IELTS Professional Support Network (PSN) Manual 2016

IELTS Professional Support Network (PSN) Manual 2016
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,
the PSN Manual must be securely stored at a test centre and signed out/in at all times. Examiner Support Coordinators (ESCs), Examiner Trainers and IELTS Examiners. Copies of
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 Manual 2016 edition – CONFIDENTIAL
Professional Support Network Manual February 2016
Introduction to PSN
Roles and Responsibilities
E 1.2 Examiner Minimum Professional Requirements (MPRs) 6
E 1.3 Assessment of language level – for applicants and Examiners 8
E 1.4 Examiner recruitment interview 10
E 1.5 Examiner induction 11
Recruitment Appendices
Appendix 2 Examiner model advertisement
Appendix 3 Examiner application form
Appendix 4 Examiner Minimum Professional Requirements (MPRs)
Appendix 5 Letter to referee to request confidential assessment of professional attributes and interpersonal skills
Appendix 6 Model texts for assessment of an applicant’s or Examiner’s language level
Appendix 7 Examiner application form approval – cover sheet
Appendix 8 Texts for unsuccessful Examiner applicants (application, interview)
Appendix 9 Texts for successful Examiner applicants (application, interview)
Appendix 10a Guidelines for Examiner interviews
Appendix 10b Record of Interview
Appendix 11 Record for self access induction materials
Appendix 12 Examiner induction confirmation
Appendix 13a Checklist for Examiner recruitment, training and certification
Section E2: Training, certification, standardisation, recertification, monitoring
E 2.1 Examiner training and certification 2
E 2.2 Examiner standardisation and recertification 6
E 2.3 Monitoring and support for new and ‘inactive’ IELTS Examiners 9
E 2.4a PSN monitoring for IELTS Examiners 12
E 2.4b PSN monitoring as a result of Enquiry on Results (EORs) or Jagged Profiles 14
E 2.5 Monitoring categories for IELTS Examiners 16
E 2.6 Action as a result of monitoring 19
E 2.7 Cambridge English Language Assessment sample monitoring 24
Training, certification, standardisation, recertification, monitoring Appendices
Appendix 13b Checklist for Examiner monitoring (new, inactive and current examiners)
Appendix 14 Examiner Confidentiality Undertaking
Appendix 15 Feedback form for Examiner applicants on delivery of training
Appendix 16 Examiner Trainer report to Examiner Support Coordinator after Examiner training
Appendix 17 Model texts for successful training and (re)certification
Appendix 18 Model texts for unsuccessful training and (re)certification
Appendix 19 Speaking module monitoring form
Appendix 20 Writing module monitoring form (Distributed Marking)
Appendix 21 Sign out sheet for Examiner self-access materials
Appendix 22 Guidelines for the secure processing of PSN monitoring materials
Appendix 23 Monitoring materials record form
Appendix 24a Model texts for PSN monitoring
Appendix 24b Withdrawal of Invitation to Examine for poor monitoring performance
Appendix 24c Examiner poor performance – Examiner Trainer Support
Section E3: Administration
E 3.1 Examiner Invitation to Examine and Code of Practice 2
E 3.2 Examiner Disciplinary action 3
E 3.3 Examiner grievance, feedback and communication procedures 8
E 3.4 Examiner transfers between centres 9
E 3.5 Sharing Examiner resources between centres 10
Administration Appendices
Appendix 25 c Letter to Employers
Appendix 25 d Examiner Test Day Briefing
Appendix 26 Examples of Examiner misconduct, gross misconduct and gross negligence
Appendix 27a Guidelines for disciplinary interviews
Appendix 27b Record of Examiner Disciplinary Interview
Appendix 28 Model texts for misconduct
Appendix 29 Model texts for gross misconduct or gross negligence
Appendix 30 Model texts for appeals
Appendix 31 Examiner grievance form
Appendix 32 a Examiner feedback form
Appendix 32 b Examiner Transfer form
Appendix 32 c Shared Examiner Form
Appendix 32 d Withdrawal of ITE checklist
Appendix 32 e Centre Closure – Communication to Examiners
Appendix 32 f Centre Closure – Examiner Document Checklist
EXAMINER TRAINERS
ET 1.1 Examiner Trainer recruitment policy – advertising and communication 2
ET 1.2 Examiner Trainer Minimum Professional Requirements 4
ET 1.3 Examiner Trainer application process 6
ET 1.4 Examiner Trainer recruitment interview 8
Recruitment Appendices
Appendix 34 Examiner Trainer model advertisement
Appendix 35 Examiner Trainer application form
Appendix 36 Examiner Trainer Minimum Professional Requirements (MPRs)
Appendix 37 Examiner Trainer Roles and Responsibilities
Appendix 39 Examiner Trainer application form approval cover sheet
Appendix 40 Texts for unsuccessful Examiner Trainer applicants (application, interview)
Appendix 41 Texts for successful Examiner Trainer applicants (application, interview)
Appendix 42 Guidelines for Examiner Trainer interviews
Section ET2: Training, standardisation, recertification, monitoring
ET 2.1 Examiner Trainer training 2
ET 2.2 Examiner Trainer standardisation and recertification 3
ET 2.3 Examiner Trainer monitoring 5
Training, standardisation, recertification, monitoring Appendices
Appendix 43 Examiner Trainer Confidentiality Undertaking
Appendix 44 Model texts for successful certification, training and recertification
Appendix 45 Model texts for unsuccessful certification, training and recertification
Appendix 46 Examiner Trainer Monitoring Action
Appendix 47 Feedback form for Examiner Trainer approval of application forms
Appendix 48 Certification pass rate spread sheet
Appendix 49a Speaking Monitoring for Examiner Trainer monitoring of Examiners
Appendix 49b Writing Monitoring for Examiner Trainer monitoring of Examiners
Appendix 50 Administrator feedback on general performance of Examiner Trainer
Section ET3: Administration
ET3.1 a Examiner Trainer confirmation of Examiner Trainer status and Agreement with centres 2
ET3.1 b Examiner Trainer Code of Practice 2
ET3.2 Disciplinary action 3
ET3.4 Examiner Trainer transfers 9
ET3.5 Sharing Examiner Trainer resources between centres 9
Administration Appendices
Appendix 52a Agreement between Examiner Trainer and the centre
Appendix 52b Examiner Trainer Workplan
Appendix 53 Examples of poor performance, misconduct, gross misconduct and gross negligence
Appendix 54 Guidelines for disciplinary interviews
Appendix 55 Model text for Examiner Trainer monitoring (standard rating)
Appendix 56 Model texts Examiner Trainer monitoring (non standard rating)
Appendix 57 Model texts for misconduct
Appendix 58 Model texts for gross misconduct or gross negligence
Appendix 59 Model text for appeals
Appendix 60 Examiner Trainer feedback form
Appendix 61 Examiner Trainer Grievance Form
EXAMINER SUPPORT COORDINATORS IELTS Examiner Support Coordinators (ESCs)
ESC1.1 Examiner Support Coordinator recruitment
ESC1.2 Examiner Support Coordinator duties and responsibilities
ESC1.3 Examiner Support Coordinator Responsibilities for Examiner Disciplinary Action
ESC1.4 Examiner Support Coordinator annual meeting
ESC Appendices Appendix 62 ESC Quarterly PSN Report
Appendix 63 ESC Feedback on Performance of Examiner Trainer
Appendix 64 ESC Report to PSN Manager after ET Training or Standardisation
An Introduction to the IELTS Professional Support Network (PSN)
The IELTS 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:
1. That all Examiners rate the samples of spoken and written English accurately and consistently in terms of pre- defined descriptions of performance.
2. That 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 Support Coordinator (ESC)
The PSN Manager
There are two PSN Managers, one based at the British Council and one at IELTS Australia Pty Ltd. Their role includes the implementation and ongoing operation of the PSN and monitoring the performance of the Examiner Support Coordinators
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 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.
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 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 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 complete 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 is modular in format and can be completed together with certification in a two day session per module (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. Monitoring for Speaking and Writing 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 and procedures for dealing with misconduct, gross misconduct and gross negligence.
.
The stages of the IELTS PSN
Recruitment
Training &
Certification
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.
Roles and Responsibilities – Examiner Recruitment – (Sections E1.1 – 1.5 and Appendices 1 – 13a)
Administrator Examiner Trainer ESC PSN Manager IELTS Australia Pty Ltd & BC
Cambridge ENGLISH LANGUAGE ASSESSMENTProcessing of
application forms
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.
Sends copies of all application forms for successful trainees to Head Office
Gives final approval of applications.
Consults on problematic applications with ESC.
Identifies the need for an IELTS test.
Monitors first session of Examiner Trainer approval of applications.
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 recognized 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
Develops local induction input.
Collects signed induction confirmation forms (app 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.
Roles and Responsibilities – Examiner Training, Certification, PSN Documentation and first test – (Sections E2.1, E2.3, E3.1 and Appendices 13b–2 5)
Administrator Examiner Trainer ESC PSN Manager
IELTS Australia Pty Ltd & BC
Cambridge English Language Assessment
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. Copy also sent to Head Office.
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 Pass Rates form
Delivers training.
Approves applicants for certification.
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
Informs ESC of Examiner pass rate for Examiner Trainer monitoring.
Provides up to date certification materials. Provides timely information as relevant on certification materials.
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.
Copies of signed documentation sent to Head Office
Agrees monitoring plan for new and inactive examiners.
New Examiners’ first test
Arranges first test session. Schedules restricted number of candidates: minimum of 3 and maximum of 6 candidates in each module. 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 7 days of test date.
Completes monitoring feedback forms and returns to Administrator within 7-10 days of test date.
Roles and Responsibilities – Examiner Standardisation and Recertification – (Section E2.2 and appendices 15 – 18)
Administrator Examiner Trainer ESC PSN Manager IELTS AUSTRALIA PTY LTD & BC
Cambridge ENGLISH LANGUAGE ASSESSMENT
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.
Roles and Responsibilities – Examiner Monitoring – (Sections E2.3 - E2.7 and Appendices 19 – 24)
Administrator Examiner Trainer ESC PSN Manager
IELTS AUSTRALIA PTY LTD & BC
PSN Monitoring
Arranges monitoring for each Examiner a minimum of once per module 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 scripts and 3 samples of interviews and completes monitoring feedback forms (appendices 19 and 20).
Sends completed monitoring feedback forms to Administrator.
Monitors Examiner Trainer PSN monitoring a minimum of once in each 2 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.
Delivers standardisation if necessary.
Provides recommendations on viewing the Focus on Procedures materials, as required
Completes follow up monitoring as per sections E2.5-2.6.
Completes a quarterly report for PSN Manager.
Hears Examiner appeals. 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 of scripts and 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.
Roles and Responsibilities – Examiner Administration – (Sections E3.2 – 3.3 and appendix 25a)
Administrator Examiner Trainer
Administers database.
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 on all stages of process.
Advises Head Office of outcome of the process
Removes warnings from the database in consultation with the PSN Manager.
Gives final approval on the withdrawal of the Invitation to Examine.
Enters withdrawal of ITE on the database.
Hears appeals and makes final decision. Informs Examiner and copies in the Administrator and the ESC.
Assesses possible legal implications.
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 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.
Roles and Responsibilities – Examiner Administration – (Section E3.3 and appendix 32)
Administrator Examiner Trainer
Gives feedback on test construction and processes.
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Roles and Responsibilities – Examiner Administration – (Sections E3.4 - 3.5 and appendix 32b-32c)
Administrator ESC PSN Manager IELTS AUSTRALIA PTY LTD & BC
Transfer Departing centre Receives notice from Examiner. Terminates the Invitation to Examine. Passes all Examiner information not held on database to the receiving centre, including completed monitoring feedback forms. 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. Completed Examiner transfer form and requests certification history from Head Office
Authorises transfer and Provides certification history of transferring examiner
Administrator
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. (E3.5) Provides sample monitoring material. Arranges remuneration for the Examiner for the work he/she does at the centre.
Roles and Responsibilities – Examiner Trainer Recruitment – (Sections ET1.1- 1.4 and appendices 33 – 42) Administrator ESC PSN Manager IELTS
AUSTRALIA PTY LTD & BC
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 Assistant Regional Manager.
Approves the recruitment of the Examiner Trainer in consultation with the Regional Management Team and ESC.
Develops and maintains the recruitment packs with his/her counterpart PSN Manager.
Certification Arranges certification and invigilation.
Sends rating to IELTS AUSTRALIA PTY LTD or British Council head office for marking.
Informs applicants of results.
Mark ratings.
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.
Roles and Responsibilities – ET Training and Confirmation of ET Status – (Sections ET2.1 - 2.3, ET 3.1 and appendices 43 – 52)
Administrator ESC PSN Manager IELTS AUSTRALIA PTY LTD & BC
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.
Roles and Responsibilities – ET Standardisation, Recertification and Monitoring – Sections ET 2.1-2.2 and appendices 44 - 46 Administrator ESC PSN Manager IELTS
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.
Produces separate standardisation material for the biennial meeting.
Recertification Arranges recertification and invigilation.
Sends rating to IELTS Australia Pty Ltd or British Council head office for marking.
Informs ET of results.
Arranges recertification with second set of materials if required.
Supports the Examiner Trainer before a further attempt at certification with a second set of materials.
Mark ratings.
Roles and Responsibilities – Examiner Trainer Monitoring – (Sections ET 2.3 and appendices 46 – 50) Administrator ESC PSN Manager IELTS
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
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
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
Roles and Responsibilities – Examiner Trainer Administration – (Sections ET 3.2 – 3-3 and appendices 53 – 59) ESC PSN Manager IELTS AUSTRALIA PTY LTD & BC
Disciplinary action
Selects and leads on the appropriate disciplinary action according to the nature of the incident (section ET3.3)
Communicates with Examiner Trainer.
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
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.
Roles and Responsibilities – Examiner Trainer Administration – Sections ET 3.4 – 3.5 and appendices 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
Terminates Examiner Trainer status.
Provides copies of all monitoring completed
Receiving ESC
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
E 1.2 Examiner Minimum Professional Requirements (MPRs) 6
E 1.3 Assessment of Language Level – for Applicants and Examiners 8
E 1.4 Examiner Recruitment Interview 10
E 1.5 Examiner Induction 11
Relevant appendices
Appendix 2 Examiner Model Advertisement
Appendix 3 Examiner Application Form
Appendix 4 Examiner Minimum Professional Requirements (MPRs)
Appendix 6 Model texts for assessment of an applicant’s or Examiner’s language level
Appendix 7 Examiner application form approval – cover sheet
Appendix 8 Texts for unsuccessful Examiner applicants (application, interview)
Appendix 9 Texts for successful Examiner applicants (application, interview)
Appendix 10a Guidelines for Examiner interviews
Appendix 10b Record of Interview
Appendix 11 Record for self-access induction materials
Appendix 12 Examiner induction confirmation
Appendix 13a Examiner recruitment checklist
Examiner Recruitment Policy and Procedures - Section E 1.1
E 1.1 - Examiner Recruitment / Application Policy and 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 appendix 13a checklist 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 web sites.
Targeting specific institutions (e.g. schools, colleges) other than those of which the centre is a part with emails, letters, posters, visits.
Targeting specific organisations (e.g. expatriate groups, professional ELT bodies) with 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.
Examiner Recruitment Documents - Section E 1.1
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 used.
4. Supporting documentation
Applicants are required to present a number of supporting documents with their application form – for example certificates, diplomas, transcripts, reference.
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 (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 IELTS Australia Pty Ltd or British Council if necessary.
A written reference must be provided. Appendix 5 is used for this purpose.
5. Recruiting Examiners for only the Speaking or Writing module
If an Administrator chooses to recruit an Examiner to examine only one of the modules (Speaking or Writing), the information which follows on training, certification, monitoring, standardisation and recertification only applies to the module for which the Examiner is examining.
Applicants must be expert users of English (Band 9) for both Speaking and Writing, even if they are examining for only one module.
Examiner Recruitment Approval - Section E 1.1
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. NotifyExaminer 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 E1.5).
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.
Examiner Recruitment Monitoring and Communication - Section E 1.1
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).
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 (appendices 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)
Interview (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)
E 1.2 - Examiner Minimum Professional Requirements
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 (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
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 / 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 (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:
o Validated by a reputable institution
o Accredited by a national or state professional certification standards board
Examiner Minimum Professional Requirements - Section E 1.2
2. Teaching Experience
A minimum of three years’ full-time relevant teaching experience (or equivalent part time) is required. 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 an applicant has a degree and extensive relevant TEFL/TESOL teaching experience, which is supported by positive references, the applicant may be exempt from requiring a TEFL/TESOL teaching qualification. Contact your respective partner organisation (IELTS Australia Pty Ltd or British Council) for the authority to progress / approve such applications.
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 3 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 employer are reviewed. All applications must have a written reference attached. Appendix 5 is provided for the applicant to give to their referee to submit confidentially to the Administrator.
Interview (section E1.4) – The assessment of professional attributes and interpersonal skills forms part of the interview (appendix 10 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.
Examiner Language Assessment - Section E 1.3
E 1.3 - Assessment of Language Level (Applicants and Examiners)
In order to examine effectively, Examiners must be the equivalent of an IELTS Band 9 – this is an ‘Expert User’ on the IELTS Band Scale and is described as follows: Has fully operational command of the language: appropriate, accurate and fluent with complete understanding.
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 both the Speaking and Writing modules, even if they are applying to examine for only one module.
There are 3 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:
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.
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.
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 Enquiryon Results;
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 in order 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 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 and Writing module 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 Administrator arranges for the Writing module materials to be marked by an Examiner Trainer (either in their centre or in
Examiner Language Assessment - Section E 1.3
another centre) who does not know the applicant or Examiner. In this case, the Administrator follows the guidelines for secure processing of materials which can be found in appendix 22.
For the Speaking module 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 and/orWriting Modules must be advised to the relevant partner organisation (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 (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 consult with the Examiner Support Coordinator before removing the Invitation to Examine (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 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 (scripts, 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 which is in 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).
Examiner Recruitment Interview - Section E 1.4
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 in 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 3 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 appendices 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 cannot resolve the issue by reviewing the interview notes, the Examiner Support Coordinator and Administrator ask the applicant to attend a second interview, and the Examiner Support Coordinator and Administrator make up the interview panel.
Examiner Induction - Section E 1.5
E 1.5 - 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 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 IELTS Australia centres, copies of all signed Examiner Confidentiality Undertakings are sent to Head Office.
Examiner Recruitment Guide for Applicants - 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). The MPRs contain information on what minimum level of qualifications, experience and 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 referee for a reference. Your referee then sends this confidentially to the IELTS Administrator.
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.
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 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 – this is an ‘Expert User’ on the IELTS Band Scales and is described as follows: Has fullyoperational command of the language: appropriate, accurate and fluent with complete understanding. This is an essential requirement for all Examiners in order to be able to examine effectively and an Examiner 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 to demonstrate your equivalence to Band 9. 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.
Examiner Recruitment Guide for Applicants - Appendix 1
4. Interview
Applicants whose application forms are approved are invited to attend an interview. The interview may take place at the IELTS centre or 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 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 a IELTS Examiner you must attend and successfully complete training and certification. Training covers how to rate the Speaking and Writing modules of the IELTS test and how to deliver the Speaking test. Training lasts one and a half days for each module. 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 ofWriting scripts and Speaking tests which are sent to the British Council or 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: Invitation to Examine, Code of Practice and 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 the required original supporting documents.
Examiner Recruitment - 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)
Weare looking for suitably qualified and experienced individuals to join our team of IELTS 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:
Examiner Application Form - Appendix 3
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. You
1. Personal Details
Contact address
Home:
Work:
Home:
Work:
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)
3. Teaching Experience
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
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 referee to be completed confidentially and emailed directly to the recruiting centre.
6. English language competence
If “Yes”, what was your test date?
DATE:
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: tick 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 being withdrawn. In addition, 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.
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.
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.
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
Recording of interview - Please sign below:
I agree to allow IELTS to record my recruitment interview for quality assurance purposes.
Name of applicant
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– 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.
2) Teaching Experience
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).
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.
* Note: ‘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.
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
Instructions to Examiner Applicants: Please email this form to your referee to complete and send to the IELTS Centre Administrator.
IN CONFIDENCE
Dear Referee
Re: Application to become an IELTS Examiner
In order to become an IELTS 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 complete the details below and then comment briefly in terms of each of the professional attributes and interpersonal skills listed below, providing evidence and brief examples if possible.
Referee’s name and position held:
Applicant’s name:
Observes the need for confidentiality and security
Completes task accurately and in sufficient detail
Responds positively to guidance and advice
Is culturally aware
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 email the assessment by (date) to (Administrator’s email address). Your comments will help the interview panel in their deliberations and 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.
Examiner Recruitment - Appendix 6
Model Texts for Assessment of an Applicant’s or Examiner’s Language Level
1. Text to inform applicant/Examiner that his/her language level need