSSFUL ET CERTIFICATION – APPENDIX 44


Model Texts for Successful Examiner Trainer Certification

Template 1. After certification (for use with Examiner Trainer applicants)

Dear (Applicant)

I am pleased to tell you that you have successfully certificated at Examiner Trainer level in the Speaking module.

The next stage in Examiner Trainer recruitment is an interview. Please contact me to arrange a suitable time for the

interview.

Please note that selection for training does not constitute confirmation as an Examiner Trainer. Training is one aspect of

the recruitment process and a decision regarding each applicant will only be taken once all aspects of recruitment have

been finalised.

Yours sincerely

Administrator or Examiner Support Coordinator (cc to Administrator or Examiner Support Coordinator)

Template 2. After training

Dear (Applicant)

I am pleased to tell you that you have successfully completed the IELTS Examiner Trainer training. This means that you

now have IELTS Examiner Trainer status. Welcome to the team!

Before you take on any Examiner Trainer responsibilities you will need to sign the Examiner Trainer ‘Confirmation of

Examiner Trainer Status’ letter. Please sign and email to me as soon as possible. A copy will be provided to Head

Office.

Please access the Examiner Trainer PSN materials from your Administrator. These are secure, confidential documents

and cannot be removed from the Test Centre.

You should now meet with your Administrator to discuss Examiner support and jointly develop a work plan for your

centre. The workplan can cover a 6 or 12 month period, based on the centre model. Please send me a copy of your

work plan by [date in 2 weeks time].

Yours sincerely



MODEL TEXTS FOR SUCCSSFUL ET CERTIFICATION – APPENDIX 44


Template 3. After standardisation and recertification (for use with re-certificating Examiner

Trainers)

Dear (name of Examiner Trainer)

I am pleased to tell you that you have successfully re-certificated at Examiner Trainer level in the Speaking module.

You will now need to sign a new ‘Confirmation of Examiner Trainer Status’ letter which is attached.

A copy will be provided to Head Office.

You should now meet with your Administrator to discuss Examiner support and jointly develop a workplan for your

centre. The workplan can cover a 6 or 12 month period, based on the centre model. Please send me a copy of your

work plan by [date in 2 weeks time].

Yours sincerely


Copy to Centre Administrator and the PSN Manager

MODEL TEXTS FOR UNSUCCSSFUL ET CERTIFICATION – APPENDIX 45


Model Texts for Unsuccessful Examiner Trainer

(Re) Certification

Template 1. After training

Dear (Applicant)

Thank you for attending the training for IELTS Examiner Trainers.

I am writing to inform you that, after careful consideration, I am unable to take your application

any further. If you would like more information, please contact me.

Thank you for the interest you have shown in becoming an Examiner Trainer and the effort you have

taken in applying.

Yours sincerely,


EXAMINER TRAINER MONITORING ACTION – APPENDIX 46


Examiner Trainer Monitoring Action

1. Probation

The first time that Examiner Trainers perform any ET task, such as Examiner monitoring, application approval or training, they are monitored on a probationary basis and provided with feedback by the ESC. No monitoring outcome is recorded.

2. Post Probation

Application approval – Appendix 47

All applications must be forwarded to the ESC before applicants are interviewed.

1. The first time (post-probation) an ET undertakes this task, 100% of applications must be approved/ rejected to standard.

2. If non-standard, a final written warning is issued and an interview with the ESC takes place.

3. Monitoring takes place the next time the ET approves applications. If non-standard, the Examiner Trainer status is withdrawn.

Certification feedback – Appendix 48 (only actioned if an ET is non-standard)

1. If less than 75% of applicants who attempt certification pass certification, the result is non-standard.

2. If non-standard, a final written warning is issued and an interview with ESC takes place to support the ET.

3. Monitoring takes place the next time the ET trains or standardises Examiners. If non-standard, the Examiner Trainer status is withdrawn.

Examiner Monitoring – Appendix 49a

If an ET is non-standard in Appendix 49a and passes recertification, the ET is still non-standard and will require follow up monitoring by the ESC.

See section ET 2.3.4 for monitoring categories and criteria.

1. If non-standard, the ET has an interview with the ESC.

2. Monitoring takes place the next time the ET monitors Examiners. If non-standard, a final written warning is issued and another interview with the ESC takes place to support the ET.

3. Monitoring takes place the next time the ET monitors Examiners. If non-standard, the Examiner Trainer status is withdrawn.

Feedback on ET Performance – Appendix 63

1. If concerns are raised in appendix 63, an interview with ESC takes place to support the ET.

2. If there are the same concerns raised a second year, the Examiner Trainer status is withdrawn.

FEEDBACK FORM FOR ET APPROVAL OF APPLICATION FORMS AND INTERVIEW – APPENDIX 47


Feedback Form for Examiner Trainer Approval of Application

Forms and Interview

Recruiting centre name and

number Examiner Trainer name

Centre Administrator name Have accepted

applicants been

interviewed?

Have the applicants been

trained? Have the applicants

attempted / completed

certification?

Have all application coversheets (Appendix 7) been correctly completed by ET and Administrator?

(If no, provide comments.)

A. Total number of applications reviewed by the Examiner Support Coordinator. (Maximum 25)

B. Total number of applications correctly approved and rejected (according to MPRs and applications fully completed, signed and supported by appropriate documentation)?

Approved

Rejected

C. Total number incorrectly approved and rejected. Approved

Rejected

D. Number of interview recordings reviewed (if applicable):

COMMENTS: If there were application forms incorrectly approved / rejected, give details of the problem

(e.g. qualification not recognised, insufficient relevant experience etc.). Comments on the interviews.

STANDARD= 100% OF APPLICATION FORMS APPROVED / REJECTED ACCURATELY

NON-STANDARD = LESS THAN 100% OF APPLICATION FORMS APPROVED / REJECTED ACCURATELY

Category awarded

Action to be taken by Examiner Trainer as a

result of monitoring (if appropriate)

Action to be taken by Administrator as a result

of monitoring (if appropriate)

ESC name and signature

Date of monitoring report

CERTIFICATION PASS RATE SPREADSHEET – APPENDIX 48


Certification Pass Rate Spreadsheet

To be completed by the Examiner Support Coordinator after Examiner certification.

Centre name and

number Name of Examiner

Trainer

Dates of training

workshop New Examiner or

Standardisation?

Centre

Administrator name

A. Total number of trainees / Examiners who completed training

B. Total number of trainees / Examiners who withdrew from certification

(at any stage)

C. Total number of trainees / Examiners who completed certification

D. Total number of trainees / Examiners who passed certification (maximum 4 attempts i.e. 2 attempts at 2 certification sets)

Percentage pass rate overall (D divided by C multiplied by 100)

*STANDARD = 75% OR MORE APPLICANTS WHO ATTEMPT CERTIFICATION PASS CERTIFICATION NON-STANDARD = LESS THAN 75% OF APPLICANTS WHO ATTEMPT CERTIFICATION PASS CERTIFICATON

*For a workshop with 3 or fewer participants, “Standard” is assessed at 66%

Category awarded

Action to be taken as a result of monitoring

(if appropriate)

If required, ESC comments (based on certification results and the completed Appendix 16 – Examiner

Trainer Post Training Report)

ESC name

ESC signature

Date of monitoring

SPEAKING MONITORING FEEDBACK FORM FOR ET MONITORING OF EXAMINERS – APPENDIX 49a


Speaking Monitoring Feedback Form for Examiner Trainer

Monitoring of Examiners

Examiner Trainer Name

Samples provided from which centre(s) –

provide centre number(s)

MONITORING CRITERIA

Examiner

1

Examiner

2

Examiner

3

Examiner

4

Examiner

5

Examiner Name / Number:

Candidate number:

1. The overall band ratings awarded by the Examiner Trainer are consistent with the performance of the candidate (tick or cross)

2. The Examiner Trainer has provided appropriate and effective levels of feedback (tick or cross)

3. All monitoring feedback forms are correctly and fully completed (one tick or cross)

Total number of Crosses (out of 11): 4. Number of Profile errors 5. Number of Procedure points errors

Total number of Profile errors (out of 20): Total number of Procedure points errors (out of 60):

Comments from ESC on each Examiner sample monitored (including Examiner Trainer ratings and

feedback given to each Examiner)

STANDARD: 0-1 CROSSES AWARDED AND 0-5 PROFILE ERRORS AND 1-2 PROCEDURE POINTS ERRORS

NON-STANDARD: 2-11 CROSSES AWARDED OR 6-20 PROFILE ERRORS OR 3 OR MORE PROCEDURE

POINTS ERRORS

Monitoring category awarded

Action to be taken by Examiner Trainer as a


Action to be taken by the Administrator as a


ESC name and signature

Date of monitoring report

APPENDIX 49b


Appendix 49b

This appendix is no longer relevant. This page has been intentionally left blank for numbering purposes.

ADMINISTRATOR FEEDBACK ON ET’S GENERAL PERFORMANCE – APPENDIX 50


Administrator Feedback on General Performance of

Examiner Trainer

Administrators are requested to fill in this form and submit to the Examiner Support Coordinator as requested. Please

comment on how effectively the Examiner Trainer has fulfilled each responsibility using examples in your comments.

Keep a copy on file.

Name of Examiner

Trainer Centre name and number

Name of Administrator Period of time covered

EX

AM

INE

R R

EC

RU

ITM

EN

T Approval of Examiner application forms and

participation in interview panels:

Comments

Did the Examiner Trainer consistently meet

deadlines?

Was the Examiner Trainer easy to communicate

with?

Did the Examiner Trainer complete all tasks fully

and accurately?

Was the Examiner Trainer always punctual? Was the Examiner Trainer familiar with the

interview procedures and guidelines?

Any other aspect of their performance in this area.

EX

AM

INE

R T

RA

ININ

G &

ST

AN

DA

RD

ISA

TIO

N Delivery of Examiner training and

standardisation:

Comments

Was the Examiner Trainer always punctual? Did the Examiner Trainer keep to the time allowed for the training?

Did the Examiner Trainer fulfil all of the administrative tasks effectively – e.g. Confidentiality Undertaking, training feedback forms?

Was the Examiner Trainer easy to communicate with?


Ex

am

ine

r

Mo

nit

ori

ng

Examiner monitoring: Comments Did the Examiner Trainer consistently meet

deadlines?

Was the Examiner Trainer easy to communicate

with?

Did the Examiner Trainer complete all tasks fully

and correctly?


Please use this space to provide feedback on any area not covered elsewhere.

Administrator signature

Date form completed

Please send the completed form to the Examiner Support Coordinator. Thank you for your comments.

SECTION ET3: EXAMINER TRAINER ADMINISTRATION


Section ET3

Examiner Trainer Administration

Section Contents

ET3.1a: Confirmation of Examiner Trainer Status and Code of Practice ...................................................... 200

ET3.1b: Agreements between Examiner Trainers and Centres and Work Plan ........................................... 200

ET3.2: Disciplinary Action .............................................................................................................................. 201

ET3.3: Examiner Trainer Grievance, Feedback and Communication Procedures ....................................... 206

ET3.4: Examiner Trainer Transfers ............................................................................................................... 207

ET3.5: Sharing Examiner Trainers between Centres .................................................................................... 207

Relevant Appendix

Appendix 51a: Confirmation of Examiner Trainer Status .............................................................................. 208

Appendix 51b: IELTS Examiner Trainer Code of Practice ............................................................................ 210

Appendix 52a: Agreement between Examiner Trainer and Centre ............................................................... 214

Appendix 52b: IELTS Examiner Trainer Work Plan ...................................................................................... 215

Appendix 53: Examples of Misconduct, Gross Misconduct and Gross Negligence ...................................... 216

Appendix 54: Guidelines for Disciplinary Interviews ...................................................................................... 218

Appendix 55: Model Text for Examiner Trainer Monitoring (Standard rating) ............................................... 220

Appendix 56: Model Texts for Non Standard Monitoring ............................................................................... 221

Appendix 57: Model Texts for Misconduct .................................................................................................... 222

Appendix 58: Model Texts for Gross Misconduct and Gross Negligence ..................................................... 236

Appendix 59: Model Text for Appeals............................................................................................................ 239

Appendix 60: Examiner Trainer Feedback Form ........................................................................................... 240

Appendix 61: Examiner Trainer Grievance Form .......................................................................................... 241



ET3.1a: Confirmation of Examiner Trainer Status and

Code of Practice

The Examiner Trainer receives a letter confirming he/she has met the standards to become an IELTS Examiner Trainer

from the Examiner Support Coordinator (appendix 51a).

The Code of Practice (appendix 51b) contains in summary form the minimum standards of conduct required of all

IELTS Examiner Trainers worldwide and must be signed. All IELTS Examiner Trainers are expected to adhere to the

standards of conduct set out in the Code of Practice. Any Examiner Trainer who does not do so will be subject to

disciplinary action (section ET3.2).

The Examiner Support Coordinator has authority delegated by the respective IDP:IELTS Australia Pty Ltd or

British Council Head Office to issue the confirmation of Examiner Trainer status on behalf of IDP:IELTS Australia

Pty Ltd or British Council.

The Examiner Trainer signs the Confirmation of Examiner Trainer Status letter and the Code of Practice to indicate

that he/she has read and understood the information. Signed copies are held in the Examiner Trainer’s file by the

Examiner Support Coordinator. A copy of all signed documents is provided to Head Office.

Upon receipt of the confirmation of Examiner Trainer status, the Code of Practice requires that any Examiner Trainer

employed by an organisation other than IDP:IELTS Australia Pty Ltd or British Council informs their employer of the

restriction on the use of their Examiner Trainer status for the purposes of marketing or any other purpose (appendix

51b, point 9).

ET3.1b: Agreements between Examiner Trainers and Centres

and Work Plan

For all Examiner Trainer services, there is an agreement between the centre and the Examiner Trainer including a list

of services (appendix 52a). This will be issued by the Centre Administrator.

The agreement is valid until the Examiner Trainer’s certification expires. A new agreement is completed every two

years.

The work plan (appendix 52b) is completed on a regular basis by the Administrator and Examiner Trainer and sent

to the Examiner Support Coordinator by the Examiner Trainer.



ET3.2: Disciplinary Action

The guidelines for disciplinary action are given in detail below. The PSN Examiner Trainer Disciplinary Actions use

International Labour Laws as a basis and all terminology is consistent with these standards. The Examiner Support

Coordinator manages all Examiner Trainer disciplinary cases.

1. DEFINITIONS

1.1. Misconduct

Misconduct is defined as contravening accepted standards of conduct as detailed in the IELTS Examiner Trainer Code

of Practice (appendix 51b). Examples of behaviour which will be deemed misconduct are given in appendix 53.

The lists in appendix 53 are not exhaustive.


Gross misconduct is behaviour so unacceptable that Examiner Trainer status and the Invitation to Examine and

certification status are withdrawn. Examples of behaviour which will be deemed gross misconduct are given in

appendix 53.

Gross negligence is behaviour that puts at risk the confidentiality, security or reputation of IELTS. Examples of

behaviour which will be deemed gross negligence are given in appendix 53.

The same procedures are followed for gross misconduct and gross negligence.

2. PROCEDURES

The following section covers disciplinary action in detail. All standard formats for correspondence can be found in

appendix 57 and 58.

2.1. Misconduct

The Examiner Support Coordinator chooses whether to start with informal proceedings or to move directly to formal

proceedings. If the Examiner Support Coordinator decides to take formal proceedings, he/she chooses whether to

go to the first written warning stage or directly to the final written warning stage. The Examiner Support

Coordinator makes their decision on the basis of the seriousness of the misconduct (examples are given for

guidance in appendix 53).

2.1.1. Informal proceedings

The Examiner Support Coordinator requests an informal interview with the Examiner Trainer using appendix 57,

template 1.1 and ensures that the Examiner Trainer has access to the disciplinary procedures in the Examiner

Trainer Handbook.

The Examiner Support Coordinator records the discussion and agreed action points and copies it to the Examiner

Trainer (appendix 57, template 1.2). The Examiner Support Coordinator also keeps a copy on the Examiner

Trainer’s file and on the database.

If appropriate, the Examiner Support Coordinator makes clear at this meeting and in the record that formal action

will be taken if similar misconduct recurs.

If there is no further incident of misconduct or deterioration in performance in the 12-month period following the

issue of the email containing the action points, and the Examiner Trainer implemented the action points, the

Examiner Support Coordinator removes all records of the incident from the Examiner Trainer’s file and the

database using appendix 57, template 1.3.

If there is a further incident of misconduct or deterioration in performance, the Examiner Support Coordinator

starts formal proceedings, either the first or final written warning stages (see below).



2.1.2. Formal proceedings – first written warning stage

Before the interview

The Examiner Support Coordinator ensures that the Examiner Trainer has access to the disciplinary

procedures in the Examiner Trainer Handbook.

The Examiner Support Coordinator informs the Examiner Trainer in writing (using appendix 57, template

2.1) that he/she must attend a disciplinary interview. In this email, the Examiner Support Coordinator sets

out the Examiner Trainer’s alleged misconduct or other circumstances that have led the Examiner Support

Coordinator to instigate formal disciplinary action.

The Examiner Trainer can be accompanied by a person of their choice. The Examiner Support Coordinator

must give the Examiner Trainer a reasonable amount of time to make the arrangements.

The Examiner Support Coordinator must also ensure that there is another person in the interview whose

role is to witness the proceedings and make an accurate written record of the interview. This should be an

appropriate colleague, at a similar level of seniority to the Examiner Support Coordinator, and chosen in

consultation with the PSN Manager. The Examiner Trainer must be informed that the interview will be

digitally recorded. The Examiner Trainer can have access to the recording at the Test Centre (only).

At the interview

The Examiner Support Coordinator should use the interview to:

Confirm which standards are not being met and in what way they are not being met.

Give the Examiner Trainer an opportunity to recount the incident and describe what happened.

Review the incident, collect supporting information and identify any areas requiring clarification.

The Examiner Support Coordinator adjourns the interview to consider the information and identify any areas requiring

clarification. If necessary the Examiner Support Coordinator carries out further checks.

After the interview

The Examiner Support Coordinator decides whether it is appropriate to take any action. In some cases, there may be

no case to answer and no action is required. This is confirmed to the Examiner Trainer using appendix 57, template

2.2. If action is required, it will be for the Examiner Support Coordinator to issue a first written warning.

First written warning

In the first written warning (appendix 57, template 2.3) the Examiner Support Coordinator must:

State the reasons for the warning and the level of improvement sought.

Make clear that the time limit is 12 months and that improvement will be monitored. The Examiner Trainer signs

a copy of the letter which the Examiner Support Coordinator keeps on the Examiner Trainer file and in the

database.

The Examiner Support Coordinator also informs the PSN Manager and Administrators of all centres where the

Examiner Trainer is working that a first warning has been issued.

At the end of the first written warning period, the Examiner Support Coordinator informs the Examiner Trainer in writing

(appendix 57, template 2.4) that they must attend an interview to review progress. After this interview, the Examiner

Support Coordinator may agree that conduct has improved to the specified level. In this case, the Examiner Support

Coordinator informs the Examiner Trainer in writing (appendix 57, template 2.5). The first written warning is removed

from the Examiner Trainer’s file and the database.

Alternatively, the Examiner Support Coordinator may decide that conduct has not improved to the specified level.

In this case, the Examiner Support Coordinator issues a final written warning (appendix 57, template 2.6) and

follows the procedures for the final written warning (see below).



If there has been a further incident of misconduct or any deterioration in performance on the part of the Examiner

Trainer before the end of the first written warning period, the Examiner Support Coordinator immediately informs the

Examiner Trainer in writing (appendix 57, template 2.7) that they must attend a disciplinary interview. In the email,

the Examiner Support Coordinator sets out the Examiner Trainer’s alleged further misconduct or deterioration in

performance. The Examiner Support Coordinator follows the procedures for before and at the interview outlined

above.


no case to answer and no action is required. This is confirmed to the Examiner Trainer using appendix 57 template

2.8. If action is required, the Examiner Support Coordinator issues a final written warning (appendix 57 template

2.9). The Examiner Support Coordinator follows the procedures for the final written warning from this point (see

below).

2.1.3. Formal proceedings – final written warning stage

The interview If the first incident of misconduct is serious enough to go directly to the final written warning stage, the Examiner

Support Coordinator informs the Examiner Trainer in writing (appendix 57, template 3.1) that a disciplinary interview

will be held. The Examiner Support Coordinator follows the procedures for before and at the interview outlined under

final first written warning above.

After the interview The Examiner Support Coordinator decides whether it is appropriate to take any action. In some cases, there may be

no case to answer and no action is required. This is confirmed to the Examiner Trainer in writing (appendix 57,

template 3.2). Alternatively, the Examiner Support Coordinator may decide to issue a final written warning (appendix

57, template 3.3).

Final written warning

The final written warning email (appendix 57, template 3.3) must:

State the reasons why a final written warning is being given and the level of improvement sought.

Make clear what time limit applies (12 months, see above) and how improvement will be monitored.

Make clear that further misconduct may result in the withdrawal of the Invitation to Examine and certification status.

The warning must be accompanied by an action plan for improvement (a template with an example is provided in

appendix 57, template 3.3) identifying where improvements need to be made and to what standard. The

Examiner Trainer signs a copy of the letter which the ESC keeps on the Examiner Trainer’s file.

The Examiner Support Coordinator also informs the PSN Manager and Administrators of all centres where the Examiner Trainer is working, that a final written warning has been issued.

At the end of the final written warning period, the Examiner Support Coordinator informs the Examiner Trainer in

writing (appendix 57, template 3.4) that they must attend an interview to review progress. After this interview, the

Examiner Support Coordinator may agree that conduct has improved to the specified level. In this case, the Examiner

Support Coordinator informs the Examiner Trainer in writing (appendix 57, template 3.5). The final written warning is

removed from the Examiner Trainer’s file and the database.


In this case, the Examiner Support Coordinator withdraws Examiner Trainer status (appendix 57, template 3.6) and

follows the procedures below.

If there has been a further incident of misconduct, any deterioration in performance on the part of the Examiner

Trainer or failure to implement the action plan before the end of the final written warning period, the Examiner

Support Coordinator immediately informs the Examiner Trainer in writing (appendix 57, template 3.7) that they must

attend a disciplinary interview. In the letter, the Examiner Support Coordinator sets out the Examiner Trainer’s

alleged further misconduct, deterioration in performance or failure to implement the action plan. The Examiner

Support Coordinator follows the procedures for before and at the interview outlined above.




no case to answer and no action is required. This is confirmed to the Examiner using appendix 57, template 3.8.


In this case, the Examiner Support Coordinator withdraws Examiner Trainer status (appendix 57, template 3.9) and

follows the procedures below.

2.1.4. Withdrawal of Examiner Trainer status, the Invitation to Examine and certification status

In this case, the Examiner Support Coordinator must consult the PSN Manager to ensure that:

All the procedures were correctly followed.

All investigations were carried out fully and fairly.

All mitigating circumstances were given due consideration.

Any legal risk was fully assessed. (All legal costs are covered by the respective Test Partner.)

Whether the Invitation to Examine and certification status should also be withdrawn.

If the Examiner Trainer’s performance as an Examiner is not affected, the PSN Manager may decide not to withdraw

the Invitation to Examine and certification status. In cases of repeated or serious misconduct (examples are given in

appendix 53), the Invitation to Examine and certification status is automatically withdrawn at the same time as the

withdrawal of Examiner Trainer status.

If, after this review, it is agreed by the PSN Manager that the withdrawal of Examiner Trainer status (and the Invitation

to Examine and certification status) is the appropriate action, the Examiner Support Coordinator uses appendix 57,

template 3.6/3.9 to withdraw the Examiner Trainer status (and the Invitation to Examine and certification status). The

Examiner Support Coordinator informs the Administrators in centres where the Examiner Trainer is working.

2.1.5. Appeals against the withdrawal of Examiner Trainer status (and the Invitation to Examine and

certification status)

Examiner Trainers have the right to appeal to the PSN Manager’s line manager within 20 working days of the letter of

withdrawal being issued. The appeal must be lodged using appendix 59. The PSN Manager’s line manager requests

all of the documentation and comes to a final decision as to whether the correct procedures have been followed and

whether the withdrawal of Examiner Trainer status (and the Invitation to Examine and certification status) is correct.

The PSN Manager’s line manager must conduct a phone interview with the Examiner Trainer and the Examiner

Support Coordinator (at separate times) at some point during the appeal process. The Examiner Trainer is informed of

this decision in writing within four weeks of the receipt of the documentation from the Examiner Support Coordinator.

The email is copied to the Examiner Support Coordinator and the PSN Manager.


If an Examiner Support Coordinator believes that an act of gross misconduct or gross negligence has taken place,

he/she should act quickly and first decide if there are reasonable grounds for treating the case as gross

misconduct/gross negligence. Each case should be judged on its merits and an Examiner Support Coordinator

should consult the PSN Manager before reaching a conclusion. The Examiner Trainer may be suspended from

Examiner Trainer and Examiner duties.

If it is considered to be gross misconduct/negligence, the Examiner Support Coordinator:

Immediately suspends the Examiner Trainer, in writing, from training and examining using

appendix 58, template 1.

Included in the email of suspension are details of a disciplinary interview to establish the fact in order to

decide on the appropriate course of action. The Examiner Support Coordinator follows the procedures for

before and at the interview outlined above.

Informs the PSN Manager.

The PSN Manager consults a legal advisor if necessary. All legal costs are covered by the respective Test Partner.



After the interview


no case to answer and no action is required. This is confirmed to the Examiner Trainer in writing (appendix 58,

template 2).

If action is required, it will either be for the Examiner Support Coordinator to:

1. conclude that there has been misconduct or negligence, but not serious enough to warrant the withdrawal

of Examiner Trainer status and the Invitation to Examine and certification status or there may be genuine

mitigating circumstances, although such incidences will be rare. In these cases, a first and final warning is

more appropriate (appendix 58, template 2).

OR

2. withdraw Examiner Trainer status and the Invitation to Examine and certification status (see below).

Withdrawal of Examiner Trainer status and the Invitation to Examine and certification status

In the context of gross misconduct or gross negligence, the Invitation to Examine and certification status is always

withdrawn at the same time as the withdrawal of Examiner Trainer status. The Examiner Support Coordinator follows

the procedures for the withdrawal of Examiner Trainer status and the Invitation to Examine and certification status

outlined above.

Appeals against the withdrawal of Examiner Trainer status and the Invitation to Examine and certification status

See above.

3. DISCIPLINARY INTERVIEWS

Guidance on the conduct of disciplinary interviews is given in appendix 54. Disciplinary interviews should, wherever

possible, be conducted face-to-face. Interviews may be conducted by phone or online only where face-to-face

interviews are not possible.



ET3.3: Examiner Trainer Grievance, Feedback and

Communication Procedures

1. Grievance procedure

The grievance procedure is not used for appealing against withdrawal of the confirmation of Examiner Trainer status.

This is detailed in section ET3.2 above.

Examiners Trainers should raise any issues or complaints they may have with the Examiner Support Coordinator

within 20 working days of any incident. The Examiner Support Coordinator will attempt to resolve Examiner Trainer

issues or complaints with Examiner Trainers informally and directly. If the Examiner Support Coordinator is unable

to do this, and the Examiner Trainer puts the complaint into writing, it becomes a grievance.

Examiner Trainers record their grievance on the form provided in appendix 61. The person dealing

with the grievance records the action in response to the grievance on the same form. When the

grievance procedure is concluded, the grievance form and any other accompanying documentation is

kept on the Examiner Trainer’s file.

If the grievance involves an Examiner Trainer, an Examiner or a candidate, the Examiner Trainer puts it in

writing and sends it to the Examiner Support Coordinator who makes a final decision (with the support of

the PSN Manager, if necessary) and records their response on the grievance form. A copy is retained for

the Examiner Support Coordinator’s records and the form is sent back to the Examiner Trainer within four

weeks of receipt.

If the grievance involves the Examiner Support Coordinator or Administrator it goes to the PSN

Manager at the respective IDP:IELTS Australia Pty Ltd or British Council Head Office who makes a final

decision and records their response on the grievance form. A copy is retained for the PSN Manager’s

records, copies are sent to the Examiner Support Coordinator and the form is sent back to the

Examiner Trainer within four weeks of receipt.

2. Feedback procedure

The Examiner Support Coordinator gathers general feedback on any aspect of IELTS Examiner training from all Examiner Trainers in their region a minimum of once a year. Possible methods to collect feedback include:

A feedback form (appendix 60)

Focus groups

Time allocated in training sessions or other meetings

An email.

The Examiner Support Coordinator is responsible for either responding directly to feedback or gathering responses

from the appropriate person. The Examiner Support Coordinator responds to feedback in writing by collating the

responses which is sent to all Examiner Trainers once a year.

3. Communicating with Examiner Trainers

Examiner Support Coordinators are responsible for passing on to Examiner Trainers any relevant IELTS information,

by:

Email

Newsletter

Meetings which are minuted and the minutes circulated to all Examiner Trainers

Allocating part of another event (e.g. standardisation).

Any urgent information for Examiner Trainers which is sent to the Examiner Support Coordinator from any of the Test

Partners must be passed on immediately using one of the methods outlined above for communicating with Examiner

Trainers.



ET3.4: Examiner Trainer Transfers

An IELTS Examiner Trainer can transfer from one IELTS centre to another in a different city or country if the Examiner

Support Coordinator in the receiving region or PSN Manager confirms that the centre or region can use the Examiner

Trainer on a regular basis.

The transferring Examiner Trainer must inform the Examiner Support Coordinator in their current

region preferably three months (but a minimum of one month) before they depart.

The Examiner Support Coordinator in the new region requests the Examiner Trainer documents

from the previous Examiner Support Coordinator.

All current warnings will remain in force for the stated time period.

ET3.5: Sharing Examiner Trainers between Centres

An Examiner Trainer must be able to perform all PSN services within agreed deadlines set by individual centres with

which they have an agreement (appendix 52).

If an Examiner Trainer provides services for more than one centre, the following principles apply.

An Examiner Trainer is considered shared between centres if they have a signed agreement with more than one

centre to do one or all of the following: approval of application forms, participating on interview panels, training,

standardisation, monitoring.

An Examiner Trainer is attached to the centre(s) they have signed agreements with. If the Examiner Trainer is

providing services to more than one centre, it is the responsibility of the Examiner Trainer to inform all

Administrators involved which centres they are working for.

Availability. It is the responsibility of the Examiner Trainer to ensure that they are never double-booked for

approval of application forms, interviewing, training, standardisation and monitoring.

Costs. All Examiner Trainer costs (e.g. biennial Examiner Trainer standardisation meetings) are appropriately

shared between the centres based on the number of Examiners in each centre.

Training delivery. If centres are combining for sessions of training or standardisation using one Examiner

Trainer, all costs are appropriately shared.

Monitoring. Examiner Support Coordinators should ensure that samples are taken from all of the centres

covered by the Examiner Trainer.

Remuneration. The respective Test Centre is responsible for the payment of the Examiner Trainer according to

the agreement between the Examiner Trainer and the centre.

Performance. The Examiner Support Coordinator is responsible for any Examiner Trainer misconduct, gross

misconduct or gross negligence procedures. It is the responsibility of the Examiner Support Coordinator to keep

Administrators of centres with which the Examiner Trainer has an agreement informed of any misconduct, gross

misconduct or gross negligence procedures, especially if the Examiner Trainer is suspended from Examiner

Trainer duties or examining. Suspension from examining and Examiner Trainer duties applies to all centres

where the Examiner Trainer examines or has an agreement. Equally, Administrators from centres with which the

Examiner Trainer has an agreement must report any incidents of misconduct, gross misconduct or gross

negligence involving Examiner Trainers to the Examiner Support Coordinator for the region.

Grievances. Any Examiner Trainer grievance, feedback or communication is done through the Examiner

Support Coordinator.

EXAMINER TRAINER CONFIRMATION LETTER – APPENDIX 51a


Confirmation of Examiner Trainer Status

Date

Name

Address

Dear name

Following your successful Examiner Trainer (certification / recertification) and the completion of Examiner Trainer

(training / standardisation), I am pleased to confirm your status as an IELTS Examiner Trainer.

Registration

You are registered with (centre name and number) (“Your Centre”). Your Centre will sign an agreement with you

regarding the terms and conditions on which they will engage you to provide Examiner Trainer services.

1. Roles and Responsibilities

Your main roles and responsibilities when working as an IELTS Examiner Trainer are:

Approving and rejecting Examiner application forms

Taking part in Examiner interview panels

Delivering Examiner training (including new Examiner follow-up sessions)

Delivering Examiner standardisation

Monitoring new and inactive Examiners

Monitoring current Examiners.

2. Work for other centre

As an IELTS Examiner Trainer, your service may be sought by other Test Centres in addition to Your Centre. Those

centres will sign a separate agreement with you. It is your responsibility to ensure you are not double-booked for

assessing application forms, interviewing, delivering training/standardisation, and monitoring. You are required to have

knowledge of the policy on Shared Examiner Trainers Resources which is detailed in the PSN Manual.


To maintain your IELTS Examiner Trainer status, you are required to attend a standardisation session once every two

years. You are also required to re-certificate in Speaking at Examiner Trainer level every two years after your first

certification. If you are not successful in recertification, your Examiner Trainer status will not be renewed.

4. Transfers

If you move to a different city or country, you can transfer to another centre if the Examiner Support Coordinator in the

receiving region confirms that the centre or region can use your services on a regular basis. You must notify the

Examiner Support Coordinator in your current region at least one month before you will be unavailable for further

training or monitoring.

5. Examiner status

All Examiner Trainers are required to examine a minimum of 20 Speaking candidates every 3 months in order to

maintain marking accuracy and active status. Arrangements are to be made with the main centre to ensure that you are

able to examine regularly.

6. Remuneration

You will be remunerated by Your Centre and any other centres who engage your services at the rate that is mutually

agreed between you and each such respective centre prior to performing the services for them.

EXAMINER TRAINER CONFIRMATION LETTER – APPENDIX 51a


7. Tax related issues

You hereby confirm that you are self-employed and will pay all or any tax and national insurance contributions /

Medicare Levy (or equivalent) to the relevant authorities. Your ET work may form part of a full-time position (i.e. you are

not normally self-employed) but you may be called on to do Examiner Trainer services for other centres so may work in

a self-employed capacity in those centres. For the avoidance of doubt, you hereby agree to indemnify the British

Council / IDP:IELTS Australia Pty Ltd in respect of any liabilities, claims, demands or costs (including any penalties

and/or interest in respect of late payment) incurred or made by the relevant authorities against the British Council or

IDP:IELTS Australia Pty Ltd for tax and/or national insurance contributions / Medicare Levy due in respect of any fees

payable to you under this Agreement.

8. Performance monitoring

Your performance as an Examiner Trainer will be assessed in reference to the performance management process

established under the Professional Support Network (PSN). Details can be found in the Examiner Trainer Handbook.

You are required to read this section and be familiar with your responsibilities.

9. Policy and Procedures

In addition to the conditions outlined in this letter, more detailed codes, policies and procedures will also apply in

relation to maintaining your Examiner Trainer status. Those codes, policy and procedures are set out in the Examiner

Trainer Code of Practice and the PSN Examiner Trainer Handbook. Information, policies and procedures have been

formulated by the IELTS Test Partners to ensure a fair and consistent approach for Examiner Trainers. The information,

policies and procedures may be updated and modified by the IELTS Test Partners from time to time, and you will be

notified of such changes.

10. Other

Your certification as an Examiner Trainer does not guarantee that you will be engaged by any centre, including your

Centre, to provide Examiner training services. The extent to which you will be engaged as an Examiner Trainer may

change at the discretion of the Examiner Support Coordinator or centre. To maintain Examiner Trainer status, it is a

pre-requisite to be engaged by a centre.

Your engagement by any centre including Your Centre will be on a casual “as needs” basis and will not be for

permanent employment.

11. Acknowledgement

I, (Examiner Trainer name), acknowledge that I have read and understood the information provided in this letter, the

Examiner Trainer Code of Practice and the PSN Examiner Trainer Handbook, regarding my status as an IELTS

Examiner Trainer, retention of that status as well as the roles and responsibilities of an IELTS Examiner Trainer and

I agree to abide by those terms in relation to acting as an IELTS Examiner Trainer.

(Examiner Trainer’s name) (Examiner Support Coordinator’s name)

(Examiner Trainer’s signature) (Examiner Support Coordinator’s signature)

Date Date

EXAMINER TRAINER CODE OF PRACTICE – APPENDIX 51b


IELTS Examiner Trainer Code of Practice

All IELTS Examiner Trainers are required to read, agree to, and sign the Examiner Trainer Code of Practice every two years in addition to the IELTS Examiner Code of Practice (Appendix 25b). The IELTS Examiner Trainer Code of Practice details the minimum standards for IELTS Examiner Trainers. Disciplinary action will be taken for failure to comply with any of these clauses below.

1. General principles


1.1. Has a thorough knowledge of the IELTS Examiner Trainer Code of Practice and adheres to its requirements.

1.2. Has signed the IELTS Examiner Code of Practice (Appendix 25b) and adheres to its requirements.

1.3. Has signed and submitted to the ESC the confirmation of Examiner Trainer status.

2. Minimum Professional Requirements


2.1. Has met the specified Minimum Professional Requirements (MPRs) for an IELTS Examiner Trainer.

3. Certification and training


3.1. Has passed the IELTS Examiner Trainer level certification in Speaking.

3.2. Has attended and successfully completed the training for Examiner Trainers.



4.1. Attends a standardisation session every 2 years. Best practice is that standardisation should take place prior to

recertification.

4.2. Re-certificates in Speaking at Examiner Trainer level every 2 years after the first certification.

5. Monitoring and evaluation


5.1. Is monitored under PSN in their performance as an Examiner (Appendix 19) by an Examiner Trainer. If an

Examiner Trainer is awarded a NON-STANDARD based on their performance as an Examiner, the Examiner

Trainer is suspended from duties as an Examiner Trainer until the appropriate action as a result of monitoring is

complete.

5.2. Is monitored in the following areas to ensure that the Examiner Trainer is following IELTS procedures and fulfilling

the professional and administrative requirements of their role:

Examiner application form approval

Delivery of Examiner applicant training

Examiner monitoring

General performance as an Examiner Trainer.

5.3. Applies the assessment criteria when Examiner monitoring by:

a) Ensuring that they are completely familiar with the assessment scales and other information on assessing IELTS candidates and IELTS Examiners or Examiner applicants.

b) Ensuring that the appropriate assessment criteria are applied and the appropriate assessment procedures

followed.

c) Always having the appropriate assessment scales and mark sheets to hand for constant reference.

Examiner Trainer Code of Practice – Confidential – page 1 of 4



5.4. Must show that he/she fulfils the professional and administrative requirements listed in the monitoring feedback

forms – a monitoring category of STANDARD or NON-STANDARD is awarded on the basis of the Examiner

Trainer’s performance.

5.5. Is required to take specified action as a result of monitoring, based on the monitoring category awarded.

5.6. Responds to guidance and advice given by Examiner Support Coordinators (ESCs), Administrators and the PSN Manager in the context of monitoring.

6. Examining and Examiner Trainer duties


6.1. Was an ‘active’ IELTS Speaking Examiner when recruited to be an Examiner Trainer.

6.2. Must examine 20 Speaking candidates every 3 months.

6.3. Carries out the duties of an Examiner Trainer as requested and required by the Examiner Support Coordinator for

their region and IELTS Centre Administrators, including:


Participating in interview panels for IELTS Examiner recruitment

Delivering training for Examiner applicants including follow-up sessions for newly trained IELTS Examiners

Delivering standardisation for IELTS Examiners

Conducting monitoring for new Examiners, inactive Examiners and active Examiners monitored on a regular basis

Working with the Test Centre Administrator to develop an accurate work plan, submitting the plan to the Examiner Support Coordinator within agreed time frame and notifying the Examiner Support Coordinator of changes to the work plan.

7. Standards


7.1. Meets the requirements for approving Examiner application forms by following the procedures as described in the

PSN Manual and meeting any agreed deadlines. Satisfactory performance in approving Examiner application

forms is defined as 100% of approved application forms meet the Examiner MPRs and appendix 7 is fully and

accurately completed.

7.2. Meets the requirements for participation in Examiner applicant interviews by following the interview procedures

and guidelines as described in the PSN Manual and meeting any agreed deadlines.

7.3. Meets the requirements for monitoring IELTS Examiners by following the guidelines and meeting the deadlines as

described in the Guidelines for Examiner Monitoring booklet.

The ratings and procedure points awarded by the Examiner Trainer are consistent with the performance of

the candidate.

The monitoring feedback form is correctly and fully completed.

The feedback provided by the Examiner Trainer is appropriate and effective and follows the guidelines.

7.4. Meets the requirements for new and inactive Examiner monitoring by following the procedures and meeting the

deadlines as described in the Guidelines for Examiner Monitoring booklet and in point 7.3.

7.5. Meets the requirements for delivering Examiner training and standardisation including:

Being well-prepared.

Keeping to the procedures as described.

Keeping to timing.

Ensuring effective grouping of Examiners or applicants.

Maintaining interest and attention.

Dealing with queries, complaints and problems confidently and competently.

Giving Examiners or applicants a sense of purpose and a positive impression of the training.

Satisfactory performance for training Examiner applicants is defined as a minimum of 75% of applicants pass certification by fourth attempt.




8. Confidentiality and security An Examiner Trainer:

8.1. Observes the need for confidentiality and security in all aspects of IELTS work and particularly in relation to:

a) The confidentiality of material related to IELTS Examiner recruitment, including application forms and

accompanying documentation, cover sheets, interview procedures and interview guidelines.

b) The confidentiality of material produced for IELTS Examiner training or standardisation and material produced for IELTS Examiner Trainer certification, training, standardisation and recertification.

c) The confidentiality of material produced for monitoring purposes, including test material, procedures and

feedback forms.

d) The removal of monitoring materials from the IELTS centre.

e) Information about the performance of IELTS Examiners, Examiner applicants and new and inactive

Examiners.

f) All commercial-in-confidence information or material, including information on the Examiner Database.

9. The integrity of IELTS


9.1. Maintains and enhances the integrity and good reputation of IELTS and the Test Partners at all times. An IELTS Examiner Trainer:

a) Only uses their knowledge of the recruitment, training, standardisation, and monitoring procedures for the

purposes of IELTS recruitment, training, standardisation, and monitoring.

b) Does not use their knowledge of the recruitment, training, standardisation, and monitoring procedures for

academic research.

10. Availability


10.1. Makes themselves available for meetings, interviews, induction, monitoring, training and standardisation sessions

as required by the Examiner Support Coordinator and the Administrators of the centres with which the Examiner

Trainer has an agreement.

10.2. Ensures that they are able to effectively fulfil the requirements of agreements made with any IELTS centre.

11. Professional conduct:


11.1. Never willfully destroys any equipment at the IELTS centre or any other venue used for interviewing, induction,

training or monitoring.

11.2. Responds to emails within an appropriate time frame (72 hours).

11.3. Responds professionally to feedback and acts on feedback provided.

11.4. Works professionally with the Administrator.

12. Poor performance, misconduct, gross misconduct or gross negligence, appeals and grievances


12.1. Is aware of and understands the procedures for Examiner Trainer poor performance, misconduct, gross

misconduct or gross negligence, appeals and grievances outlined in the PSN Manual and the Examiner Trainer

Handbook.

12.2. Is immediately suspended from all Examiner Trainer duties in all centres if he/she is involved with poor

performance, misconduct, gross misconduct or gross negligence proceedings as an Examiner. The suspension

stays in place until the disciplinary action is completed.

12.3. Can no longer be an Examiner Trainer if their Invitation to Examine and certification status is withdrawn for any

reason. The confirmation of Examiner Trainer status is withdrawn at the same time as the Invitation to Examine

and certification status.




13. Feedback


13.1. Provides written or oral feedback on any aspect of the IELTS Examiner Trainer role to the Examiner Support Coordinator a minimum of once a year.

14. Separation of duties and responsibilities

An Examiner Trainer who is also an Examiner must not:

15.1. Monitor their own performance as an Examiner.

15.2. Monitor the performance of any Examiner who is related to them eg. relative, current or former (marriage) partner.

An Examiner Trainer who is also an Administrator must not:

15.3. Take the role of both the Administrator and the Examiner Trainer in the application form approval process.

15.4. Mark any part of an IELTS test or enter results into IWAS for an Examiner applicant whose language level the Examiner Trainer (either in the Examiner Trainer or Administrator role) has indicated is in need of assessment.

15.5. Interview Examiner applicants without another person on the interview board.

______________________________________ (Examiner Trainer name)

______________________________________ (Examiner Trainer signature)

______________________________________ (Date)


EXAMINER TRAINER AGREEMENT WITH CENTRE – APPENDIX 52a


Agreement between Examiner Trainer and Centre

The agreement should be completed after each certification every two years.

Examiner Trainer Name Centre Name

Centre Administrator Name Centre Number

Start date of agreement

1. Services

The Examiner Trainer named above will provide the centre named above with the following services


Taking part in Examiner interview panels

Delivering Examiner training

Delivering Examiner standardisation

Monitoring new and inactive Examiners

Monitoring – Active Examiners (as part of regular PSN monitoring).

2. Responsibilities of Centre Administrator

To notify the Examiner Trainer of any service required at least ONE MONTH before the date the service

will be delivered. In an emergency situation, when an Examiner Trainer is required at short notice, the

Administrator checks first with the Examiner Trainer if they are available. If not, the Administrator

contacts the Examiner Support Coordinator for the region.

To ensure that the Examiner Trainer is provided with all the materials he/she requires to carry out the

service effectively – e.g. Examiner application forms, test material for monitoring.

To ensure that the Examiner Trainer is fully informed about the amount of work involved – e.g. the

number of application forms, the number of interviews, the number of applicants for training etc.

To ensure that all appropriate measures are taken to ensure the materials required remain secure.

To liaise with Centre Administrators in any other centre where the Examiner Trainer has an agreement

to avoid double bookings.

To ensure that the Examiner Trainer has the opportunity to examine a minimum number of 20 Speaking


To pay the Examiner Trainer for their services within agreed time frames.

3. Responsibilities of Examiner Trainer

To notify the Centre Administrator at least 3 WEEKS before the service is to be delivered if the Examiner

Trainer is unavailable.

To liaise closely with the Administrator in order that the Examiner Trainer is provided with all the materials

he/she requires to carry out the service effectively, e.g. Examiner application forms, test material for

monitoring.

To ensure that all appropriate measures are taken to ensure the materials required remain secure.

To liaise with Centre Administrators in any other centre where the Examiner Trainer has an agreement

to avoid clashes.

To claim payment for Examiner Trainer services within agreed time frames.

To examine a minimum number of 20 Speaking candidates every 3 months.

Examiner Trainer

signature Administrator

signature Date

EXAMINER TRAINER WORK PLAN – APPENDIX 52b


IELTS Examiner Trainer Work Plan

One work plan is to be completed for each centre by Administrator and Examiner Trainer(s).

Nominated Examiner Trainer at the centre to email completed work plan to the Administrator.

Copy to be kept on file at Centre for Administrator / ET(s) reference.

If there are any changes to this plan, please keep your ESC informed.

Attach a list of all the Examiners currently working at the centre.

Centres with more than one ET: All ETs are assigned a cohort of Examiners for monitoring purposes and to provide ongoing support. Training/standardisation sessions are shared among ETs to ensure that all ETs have the opportunity to deliver training and maintain skills in this area. This may be shared by type and the activity rotated.

Centre Name and Number

Period of work plan

Number of Examiners attached to the Centre

Examiner Trainer(s) Name(s) ET 1: ET 2: ET 3:

Number of Examiners assigned to each ET

Recruitment

ET Name

Number of Examiners Required

Month/Year

Screening application forms

Interviewing

Training/Standardisation

ET Name

Number of trainees/

Examiners

Month/Year

New Speaking Examiner Training

Speaking Standardisation

Monitoring

ET Name Number of

Examiners

Month/Year

New / ‘inactive’ Speaking Examiners

Current Speaking Examiners

Re-monitoring Examiners

Administrator Signature

Examiner Trainer Signature(s)

ET 1:

ET 2:

ET 3:

Date of work plan

EXAMPLES OF MISCONDUCT AND GROSS NEGLIGENCE – APPENDIX 53


Examples of Misconduct, Gross Misconduct and

Gross Negligence

This list is intended for guidance only. It is not exhaustive.

1. Misconduct

1.1. Informal proceedings

When an Examiner Trainer:

Is late to any IELTS meeting (including standardisation or any other meeting) on one occasion, without

prior notification and approval or good reason (i.e. for reasons that were out of the Examiner Trainer’s

control and prevented them from giving prior warning).

Does not respond to emails in an appropriate time frame (72 hours).

Does not submit an accurate work plan within agreed time frame.

Does not adhere to deadlines.

1.2. Formal – first written warning on first instance of misconduct


1. Is late more than once for any IELTS meeting without giving prior warning or without good reason (i.e. for

reasons that were out of the Examiner Trainer’s control and prevented them from giving prior warning).

‘Late’ is defined as any time after the official start time of the meeting.

2. Does not adhere to the terms of the Agreement with the Centre (appendix 52a).

3. Is not suitably polite to an applicant, Examiner, colleague or other member of IELTS staff.

4. Dresses improperly – does not adhere to the IELTS centre’s dress code.

5. Has his/her name appearing on the Internet, and/or in print, advertising the fact that the person is an IELTS

Examiner Trainer.

6. Behaves in a culturally inappropriate manner, e.g. physical contact, use of names.

7. Responds negatively to guidance or advice from the Administrator or Examiner Support Coordinator.

8. Refuses to participate as a team member.

1.3. Formal – final written warning on first instance of misconduct


1. Is unreliable, e.g. does not attend a pre-arranged IELTS meeting (for an unacceptable reason).

2. Swears or speaks rudely in front of an applicant, Examiner, colleague or member of IELTS staff.

3. Copies part(s) of a candidate’s Speaking test.

4. Is negative towards the IELTS administration and/or makes insulting or defamatory remarks which undermine

the work of the administration and/or the institution providing the IELTS test, including via social media.

5. Refuses to attend meetings as required.

6. Does not deliver standard length workshops.

EXAMPLES OF MISCONDUCT AND GROSS NEGLIGENCE – APPENDIX 53


2. Gross misconduct


1. Makes offensive comments (e.g. racist, sexist) to an applicant, Examiner, colleague or other member of IELTS staff.

2. Is violent in any way towards an applicant, Examiner, colleague or IELTS staff member.

3. Swears at or speaks rudely to an applicant, Examiner, colleague or member of IELTS staff.

4. Conducts mock IELTS exams in an institution and gives IELTS ‘scores’ for candidates sitting for the mock Speaking test.

5. Interviews an applicant known to the Examiner Trainer.

6. Is found to have given a presentation or class on the IELTS test and has given out specific information regarding

the test, e.g. marking, band descriptors, or some Speaking questions.

7. Accepts a gift from a friend, family member or teacher of an IELTS candidate or from an IELTS candidate

8. Willfully destroys any equipment.

9. Is fraudulent in actions of any kind involving the test.

10. Removes monitoring or certification materials from a centre.

11. Claims to represent the British Council, Cambridge English Language Assessment or IDP:IELTS Australia Pty Ltd without authority.

12. Publicly criticises an IELTS centre, the IELTS test or Test Partners in any way, including via social media.

13. Steals test material, band descriptors or training material.

14. Commits any fraud against the IELTS test.

15. Awards incorrect scores for payment.

3. Gross negligence


1. Leaves any secure materials unattended.

2. Has a copy of the band descriptors in his/her possession outside the centre.

3. Has a copy of live test material in their possession without appropriate written permission.

GUIDELINES FOR DISCIPLINARY INTERVIEWS – APPENDIX 54


Guidelines for Disciplinary Interviews

1. Informal interviews

It is possible to resolve some disciplinary problems effectively without having to use formal action, especially if you act

earlier rather than later. Ignoring a problem initially makes it likely to get worse rather than better.

The following list will help you to conduct an informal interview in an effective manner:

1.1. Give feedback promptly. Choose an appropriate time and place to talk.

1.2. Be specific. Explain what you have noticed about the Examiner Trainer’s behaviour and how it affects other

people or the quality of their work.

1.3. Take responsibility for the feedback. Use ‘I’ rather than ‘we’.

1.4. Ask questions and listen.

1.5. Don’t make assumptions.

1.6. Seek agreement on what needs to change – and then agree specific, clear action points.

1.7. Make it clear that if the Examiner Trainer does not implement the action points, formal action for poor

performance or misconduct will be taken.

1.8. Ensure that the Examiner Trainer understands that the record of the informal interview is removed from their Examiner Trainer file and the database after one year providing they have implemented the action points.

1.9. Keep a written record of the interview. Send this to the Examiner Trainer with the covering letter (see appendix 56/57).

2. Disciplinary interviews

2.1. Before the interview

Give the Examiner Trainer at least one week’s warning of a disciplinary interview. Inform the Examiner

Trainer in writing (see appendix 56/57/58).

Try to organise the interview at a mutually convenient time.

Allow at least an hour for the interview and do not commit to any other meeting directly afterwards

in case it overruns.

Ensure the meeting is held in a suitable location where there will be no interruptions.

Gather any information you wish to present at the meeting – this may be in written form, for example,

written statements from individuals. Print the information out before the meeting and place in a file

for easy access.

Consider what explanations may be offered by the Examiner Trainer and, if possible, check them out beforehand. Also consider if there are special circumstances that might need to be taken into account, such as personal or other issues which might be affecting performance or conduct.

Check in advance if the Examiner Trainer is to be accompanied.

Ensure that the other person who will keep a written record is available for the whole interview. Explain

clearly to them what their role is, the format in which you require the written record, when you need it by

and that they are not expected to be involved in any other way with the interview (for example by asking

questions).

A disciplinary interview should not be rigidly structured – however, it is a good idea to draft out a broad

agenda for yourself of the key issues you want to cover.

GUIDELINES FOR DISCIPLINARY INTERVIEWS – APPENDIX 54


2.2. In the interview – key points

Introduce yourself and the other person present in the interview to the Examiner Trainer and whoever is

accompanying them (if applicable). Explain to the Examiner Trainer that the other person is there to make a

written record and that they will not be involved in any other way with the interview. Inform the Examiner

Trainer the interview will be digitally recorded. The Examiner Trainer can have access to the recording at

the Test Centre (only).

Explain the role of the person accompanying the Examiner Trainer. They are there to give support and

can ask questions in the interview if they need to – they should participate as fully as possible in the

interview. However, they should not answer questions on behalf of the Examiner Trainer.

Explain that you are there to consider whether disciplinary action should be taken under the IELTS Examiner Trainer disciplinary procedures.

Outline the structure of the meeting and what will be covered. Check that the Examiner Trainer has understood.

Explain that anyone involved can ask for a short break at any time during the interview.

Explain the details of the poor performance, misconduct, gross misconduct or gross negligence by going

through the information. If you have statements from individuals, ensure that the Examiner Trainer can

see them now if they have not had access to them earlier.

Allow the Examiner Trainer to recount the incident, describe what happened and to answer any questions fully.

Allow them to ask questions, to present their own information and to ask that other individuals are

approached to make written statements. The interview should be a two-way process so encourage the

Examiner Trainer to talk freely.

Keep the discussion relevant to the case, as the interview should focus on establishing the facts.

Allow the Examiner Trainer to consult with the person accompanying them and to do this privately if necessary.

Summarise points throughout the interview to check that you have understood. At the end of the meeting,

summarise the main points. Ask the Examiner Trainer if they feel that they have had a fair opportunity to

present their version of events. Check that they do not wish to add anything further.

Explain what happens next. Never make a decision without allowing yourself at least a short time to

review and reflect.

2.3. After the interview

Follow the procedures as detailed in section ET3.2.

Use the appropriate model texts – see appendix 56/57/58.

Make sure that all records are kept for the correct length of time on the Examiner Trainer’s file

and on the database.

MODEL TEXT FOR EXAMINER TRAINER MONITORING (STANDARD) – APPENDIX 55


Model Text for Examiner Trainer Monitoring (Standard rating)


I am writing to you because I have feedback on your performance from monitoring. Your copy of the monitoring

feedback form is (attached to this email).

As you can see from the monitoring feedback form, I’m pleased to tell you that all aspects of your performance were

rated Satisfactory.

Yours sincerely


Copy to Centre Administrator

MODEL TEXTS FOR EXAMINER TRAINER MONITORING (NON STANDARD) – APPENDIX 56


Model Texts for Non Standard Monitoring

Template 1.1. Request for meeting


I am writing to you because I have feedback on your performance from monitoring. Your copy of the monitoring

feedback form is attached.

As you can see from the monitoring feedback form, not all aspects of your performance were rated Standard and this

has triggered a final written warning.

I would like to talk to you about this monitoring result.

Please indicate which date and time suits you (insert options for dates and times).

Yours sincerely

(Examiner Support Coordinator) Copy to Centre Administrator

Template 1.2. Email to follow meeting


Thank you for your time to discuss your recent Non-Standard monitoring result.

As a result of the interview, we agreed the following action points: (Action points)

You will be monitored again the next time you undertake this activity. Please consult the Examiner Trainer Handbook

for detailed information on monitoring follow up.

Yours sincerely


Template 1.3. Withdrawal of Examiner Trainer status


Thank you for your time to discuss your recent Non-Standard monitoring result.

As a result of your (Non-Standard A/B) your Examiner Trainer status has been withdrawn. My decision has been

confirmed by the PSN Manager after a thorough review of all of the documentation. You are no longer eligible to carry

out the responsibilities of an Examiner Trainer at any IELTS centre.


days of receiving this notification and send it to (name and contact details for the PSN Manager’s line

manager). There is a template for appeals in writing in the Examiner Trainer Handbook. The PSN Manager’s line

manager will respond to your appeal within 4 weeks of receiving all of the documentation. The PSN Manager’s line

manager may want to contact you to discuss your appeal, so please ensure that you include email and telephone

contact details in your letter or email. The decision of the PSN Manager’s line manager is final.

Yours sincerely




Model Texts for Misconduct

This appendix provides model texts for misconduct under the following areas and steps.

1. INFORMAL PROCEDURES

Template 1.1. Request for informal interview

Template 1.2. Email to follow informal interview


2. FORMAL PROCEDURE – FIRST WRITTEN WARNING

Template 2.1. Request for interview




Template 2.5. Letter to follow interview (performance has improved to the required standard)



Template 2.7. Request for disciplinary interview before the end of the warning period (deterioration in

performance / repeated misconduct or failure to implement the action plan)

Template 2.8. Letter to follow disciplinary interview (not misconduct, deterioration in performance or

failure to implement action plan)

Template 2.9. Letter to follow disciplinary interview (misconduct or deterioration in performance – final written

warning): Go to template 2.6 – final written warning

3. FORMAL PROCEDURE – FINAL WRITTEN WARNING

Template 3.1. Request for disciplinary interview – first incident of misconduct

Template 3.2. Letter to follow disciplinary interview (not misconduct)

Template 3.3. Letter to follow disciplinary interview (misconduct – final written warning with action plan



Template 3.6. Letter to follow interview (action plan has not been implemented – withdrawal of

Examiner Trainer status and the Invitation to Examine and certification status)

Template 3.7. Request for disciplinary interview before the end of the warning period (further

misconduct, deterioration in performance or failure to implement action plan)


failure to implement the action plan)

Template 3.9. Letter to follow disciplinary interview (further misconduct or failure to implement the action plan –

withdrawal of Examiner Trainer status and the Invitation to Examine and certification status)



1. INFORMAL PROCEDURES

Template 1.1. Request for informal interview


I am writing to arrange a time to talk with you about your performance as an Examiner Trainer.

(Details of informal misconduct)

Please indicate which date and time suits you (insert options for dates and times) to discuss this matter.

Yours sincerely


Template 1.2. Email to follow informal interview


Thank you for your time to discuss your recent performance.

As a result of the interview, we agreed the following action points:

(Action points)

If there is no repetition of the poor performance or deterioration in your performance and you implement the action

points in the 12 months from the date of this letter, I will remove the written record of this poor performance from your

Examiner Trainer file and the database.

Please consult the Examiner Trainer Handbook for detailed information on disciplinary matters.

Yours sincerely




I am writing to inform you that the 12-month period following our informal meeting has now come to an end.

I am pleased to confirm that you were able to implement the agreed action points and that there has been no

repetition of any misconduct nor any deterioration in your performance. Therefore, I will remove all written records of

the informal meeting from your Examiner Trainer file and the database.


Yours sincerely




2. FORMAL PROCEDURE – FIRST WRITTEN WARNING

Template 2.1. Request for interview


I am writing to you as part of the IELTS Examiner Trainer misconduct procedures. Full details of IELTS Examiner

Trainer misconduct procedures are in the Examiner Trainer Handbook. Please ensure that you are familiar with this

section of the Handbook.

In this email, I will detail an incident which may be considered misconduct on your part. I would like you to consider the

contents of this email carefully and then attend a disciplinary interview.

The purpose of the disciplinary interview is:

To confirm which standards, if any, are not being met.





person in the interview (name and post title of the other person). His/her role will be to keep a written record of the

interview; he/she will not be asking any questions. You will be sent a copy of the written record; it will also be kept on

your Examiner Trainer file and on the database. The interview will be digitally recorded. The recording can be


After the interview, I will contact you again in writing to confirm the outcome of the disciplinary interview; this email will

also contain the written record of the interview. If it is decided the incident was not misconduct, no further action will

be taken. If it is misconduct, the letter will contain a first written warning.

The details of the incident are as follows:

(details of misconduct)

Please indicate which date and time suits you (insert options for dates and times).

Yours sincerely (Examiner Support Coordinator) Copy to Centre Administrator and PSN Manager



Thank you for attending the disciplinary interview under the IELTS Examiner Trainer misconduct procedures.




misconduct. I will remove all written records of this incident from your Examiner Trainer file and the database.


Yours sincerely (Examiner Support Coordinator) Copy to Centre Administrator









given a first written warning under the IELTS Examiner Trainer misconduct proceedings.

This first written warning will be placed on your Examiner Trainer file and on the database and will remain in force for a period of 12 months from the date of this letter. During this time your performance will be monitored and is expected to improve.


determine if your performance has improved. If this is the case, the first written warning will be removed from your


If the misconduct is repeated, or your performance deteriorates in any way during the 12-month warning period, you

will be required to attend another disciplinary interview immediately. The likely outcome of any repeated misconduct

or deterioration in performance is a final written warning.

The nature of the misconduct was:


(level of improvement sought)

There are two copies of this letter – please sign and date at the bottom of one of the letters to confirm that you have

received and understood the first written warning and then return it to me. You may keep the other copy for your

records.

Yours sincerely


I have received and understood the first written warning.

Examiner Trainer name Date

Signature




Dear (name of Examiner Trainer) I am writing at the end of your 12-month warning period under the IELTS Examiner Trainer misconduct procedures.

You are required to attend an interview. The purpose of this interview is to determine if your performance has

improved to the required standard. If this is the case, the first written warning will be removed from your Examiner

Trainer file and the database. If your performance has not improved sufficiently, proceedings for a final written

warning will begin.

You may be accompanied in the interview by a person of your choice. If you wish to be accompanied, please notify me

in writing prior to the interview of the person’s name. I will conduct the interview. There will also be one other person in

the interview (name and post title of the other person). Their role will be to keep a written record of the interview;

they will not be asking any questions. You will be sent a copy of the written record; it will also be kept on your

Examiner Trainer file and on the database. The interview will be digitally recorded. The recording can be accessed at


After the interview I will contact you again in writing to confirm the outcome of the interview; this letter will also contain



be able to attend. My contact details are (address and / or email address).

Yours sincerely


Template 2.5. Letter to follow interview (performance has improved to the required standard)


Thank you for attending the interview under the IELTS Examiner Trainer misconduct procedures.



improved to the required standard. I will remove all written records of this incident from your Examiner Trainer file and

the database.


Yours sincerely







Thank you for attending the interview at the end of your warning period under the IELTS Examiner Trainer

misconduct procedures.

Following the interview and having considered all of the information, I have decided that your performance has not

improved to the required standard. I am writing to confirm my decision that you be given a final written warning under

the IELTS Examiner Trainer misconduct proceedings.

This final written warning will be placed on your Examiner Trainer file and on the database and will remain in force for

a period of 12 months from the date of this letter. Accompanying this final written warning is an action plan for

improvement. You will be expected to implement the action plan.







withdrawal of Examiner Trainer status and the Invitation to Examine and certification status.




(Details of the misconduct / deterioration in performance)



Yours sincerely, (Examiner Support Coordinator) Copy to Centre Administrator



Signature Action plan for improvement – to accompany final warning


List here specific areas for improvement in Examiner Trainer requirements and standards. e.g. approval of Examiner applications

List here improvement objectives (action to be taken to enable improvement). e.g. 100% of approved Examiner applications must match the Examiner MPRs – to be monitored by EXAMINER SUPPORT COORDINATOR every application approval session


ESC name

ESC signature



Template 2.7. Request for disciplinary interview before the end of the warning period (deterioration in performance / repeated misconduct or failure to implement the action plan)



Trainer misconduct procedures are in the Examiner Trainer Handbook – please ensure that you are familiar with this


In this letter I will detail (an incident which may be considered further misconduct on your part / further

deterioration in your performance). You are still within the 12-month first written warning period issued in writing on

(date). I would like you to consider the contents of this letter carefully and then attend a disciplinary interview.








interview; they will not be asking any questions. You will be sent a copy of the written record; it will also be kept on



After the interview, I will contact you again in writing to confirm the outcome of the disciplinary interview; this letter will

also contain the written record of the interview. If it is not further misconduct, deterioration in performance or failure to

implement the action plan, no further action will be taken – the original warning period will remain in place. If it is

misconduct, deterioration in performance or failure to implement the action plan, the letter will contain a final written

warning.

The details of the (further misconduct / deterioration in performance / failure to implement the action plan) are

as follows: (details of the incident)



the interview, I will begin formal action for gross misconduct.

Yours sincerely






failure to implement action plan)






misconduct / your performance has not deteriorated / you have been implementing the action plan). I will

remove all written records of this incident from your Examiner Trainer file and the database. However, the first written

warning period remains in place until (date).

Thank you for your help in bringing this issue to a satisfactory conclusion. Yours sincerely


Template 2.9. Letter to follow disciplinary interview (misconduct or deterioration in performance – final written

warning)

Go to template 2.6 – final written warning.



3. FORMAL PROCEDURE – FINAL WRITTEN WARNING

Template 3.1. Request for disciplinary interview – first incident of misconduct





In this letter, I will detail an incident which may be considered misconduct on your part. I consider the incident to be

sufficiently serious to justify starting final written warning procedures. I would like you to consider the contents of this

letter carefully and then attend a disciplinary interview.












also contain the written record of the interview. If it is not misconduct, no further action will be taken. If it is misconduct

or deterioration in performance, the letter will contain a final written warning.

The details of the incident are as follows: (details of the incident)




Yours sincerely


Template 3.2. Letter to follow disciplinary interview (not misconduct)






misconduct. I will remove all written records of this incident from your Examiner Trainer file and the database.





Template 3.3. Letter to follow disciplinary interview (misconduct – final written warning)

Dear (name of Examiner Trainer) Thank you for attending the disciplinary interview under the IELTS Examiner Trainer misconduct procedures.


given a final written warning under the IELTS Examiner Trainer misconduct proceedings. This final written warning

will be placed on your Examiner Trainer file and on the database and will remain in force for a period of 12 months

from the date of this letter. Accompanying this final written warning is an action plan for improvement – you will be

expected to implement the action plan.







withdrawal of Examiner Trainer status and the Invitation to Examine and certification status.




(Details of the misconduct / deterioration in performance)



Yours sincerely




Signature Action plan for improvement – to accompany final warning





ESC name

ESC signature




Dear (name of Examiner Trainer) I am writing at the end of your 12-month warning period under the IELTS Examiner Trainer misconduct procedures.

You are required to attend an interview. The purpose of this interview is to determine if you have implemented the

agreed action plan. If this is the case, the final written warning will be removed from your Examiner Trainer file and

the database. If you have not implemented the action plan, the likely consequence is the withdrawal of Examiner

Trainer status (and the Invitation to Examine and certification status).










be able to attend. My contact details are (address and / or email address).

Yours sincerely







Following the interview and having considered all of the information, I have decided that you have implemented the

agreed action plan. I will remove all written records of this final warning from your Examiner Trainer file and the

database.


Yours sincerely




Template 3.6. Letter to follow interview (action plan has not been implemented – withdrawal of

Examiner Trainer status and the Invitation to Examine and certification status)





Following the interview and having considered all of the information, I have decided that you have not implemented

the action plan. Therefore, I have decided to withdraw your Examiner Trainer status (and the Invitation to Examine

and certification status). My decision has been confirmed by the PSN Manager after a thorough review of all of the

documentation. You are no longer eligible to carry out the responsibilities of an Examiner Trainer (or examine) at any

IELTS centre worldwide.




manager will respond to your appeal within 4 weeks of receiving all of the documentation from the centre. The PSN

Manager’s line manager may want to contact you to discuss your appeal, so please ensure that you include email and

telephone contact details in your letter or email. The decision of the PSN Manager’s line manager is final.

Yours sincerely




Template 3.7. Request for disciplinary interview before the end of the warning period (further

misconduct, deterioration in performance or failure to implement action plan)





In this letter I will detail (an incident which may be considered further misconduct on your part / deterioration in

your performance / failure on your part to implement the action plan). You are still within the 12-month final

written warning period issued in writing on (date). I would like you to consider the contents of this letter carefully and

then attend a disciplinary interview.












also contain the written record of the interview. If it is not further misconduct, deterioration in your performance or a

failure to implement the action plan, no further action will be taken – the original warning period will remain in place. If

it is misconduct or deterioration in performance, the next step is withdrawal of Examiner Trainer status.

The details are as follows:

(details of the misconduct / deterioration in your performance / failure to implement action plan)




Yours sincerely






failure to implement the action plan)






misconduct / you have been implementing the action plan). I will remove all written records of this incident from

your Examiner Trainer file and the database. However, the final written warning period remains in place until (date).


Yours sincerely


Template 3.9. Letter to follow disciplinary interview (further misconduct or failure to implement the action plan – withdrawal of Examiner Trainer status and the Invitation to Examine and certification status)





Following the interview and having considered all of the information, I have decided that (the incident constitutes

misconduct / your performance has deteriorated / you have failed to implement the action plan). Therefore, I

have decided to withdraw your Examiner Trainer status (and the Invitation to Examine and certification status).

My decision has been confirmed by the PSN Manager after a thorough review of all of the documentation. You are no

longer eligible to carry out the responsibilities of an Examiner Trainer or examine at any IELTS centre worldwide.







Yours sincerely


MODEL TEXTS FOR GROSS MISCONDUCT AND GROSS NEGLIGENCE – APPENDIX 58


Model Texts for Gross Misconduct and Gross Negligence

Template 1. Request for disciplinary interview


I am writing to you as part of the IELTS Examiner Trainer performance procedures. Full details of IELTS Examiner

Trainer performance procedures are in the Examiner Trainer Handbook – please ensure that you are familiar with this


In this letter, I will detail an incident which may be considered (gross misconduct / gross negligence) on your part. I

consider the incident to be sufficiently serious to justify starting (gross misconduct / gross negligence) procedures.

The first stage of the IELTS Examiner Trainer (gross misconduct / gross negligence) procedures is immediate

suspension from all IELTS training and examining for any IELTS centre. Therefore, you will not carry out any training

or examining from the date you receive this notification until the (gross misconduct / gross negligence) procedures

are complete.

I would like you to consider the contents of this letter carefully and then attend a disciplinary interview. The purpose of the disciplinary interview is:











also contain the written record of the interview. If it is not (gross misconduct / gross negligence), no further action

will be taken. If it is (gross misconduct / gross negligence), the letter will contain the withdrawal of Examiner

Trainer status and the Invitation to Examine and certification status.

The details of the incident are as follows: (details of the incident).



the interview, I will automatically withdraw your confirmation of Examiner Trainer status and the Invitation to Examine

and certification status.

Please sign and date at the bottom of this letter to confirm that you have received and understood the suspension

from training and examining and then return it to me. Please keep a copy for your records.

Yours sincerely


I have received and understood that I am immediately suspended from all IELTS Examiner Trainer duties and

examining until the gross misconduct or gross negligence procedures are completed.


Signature



Template 2. Letter to follow disciplinary interview (not gross misconduct / gross negligence)


Thank you for attending the disciplinary interview under the IELTS Examiner Trainer (gross misconduct / gross


The details of the interview were as follows: (Details of interview proceedings).

Following the interview and having considered all of the information, I have decided that the incident was not (gross

misconduct / gross negligence). I will remove all written records of this incident from your Examiner Trainer file and

the database.


Yours sincerely, (Examiner Support Coordinator) Copy to Centre Administrator

Template 3. Letter to follow disciplinary interview (final written warning)






given a final written warning under the IELTS Examiner Trainer (gross misconduct / gross negligence)

proceedings. This means that (your actions were not considered serious enough to be considered gross

misconduct / gross negligence OR the genuine mitigating circumstances do not justify the withdrawal of

Examiner Trainer status and the Invitation to Examine and certification status).

This final written warning will be placed on your Examiner Trainer file and on the database. It will remain in force for a


improvement – you will be expected to implement the action plan.




If the (gross misconduct / gross negligence) is repeated, if there is any deterioration in your performance or you do

not implement the action plan during the 12-month warning period, you will be required to attend another disciplinary

interview immediately. The likely outcome of any repeated (gross misconduct / gross negligence) or deterioration

in performance is the withdrawal of Examiner Trainer status and the Invitation to Examine and certification status.

The nature of the (gross misconduct / gross negligence) was: (details of the gross misconduct / gross

negligence).






Signature Continued on next page



Action plan for improvement – to accompany final warning





ESC name

ESC signature

Template 4. Letter to follow disciplinary interview (gross misconduct / gross negligence – withdrawal of Examiner Trainer status and the Invitation to Examine and certification status)






Following the interview and having considered all of the information, I have decided that the incident does constitute

gross misconduct / gross negligence. Therefore, I have decided to withdraw your Examiner Trainer status and

the Invitation to Examine and certification status. My decision has been confirmed by the PSN Manager after a

thorough review of all of the documentation. You are no longer eligible to carry out the responsibilities of an

Examiner Trainer or examine at any IELTS centre worldwide.







Yours sincerely


MODEL TEXT FOR APPEALS – APPENDIX 59


Model Text for Appeals

Examiner Trainers may appeal against the withdrawal of Examiner Trainer status (and the Invitation to Examine and certification status) following misconduct, gross misconduct or gross negligence proceedings.

All appeals must be made within 20 working days of receipt of the written notification of the withdrawal of Examiner Trainer status.

All other issues or complaints should be dealt with through the IELTS Examiner Trainer feedback or the grievance (section ET3.3) procedures.

Below is a model text which Examiner Trainers may use when making an appeal.

Dear (name of PSN Manager’s line manager)

Re: Withdrawal of Examiner Trainer status

Examiner Trainer name:

Name of Examiner Support Coordinator:

Date of receipt of notification:

I am writing to formally appeal against the withdrawal of Examiner Trainer status. I enclose with this letter / I attach

with this email a copy of the official notification letter.

I am appealing against this decision for the following reasons:

(Detail reasons for appeal)

My contact details are as follows:

(email address)

(telephone numbers with full codes)

I confirm that I have copied this letter / email to the Examiner Support Coordinator.

Yours sincerely

(Name of Examiner Trainer)

EXAMINER TRAINER FEEDBACK FORM – APPENDIX 60


Examiner Trainer Feedback Form

The Examiner Support Coordinator gathers general feedback from all Examiner Trainers in their region a minimum of

once a year. One possible method to collect feedback is to give out feedback forms.

The following feedback form is a model which can be customised by Examiner Support Coordinators to incorporate

any further, region-specific feedback that the Examiner Support Coordinator may require.


Please use this opportunity to give me feedback on any aspect of your duties as an IELTS Examiner Trainer.

If there are no comments in the boxes, I will assume that you do not wish to see any changes to the current

systems for that particular aspect. I will respond to your feedback either in writing or in an IELTS Examiner

Trainer meeting.

Examiner Trainer duties – approval of application forms, interviewing Examiner applicants, delivering training

and standardisation, monitoring.

Examiner Trainer training, certification, standardisation, recertification and monitoring.

Examiner Trainer administration – disciplinary action, grievances, feedback, communication, transfers,

working with more than one centre.

PSN documentation – the IELTS Examiner Trainer Handbook including the Code of Practice.

Please use this section to give me feedback on anything that has not been covered in the sections above.

Thank you for taking the time to complete this form.

EXAMINER TRAINER GRIEVANCE FORM – APPENDIX 61


Examiner Trainer Grievance Form

This form is to be used both by the Examiner Trainer and by the person hearing the grievance. The Examiner Trainer completes the form within 20 working days of any incident.


SECTION A – TO BE COMPLETED BY THE EXAMINER TRAINER WITH THE GRIEVANCE

DETAILS OF GRIEVANCE

Date of the decision / action causing the grievance

Name(s) of the individual(s) causing the grievance

Position title(s) of the individual(s) causing the grievance

Brief outline and reasons for grievance (continue on a separate sheet if necessary)

Examiner Trainer signature SECTION B – TO BE COMPLETED BY THE PERSON HEARING THE GRIEVANCE (AND RETURNED WITHIN 4 WEEKS OF RECEIPT)

Name of person hearing the grievance

Position title of person hearing the grievance

Date of written response to the grievance

Brief outline of action taken.

Signature of the person hearing the grievance

After completion, a copy of this form is retained by / given to the Examiner Trainer’s Examiner Support

Coordinator for filing on the Examiner Trainer’s file and the database.

The original form is returned to the Examiner Trainer within 4 weeks of receipt.

SECTION ESC: EXAMINER SUPPORT COORDINATORS


Section ESC

Examiner Support Coordinators

Section Contents

ESC1.1: Examiner Support Coordinator Recruitment .................................................................................... 243

ESC1.2: Examiner Support Coordinator Duties and Responsibilities ............................................................ 244

ESC1.3: Examiner Support Coordinator Responsibilities for Examiner Disciplinary Action........................... 247

ESC1.4: Examiner Support Coordinator Annual Meeting ............................................................................... 247

Relevant Appendix

Appendix 62: Examiner Support Coordinator Quarterly PSN Report ............................................................. 248

Appendix 63: ESC Feedback on Performance of Examiner Trainer .............................................................. 250

Appendix 64: ESC Report to PSN Manager after Examiner Trainer Training or Standardisation ................. 251



ESC1.1: Examiner Support Coordinator Recruitment

The role of the Examiner Support Coordinator is to ensure the effective operation of the IELTS PSN system in their

region as defined by IDP:IELTS Australia Pty Ltd or British Council. The Examiner Support Coordinators are appointed

by either Test Partner and will report back to them directly through the PSN Manager.

1. Recruitment IDP:IELTS Australia Pty Ltd and British Council are responsible for the recruitment of Examiner Support Coordinators.

The recruitment process for Examiner Support Coordinators is transparent and subject to the recruitment policies of

IDP:IELTS Australia Pty Ltd and British Council.

2. Examiner Support Coordinator Minimum Professional Requirements (MPRs) The Examiner Support Coordinator MPRs contain a list of requirements which must be met in order to continue with

the application process to become an Examiner Support Coordinator. The MPRs cover three main areas:

Qualifications

Teaching and Examining Experience


2.1. Qualifications An advanced degree in a relevant field (e.g. Applied Linguistics, TESOL [Teaching English to Speakers of Other

Languages], Education with TESOL components etc.); or a TEFL/TESOL qualification at Diploma level, such as the

Cambridge English Language Assessment DELTA or the Trinity College Licentiate Diploma.

IELTS Examining Experience: The applicant must be an active IELTS Examiner Trainer. An active Examiner Trainer is someone who has carried

out some aspect of Examiner Trainer responsibilities in the six months leading up to their application and is fully up

to date with Examiner Trainer training.

2.2. Teaching and examining experience

Essential

5 years’ full time teaching experience (or the equivalent part time).

The majority of the classes taught will be adult students (16 years and above).

4 years’ IELTS examining in Speaking module OR 2 years’ IELTS examining (Speaking module) and a minimum of 600 candidates examined.

2 years’ experience as an IELTS Examiner Trainer.

Sound certification history (as determined by the IELTS Test Partners).

Sound monitoring history (as determined by the IELTS Test Partners).

Experience of recruitment and selection procedures.

Experience in managing people and leading a team.

Experience of operating a performance management system which includes the ability to assess

performance against set criteria and conflict resolution.

2.3. Professional attributes and interpersonal skills

An Examiner Support Coordinator applicant:

Demonstrates competent IT skills including knowledge and use of Microsoft Office.

Demonstrates strong communication skills including the ability to provide effective written and verbal feedback and report writing skills.

Completes tasks accurately and in sufficient detail and to the required deadline.




Demonstrates the ability to make quality decisions.


Supports the IELTS test in all forums.



ESC1.2: Examiner Support Coordinator Duties and

Responsibilities

1. Primary objective

To ensure the effective operation of the IELTS Professional Support Network in their designated region.

2. Line of management

Examiner Support Coordinators report directly back to the PSN Manager at IDP:IELTS Australia Pty Ltd and British

Council. Each Partner is responsible for the management of the Examiner Support Coordinators appointed by them.

There is an annual evaluation of the performance of Examiner Support Coordinators by the PSN Manager on behalf

of the Test Partner.

3. Duties and responsibilities – a summary

3.1. To work with the PSN Manager at IDP:IELTS Australia Pty Ltd or British Council to ensure that the aims of the PSN are met.

3.2. To coordinate the Examiner Trainer system in their designated region – including the recruitment, training,

standardisation and ongoing monitoring and performance assessment of Examiner Trainers.

3.3. To manage the Examiner Trainers in their region, ensuring that they are performing to standard, including taking

disciplinary action where appropriate.

3.4. To support and assist Administrators and Examiner Trainers in the management of Examiner performance,

including dealing with incidences of poor performance, misconduct, gross misconduct and gross negligence.

3.5. To support and assist Administrators in dealing with Examiner feedback and grievances.

3.6. To contribute to the review and development of the Examiner and Examiner Trainer elements of PSN and the

annual review of PSN documentation.

4. Duties and responsibilities – in detail

4.1. Examiner recruitment (section E1)

Giving guidance to Examiner Trainers on qualifications that are difficult to assess or documentation

that is difficult to verify.

4.2. Examiner monitoring (sections E2.3 to E2.6) – the Examiner Support Coordinator is responsible for:

Requesting all documentation from the Administrator.

Conducting separate phone interviews with the Examiner and the Administrator.

Making a final decision on the appeal.

Responding to the appeal within 4 weeks of receipt of the materials from the Administrator.

The response is copied to the Administrator.

4.3. Examiner disciplinary action (section E3.2 and E3.3) – the Examiner Support Coordinator is responsible for:

Removing first and final warnings after 12 months with no further incident of misconduct, gross

misconduct or gross negligence or no further deterioration in performance.

Advising the Administrator as required.



4.4. Examiner Trainer recruitment (section ET1) – the Examiner Support Coordinator is responsible for:

Identifying the need for a new Examiner Trainer.

Initiating Examiner Trainer recruitment in consultation with the Centre Administrator.

Distributing the electronic recruitment information pack (section ET1.1).

Receiving and approving or rejecting applications and informing successful and unsuccessful

applicants and the Centre Administrator (section ET1.3).

Arranging interviews, leading the interview panel and informing successful and unsuccessful

applicants and the Centre Administrator (section ET1.4).

4.5. Examiner Trainer training (section ET2.1) – the Examiner Support Coordinator is responsible for:

Distributing the Confidentiality Undertaking to trainees.

Collecting and filing signed copies of the Confidentiality Undertaking.

Arranging and delivering training.

Screening out unsuitable Examiner Trainer trainees based on set criteria.

Informing successful and unsuccessful candidates individually.

Informing Centre Administrator and PSN Manager of successful and unsuccessful candidates.

4.6. Examiner Trainer appointment (section ET3.1a) – the Examiner Support Coordinator is responsible for:

Preparing and sending the confirmation of Examiner Trainer status and Code of Practice to the Examiner Trainer, and a copy to the Centre Administrator.

Collecting and filing the signed forms confirming that Examiner Trainers have read and understood the PSN documentation.

4.7. Examiner Trainer standardisation and recertification (section ET2.2) – the Examiner Support Coordinator is

responsible for:

Delivering standardisation as required.

Supporting the Examiner Trainer before the attempt at recertification with a second set of materials.

4.8. Examiner Trainer monitoring (section ET2.3) – the Examiner Support Coordinator is responsible for:

Completing feedback on the Examiner Trainer’s performance in approving application forms

(appendix 47). This is done once every 2 years after the first session after appointment.

Completing feedback on the Examiner Trainer’s performance in training by monitoring certification pass rates (appendix 48). This is done once every 2 years after appointment.

Completing feedback on the Examiner Trainer’s performance in Examiner monitoring (appendix

49). This is done once every 2 years after the first session after appointment. A monitoring session

involves the Examiner Support Coordinator reviewing the monitoring reports including completed

feedback forms for the Speaking module for five Examiners. These are chosen at random by the

Examiner Support Coordinator.

Conducting the annual performance review of the Examiner Trainer (appendix 63). The annual

feedback from Administrators (appendix 50) will be collated and communicated to Examiner Trainer

as part of the appendix 63.

Ensuring that all monitoring feedback forms are accompanied by the appropriate covering letter

(appendix 55 and 56).

Preparing the quarterly report on Examiner Trainer monitoring for the PSN Manager (appendix 62).



4.9. Examiner Trainer disciplinary action (sections ET3.2 and ET3.3).

Deciding on which disciplinary action to take.

Informing the Examiner Trainer of the disciplinary action to be taken by using the templates provided in appendix 56/57/58.

Ensuring the Examiner Trainer is fully informed of the procedures for disciplinary action.

Investigating fully any incidences of poor performance, misconduct, gross misconduct or gross negligence.

Organising and leading informal interviews according to the guidelines in appendix 54.

Organising and leading disciplinary interviews according to the guidelines in appendix 54.

Consulting the PSN Manager as appropriate and keeping the PSN Manager and Administrators informed.

Issuing first or final written warnings.

Organising follow-up interviews for first or final written warnings.

Deciding whether to withdraw Examiner Trainer status (and the Invitation to Examine and certification status, where appropriate).

Ensuring the Examiner Trainer is fully informed of the procedures for appeal.

Advising the PSN Manager to withdraw the Invitation to Examine and certification status, where appropriate, on the database.

4.10. Examiner Trainer grievances, feedback and communication (section ET3.3) – the Examiner Support Coordinator is responsible for:

Hearing the Examiner Trainer’s issue or complaint and attempting to resolve it informally and directly.

Receiving the Examiner Trainer’s written grievance form (appendix 61) and, if the grievance does not

involve the Examiner Support Coordinator, making a final decision, recording it on the form and

communicating that decision to the Examiner Trainer within 4 weeks of receipt of the grievance form.

Filing Examiner Trainer grievance forms on the Examiner Trainer file.

Gathering feedback from Examiner Trainers every year and responding to the feedback directly.

Passing any relevant information to Examiner Trainers, a minimum of twice per year.

4.11. Examiner Trainer transfers and sharing Examiner Trainer resources (section ET3.1a and b) – the Examiner Support Coordinator is responsible for:

Receiving notice of transfer from the Examiner Trainer (departing region).

Sending all relevant information to the Examiner Trainer’s new Examiner Support Coordinator (departing region).

Confirming that a transferring Examiner Trainer can be used by centres in the Examiner Support

Coordinator’s region (receiving region).

Accessing all relevant information about the transferring Examiner Trainer.

4.12. The Examiner Support Coordinator role – the Examiner Support Coordinator is responsible for:

Completing the PSN report (appendix 62) quarterly. The PSN reports are sent to the PSN Manager.

Working with the PSN Manager at IDP:IELTS Australia Pty Ltd or British Council to ensure that the aims of the PSN are met.

Attending the annual Examiner Support Coordinator meeting.

Participating in the annual review of Examiner Support Coordinator performance.

Participating in the regular reviews of PSN documentation.

Contributing to the review and development of the Examiner and Examiner Trainer elements of the PSN.



ESC1.3: Examiner Support Coordinator Responsibilities for

Examiner Disciplinary Action

Centre Administrators must contact their Examiner Support Coordinator before proceeding with any formal

disciplinary action against an Examiner.

Steps for Examiner Support Coordinator to take:

1. Collect evidence to determine if the disciplinary case is informal, formal first, formal final or removal of ITE and


2. Link disciplinary case to the COP.

3. Recommend the correct template letter.

4. Recommend note-taker for disciplinary interview.

5. Inform PSN Manager if the incident is Gross Misconduct, Gross Negligence or may lead to the removal of the Invitation to Examine and certification status.

6. If removing ITE and certification status, ensure that:

– All the procedures were correctly followed.

– All investigations were carried out fully and fairly.

– All mitigating circumstances were given due consideration.

– Any legal risk was fully assessed.

ESC1.4: Examiner Support Coordinator Annual Meeting

The Examiner Support Coordinators will have an opportunity to meet on an annual basis. All costs associated with

this meeting will be covered by IDP:IELTS Australia Pty Ltd or British Council.

These meetings will provide an opportunity for Examiner Support Coordinators to:

Standardise.

Share best practice.

Discuss relevant issues.

Make recommendations to management.

Contribute to the review and development of the Examiner and Examiner Trainer elements of PSN and the PSN documentation.

ESC QUARTERLY PSN REPORT – APPENDIX 62


Examiner Support Coordinator Quarterly PSN Report

Examiner Support Coordinators complete this report and return it to the PSN Manager at the respective Test Partner. The information will also contribute to the ongoing development of PSN which takes place at the annual meeting of Examiner Support Coordinators (section ESC1.4).

Name of ESC Region covered

Period of time covered by this report

EXAMINER RECRUITMENT Centres recruiting Examiners

Centres needing to recruit Examiners – action

planned

Additional recognised qualifications to add to

list

Other Examiner recruitment related feedback

EXAMINER MONITORING Number of appeals received from Examiners

and action taken

Other Examiner monitoring related feedback

(list any patterns emerging/concerns

identified)

EXAMINER ADMINISTRATION Help requested by Administrators (please

indicate type of queries and assistance

provided)

Number of Examiner grievances heard –

nature of the grievance and action taken

Other Examiner Disciplinary action related

feedback

EXAMINER TRAINER RECRUITMENT AND TRAINING Centres requiring new Examiner Trainers and

action planned

Number of applicants successful at

certification

Number of applicants unsuccessful at

certification

Number of Examiner Trainers recruited

Feedback from Examiner Trainer training

Other Examiner Trainer recruitment related

feedback

Other Examiner Trainer Certification and

Training feedback

ESC QUARTERLY PSN REPORT – APPENDIX 62


EXAMINER TRAINER STANDARDISATION AND RECERTIFICATION Number of Examiner Trainers

successful at recertification

Number of Examiner Trainers

unsuccessful at certification

Feedback from Examiner Trainer

standardisation

Other Examiner Trainer Certification

and Training feedback

EXAMINER TRAINER MONITORING Number of Non-Standard ratings and

areas Examiner Trainers were Non-

Standard in (e.g. application form

approval)

Other Examiner Trainer monitoring

related feedback

EXAMINER TRAINER ADMINISTRATION Disciplinary action initiated – reasons

why disciplinary action taken

Legal advice sought – reason why

legal advice was necessary and

outcome

Number of Examiner grievances heard – nature of the grievance and action taken

Other Examiner Trainer administration

related feedback

PSN Which PSN systems are working well?

Which PSN systems would you

recommend reviewing and why?

GENERAL COMMENTS Please note here any other comments

regarding PSN systems and

operations

ESC signature

Date

Please forward completed forms to the PSN Manager. Thank you for your comments.

ESC FEEDBACK ON ET PERFORMANCE – APPENDIX 63


ESC Feedback on Performance of Examiner Trainer

Name of Examiner Trainer

Name of Examiner Support Coordinator

Date

This performance checklist reflects the roles and responsibilities of the Examiner Trainer.

The Examiner Trainer

Yes/No/

NA

Comments (if required)

1. responds to emails in an appropriate time frame (48 hours)

2. responds professionally to feedback

3. acts on feedback provided

4. has complied with the ET Code of Practice and there are no outstanding disciplinary matters

5. conducts recruitment processes to standard (appendix 47)

6. conducts training to standard (appendix 15)

7. sends appendix 16 within an appropriate time frame

8. conducts speaking monitoring to standard (appendix 49a)

9. has received satisfactory in speaking as an Examiner (appendix 19)

10. was an active and positive participant in the ET Standardisation programme (if applicable)

11. submits accurate workplan within agreed time frame

12. notifies ESC of changes to work plan

13. adheres to deadlines

14. keeps ESC informed of any issues in their Centre

15. works professionally with the Administrator(s) (appendix 50)

General Comments: .................................................................................................................................................................... .................................................................................................................................................................... .................................................................................................................................................................... .................................................................................................................................................................... ....................................................................................................................................................................

Please email this form to the ET annually after receiving appendix 50 from the Administrators. Send to PSN Manager with quarterly reports.

ESC REPORT TO PSN MANAGER AFTER TRAINING OR STANDARDISATION – APPENDIX 64


ESC Report to PSN Manager after Examiner Trainer Training or

Standardisation

To be completed after Examiner Trainer Training or Standardisation and sent to the PSN Manager.

Examiner Support Coordinator Name

Type of training (new ET / Standardisation)

Dates of workshop

Workshop Venue

Number of Trainees / Examiner Trainers

Provide feedback on organisation of training venue, suitability of room, equipment provided etc.

Please comment on the proceedings of the training workshop (i.e. timings, administration)

Please comment on the training materials and list any training areas of concern for specific participants

Please comment on participants (i.e. workshop participation, weaknesses / strengths, areas to flag for

monitoring)

Any other comments?

ESC Name and Signature

Date

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