ICDL SA Policies & Procedures Last Updated 12 March 2008 Policies and Procedures apply to all ICDL Accredited Centres and Service Providers
Table of Contents Section
Page No.
I. II.
Introduction .............................................................................................................................................................. 1 ECDL/ICDL Logos & Names.................................................................................................................................... 1
III. IV.
International Recognition ......................................................................................................................................... 3 Centre Registration .................................................................................................................................................. 3
A. B. C. D.
General..................................................................................................................................................................................1 Approved use ........................................................................................................................................................................2 Copyright and Ownership ......................................................................................................................................................2 Courseware Providers ...........................................................................................................................................................2
A. The Process ..........................................................................................................................................................................3 B. Responsibilities of Centre ......................................................................................................................................................4
a. ICDL Co-ordinator......................................................................................................................................... 5 b. ICDL Trainers / Facilitators ........................................................................................................................... 5 c. Testers.......................................................................................................................................................... 5 1. Examiners ............................................................................................................................................... 5 2. Test Supervisors ..................................................................................................................................... 8
V. VI.
VII.
VIII.
IX.
X.
XI.
C. Termination ...........................................................................................................................................................................9
Syllabus ................................................................................................................................................................. 10 Skills Log Books..................................................................................................................................................... 10 A. B. C. D. E. F. G.
General................................................................................................................................................................................10 Direct Sales .........................................................................................................................................................................11 Validity.................................................................................................................................................................................12 Recording a Pass ................................................................................................................................................................13 Notes...................................................................................................................................................................................14 Alterations (Wrong Entries / Corrections) .............................................................................................................................14 Lost / Replacement of Log Books ........................................................................................................................................14
A. B. C. D. E. F. G. H. I. J. K. L. M. N. O. P. Q.
General................................................................................................................................................................................15 List of Candidates................................................................................................................................................................17 Identity Documents ..............................................................................................................................................................17 Multiple Sessions.................................................................................................................................................................18 Testing Software..................................................................................................................................................................19 Rules and Regulations for Automated Testing .....................................................................................................................19 Preparatory Tests ................................................................................................................................................................20 Using Manually Evaluated Tests..........................................................................................................................................21 ICDL Advanced Procedures.................................................................................................................................................21 Pass Requirements for ICDL “core” .....................................................................................................................................21 Repeating a Pass ................................................................................................................................................................22 Test Results ........................................................................................................................................................................22 Lost Results.........................................................................................................................................................................23 Results: Appeal ...................................................................................................................................................................23 Help.....................................................................................................................................................................................24 Candidates with Special Needs ...........................................................................................................................................24 Irregularities.........................................................................................................................................................................28
A. B. C. D. E.
Lost/Re-Print Certificate.......................................................................................................................................................29 Upgrade...............................................................................................................................................................................30 ICDL Start............................................................................................................................................................................30 ICDL Complete ....................................................................................................................................................................30 Expert ..................................................................................................................................................................................31
A. B. C. D. E. F. G. H.
ICDL Core ...........................................................................................................................................................................32 ICDL Advanced ...................................................................................................................................................................32 e-Citizen ..............................................................................................................................................................................32 EqualSkills...........................................................................................................................................................................32 WebStarter ..........................................................................................................................................................................32 ImageMaker ........................................................................................................................................................................33 CAD.....................................................................................................................................................................................33 E-Learner ............................................................................................................................................................................33
Tests ...................................................................................................................................................................... 15
Certificates ............................................................................................................................................................. 29
Products................................................................................................................................................................. 32
Audit....................................................................................................................................................................... 34
A. Examiners ...........................................................................................................................................................................34 B. Test Centres........................................................................................................................................................................34 C. Audit Process. .....................................................................................................................................................................35
Glossary................................................................................................................................................................. 36
I.
INTRODUCTION
The ICDL Concept: “ The name, idea and plans for an International Computer Driving Licence and related certifications of IT competency; extended and improved Manual Question and Test Bases; the idea and substance of the ICDL Syllabus and other ICDL Syllabi; concepts of computer aided or automated procedures for testing, grading and administering ICDL tests; Trade Marks; and related Quality Assurance Standards, as modified by ECDLF from time to time.” Obtaining ICDL certification: The candidate registers with the ICDL by obtaining a ICDL Skills Log Book. This can be purchased from an ICDL Centre or the ICDL Office directly. (Without the ICDL Skills Log Book, there can be no ICDL training, testing or certificate.) The Skills log book is the candidate registration and shows progress of testing. The candidate receives training in a module (any module) at any ICDL/ECDL Centre in any one of the countries that currently offer the ICDL/ECDL. After presenting the Skills Log Book and corresponding ID, the candidate writes the test for that module at any Test Centre anywhere in the world – under the supervision of an ICDL accredited Test Supervisor or Examiner. If successful, the Test Centre records a pass in the candidate’s Skills Log Book and sends an independent report of all results to the ICDL no later than 7 working days after the test date. Once the candidate has passed all 7 modules, the Skills Log Book is sent to the ICDL along with a copy of the student’s identity document. After checking that all is in order and no retests are required, the ICDL issues the appropriate ICDL Certificate. Anyone who completes at least four modules (any four) can submit their Skills Log Book for an ICDL START Certificate.
II.
ECDL/ICDL LOGOS & NAMES
A.
General
The “ICDL” and “ECDL” trademark and “European Computer Driving Licence” / “International Computer Driving Licence” – and the ECDL and ICDL graphic marks – the Logos – are registered trademarks of the ECDL Foundation and its use must have the registration marks
TM
and ®.
All Documentation and Promotional material must use the same Lettering, thus creating a uniform image. Please verify all advertising with our Marketing and Promotions Department before releasing to the public:
[email protected] No unauthorised use of the ICDL/ECDL names or logos is permitted.
All breaches of its use will be
challenged in court.
ICDL Policies and Procedures
Page 1
Last updated: 12 March 2008
B.
Approved use
Approved Centres may only use the ECDL/ICDL names and logos in the following way: • Identification as a registered ECDL/ICDL Centre. Must include the wording “Registered ICDL Centre”. • On ECDL/ICDL materials as supplied by the ICDL SA. • Centres may use the ECDL/ICDL names and logos in promotional material relating to ECDL/ICDL training and testing. Each different use of the ICDL names and logos must be submitted to the ICDL SA for approval, which shall not be unreasonably withheld. Approval is obtained by faxing or e-mailing a copy of the proposed material to the ICDL at
[email protected] or Fax:
+27 21 674 1805.
Repeated
applications of the same use do not need approval. • Centres may not use the ECDL/ICDL names or logos on course or training materials not approved by the ECDL or ICDL.
Please verify as to whether the courseware has been approved by visiting
www.icdl.org.za and selecting Courseware Tab. • Centres may however make use of their own but may then not make any reference to the ICDL name, syllabus or logo thereby confusing a candidate in believing that the courseware went through the full evaluation phase. • Under NO circumstances may the ICDL Name, reference to Syllabus or Logo be used on a Centre’s own certificate.
C.
Copyright and Ownership
The ECDL Syllabus and the European Question and Test Base (EQTB) support the essential norms and standard of the ICDL certificate. The Syllabus outlines the material that is required to be understood or practised by an ECDL/ICDL holder. The EQTB is a set of questions and answer guidelines to examine and certify a candidate’s knowledge and practical skill in the material covered by the ECDL Syllabus. The ECDL Foundation owns and holds the copyright of both these documents. They are the basis on which the ICDL is certified. The ECDL/ICDL concept covers amongst other things the name and idea of the ECDL/ICDL, the idea and substance of the ECDL Syllabus, and the idea and substance of the EQTB. The ICDL SA, a non-profit organisation, promote and administer the ICDL in several countries around Africa. The ECDL Syllabus and the European Question Test Base may therefore only be used with written permission from the ICDL SA. Registered Training Centres have permission to use the ECDL/ICDL name and syllabus as set out in their contracts. Registered Test Centres have permission to use the EQTB as contained in the automated testing software. Registered Examiners have the right to use the EQTB as supplied to them.
D.
Courseware Providers
• Courseware bearing the ECDL/ICDL names or logos may only be used for candidates holding valid ECDL/ICDL skills log books or skills cards. ICDL Policies and Procedures
Page 2
Last updated: 12 March 2008
• Courseware suppliers may supply courseware to an individual, however, a skills log book must accompany same. • Courseware suppliers may supply to a registered centre whom is under contract to supply all candidates that registers for the ICDL course with a log book. Both the courseware supplier and registered centres have agreed in their contract with the ICDL to make certain all candidates registering for the ICDL course be supplied with the log book. • Only candidates with valid skills log books or skills cards may be tested using testing software identified as ICDL or ECDL tests. • A centre may however make use of their own training materials, however, they then may not make use of the ICDL Name, Syllabus or Logo in the materials thereby not confusing the candidate as to the materials having gone through the approval process.
III.
INTERNATIONAL RECOGNITION
1.
An ECDL/ICDL is valid in any participating country. Each country must accept the certification of the other countries.
2.
A European Computer Skills Card (ECSC), International Computer Skills Card (ICSC) or Skills Log Book issued in one country is accepted in any other country.
3.
All countries apply the same testing standards. There is no country where the testing is considered “easy” or “difficult”.
4.
The procedures for the authorisation of Test Centres is consistent in all countries.
5.
All Test Centres must apply the ECDL/ICDL certification standards so that equivalent standards are met across all countries.
6.
The certificates issued are visually recognisable in all countries. The ECDL/ICDL logo and the full name appears on all documentation.
IV.
CENTRE REGISTRATION
A.
The Process
This procedure outlines the process that will be followed by the ICDL SA in relation to the approval of Test Centres. The process is as follows: Stage
Action
I.
Initial contact between Test Centre and ICDL SA
II.
ICDL provides Test Centre Application Form and Individual Tester Application Form, together with other details, to Test Centre
III.
Test Centre completes application forms and submits them to ICDL
IV.
ICDL QAS function reviews Test Centre application details
ICDL Policies and Procedures
Page 3
Last updated: 12 March 2008
V.
ICDL responds to Test Centre and either arranges site inspection (once payment has been made), or declines application (or, alternatively, requests further information). Please note that certain requirements for Trainers/Testers and the Centre have to be met for their approval, for example, the Test Supervisor is required to either have the relevant Networking Qualification or undergo a Networking Test as well as a Policies and Procedures Test.
VI.
Site inspection performed by individuals trained and accredited by ICDL and review whether ICDL staff are familiar with the Policies and Procedures.
VII.
If approved, Test Centre contract agreement signed by the ICDL
VIII.
MQTB, ATES and relevant documentation provided to Test Centre
B.
Responsibilities of Centre
All registered centres will be required to have a uniform appearance. The ICDL requires that candidates have the same experience at any centre. The centre is required to have the following on display: • Centre Certificate supplied by the ICDL is to be in Public Display for all candidates / potential candidates to view. The Centre Certificate will display an expiry date, the responsibility being with the centre as to make certain that the certificate currently on display has not expired. It is assumed that an expired certificate would mean that the centre is no longer offering the ICDL Curriculum. The Trainers/Testers appearing on the certificate must always be current – this reflection for all candidates to view that they have an accredited trainer/tester attending them. • ICDL Posters must be displayed in areas of Training / Testing and must be in good condition. • Should your centre make use of an External Tester, the External Tester Certificate / copy thereof must also be on display for candidates to view. • Centre systems, workstations and peripherals are required to be of a standard that will not inconvenience the Testing process. For example, printers must be in working order and networked. Internet / Email is required for Module 7 (Manual Testing) and Training. • Antivirus is a requirement of the Centre and must be updated regularly. • The Centre is required to have some form of a Database carrying information on all candidates that have undergone testing at the centre (this could be the Automated Testing Software as this is a Database – if however the outsourced Tester has the information on their laptop, a separate database at the centre is required), if Manual Testing takes place, a form of Database is required (even if Centre outsources to an External Examiner). • A Backup of the above is required on a regular basis.
ICDL Policies and Procedures
Page 4
Last updated: 12 March 2008
a. ICDL Co-ordinator The ICDL Co-ordinator of an ICDL Centre is responsible for all ICDL activities at the Centre. The Coordinator does not have access to the Testing unless the co-ordinator is also accredited as a Tester. All ICDL staff has to be familiar with the Policies and Procedures.
b. ICDL Trainers / Facilitators An ICDL Trainer or Facilitator is required to have an 85% pass rate per module as they have to impart the ICDL and a lower percentage could compromise the Training. This will become compulsory in the new financial year starting 1 April 2008. Trainers previously accredited will not be affected; this will be a new rule for newly applied trainers. We do however suggest that the centre take this into account for current trainers.
c. Testers 1.
EXAMINERS
General The scope includes the examiners used by registered Test Centres. Whereas Test Supervisors are attached to an ICDL Test Centre and use the automated Testing Software, Examiners are independent professionals who are either attached to an ICDL Test Centre, available to go to ICDL Centres who do not have an internal Examiner, or are attached to a large educational institution, where the training branch of that institution makes use of the services of the examiners. A list of accredited Examiners can be found at - http://www.icdl.org.za/examiners.php The appointment of Examiners will only be considered where Auto Testing cannot be applied.
The
application and accreditation of Examiners and Test Supervisors are separate processes. Examiners to be members of a recognised Professional Body recognised by the ICDL.
Security In order to achieve and maintain a Quality process, the normal standards of computer security must be met. These include: (a)
Confidentiality
•
The QTB must be kept confidential at all times.
•
Personal records of candidates must be kept confidential, in line with the laws of the applicable country.
(b)
Integrity
•
All records must be accurate, secure and up to date..
•
The QTB evaluation must be done according to the marking guidelines and with professionalism and integrity.
ICDL Policies and Procedures
Page 5
Last updated: 12 March 2008
(c)
Systems
•
Procedures must be in place to ensure that computer systems that are required for the testing are operational at all times and, in the event of any interruption to service, that contingency plans are activated immediately.
•
Backup procedures for MQTB and candidate records must be in place, tested and performed.
(d)
Access Control
•
Access to tests and to results must be controlled by a password. The password must be secure and must only be revealed to authorised people. Passwords should not be shared. Procedures should be in place for the detection of any attempted breaches of security, and the recovery from this.
Anti-Virus Measures Every Examiner must take precautionary measures against exposure to computer viruses. The minimum requirement is the implementation of anti-virus software which is updated on a regular basis. This will be checked at the time of Site Visit and Examiner audit.
Examiner Activities An Examiner operates as follows: 1.
The Centre contacts the Examiner and makes an appointment to have candidates tested at a mutually acceptable time.
2.
The Centre composes a list of candidates 3 days prior to testing giving the Skills Log Book number, candidate name, ID, module to be tested, software used and date tested. This list to be signed by the Centre and the Examiner to keep this copy for audit purposes.
3.
The Examiner ensures that the candidate does not repeat the same test.
4.
The Examiner to prepare:
o
Enough copies of the test paper for the number of candidates.
o
The files the candidates will need.
o
The required removable media, and copies the required files onto them.
5.
Upon arrival, the Examiner to check the candidate’s Skills Card/Log Book and ID presented. (No Skills Card/Log Book or no ID = No Test.)
6.
After the test, the Examiner to take the question papers, removable media, score/result sheets (and Skills Card/Log Books if so desired) with him/her.
7.
The Examiner to mark the work and enter the details on the score/result sheets. Copies of the score/result sheets to be distributed as follows:
o
1 Copy to the Centre.
o
1 Copy to the ICDL.
o
1 Copy retained and filed safely by the Examiner.
ICDL Policies and Procedures
Page 6
Last updated: 12 March 2008
8.
At a time and place convenient to all, the Examiner to sign and stamp the relevant module in the Skills Log Books.
Supervision of the Candidates currently being tested takes precedence and an
arrangement has to be made to keep an eye on testing candidates at all times. Note: Arrangements for payments are directly between the Examiner and the Test Centre. To make costs predictable, the ICDL publishes a scale of payment to be applied where appropriate. Where an Examiner has to travel outside his/her own area, the Examiner and Centre should negotiate compensation. When charges alter, this will be published by the ICDL and/or by the Examiner.
Safekeeping of QTB The safekeeping and integrity of the Questions for the ICDL exams is of the utmost importance. Please observe the following strictly: 1. PRINTED QTB The printed QTB is to be kept in a safe, strong room under the direct control of the examiner (at home or at the office). The ICDL must be informed who else (if anyone) has access to that safe or strong room. 1.1
The examiner is personally responsible to make the required number of photocopies of the test.
1.2
The examiner is responsible for preparing the required number of removable medias required for the test and making sure that the required files are on the removable medias.
1.3
The examiner could keep all the test files required on a removable media or hard drive for copying when needed. In that case the same conditions would apply as for the ICDL QTB in electronic format as listed below.
2.
ELECTRONIC QTB
The examiner may keep the QTB on a hard drive at home or in a secure office so that he/she can print out at home/office instead of photocopying. 2.1
The machine on which the QTB is kept must be protected from access via a network, and the QTB files themselves must be protected by a password.
2.2
Set-up before testing is done by the examiner at his/her home/office.
2.3
Printing must be done at the home/office of the examiner. No electronic copies are to be stored other than on the authorised computer.
2.4
No examiner is allowed to make changes to the QTB. The examiner is responsible for checking that the printouts match the original QTB.
3.
DESTROYING PHOTOCOPIES / PRINTOUTS / FILES
It is important that no copies of the QTB are left lying around. To ensure this please take the following steps: 3.1
Instruct candidates to put their Skills Card number and name at the top of the question paper.
3.2
At the end of the exam make sure that all copies of the question paper are handed in.
ICDL Policies and Procedures
Page 7
Last updated: 12 March 2008
3.3
At the end of the exam, AFTER the removable media (if used) and the question papers have been handed in, instruct candidates to remove any material relating to the test from the hard drive. Do a random test to check for adherence.
2.
TEST SUPERVISORS
General Test Supervisors are attached to an ICDL Test Centre and use the Automated Testing Software, The application and accreditation of Examiners and Test Supervisors are separate processes. The Accreditation of Test Supervisors has a cost of R 1 500 ex VAT annually for 2 Testers, should a centre require more Testers a further cost of R 1 500 ex VAT will apply.
Security In order to achieve and maintain a Quality process, the normal standards of computer security must be met. These include: (a)
Confidentiality
•
The ATES must be kept confidential at all times.
•
Personal records of candidates must be kept confidential, in line with the laws of the applicable country.
(b)
Integrity
•
All records must be accurate, secure an up to date. The automated test evaluation must be done accurately, with no risk of tampering with results.
(c)
Systems
•
Procedures must be in place to ensure that computer systems that are required for the testing are operational at all times and, in the event of any interruption to service, that contingency plans are activated immediately.
•
Backup procedures for ATES and candidate records must be in place, tested and performed.
(d)
Access Control
•
Access to tests and to results must be controlled by a password. The password must be secure and must only be revealed to authorised people. Passwords should not be shared. Procedures should be in place for the detection of any attempted breaches of security, and the recovery from this.
•
Automated test software must only be accessible to authorised Test Supervisor/s. The software must not be copied or kept in an unsecured environment. The software must be secured in its operational environment. Only candidates with valid Skills Log Books may take tests.
Anti-Virus Measures Every Centre/Test Supervisor must take precautionary measures against exposure to computer viruses. The minimum requirement is the implementation of anti-virus software which is updated on a regular basis. This will be checked at the time of a Centre/Test Supervisor audit. ICDL Policies and Procedures
Page 8
Last updated: 12 March 2008
Test Supervisor Activities A Test Supervisor operates as follows: 1.
The Centre contacts the Test Supervisor and makes an appointment to have candidates tested at a mutually acceptable time.
2.
The Centre composes a list of candidates 3 days prior to testing giving the Skills Log Book number, candidate name, ID, module to be tested, software used and date tested. This list to be signed by the Centre and the Test Supervisor to keep this copy for audit purposes.
3.
The Test Supervisor ensures that the candidate does not repeat the same test stream.
4.
Upon arrival, the Test Supervisor to check the candidate’s Skills Card/Log Book and ID presented. (No Skills Card/Log Book or no ID = No Test.)
5.
The Test Supervisor must export the results directly from the ATES system and submit as follows:
o
1 Copy to the Centre.
o
1 Copy to the ICDL.
o
1 Copy retained and filed safely by the Test Supervisor.
6.
At a time and place convenient to all, the Test Supervisor to sign and stamp the relevant module in the Skills Log Books. Supervision of the Candidates currently being tested takes precedence and an arrangement has to be made to keep an eye on testing candidates at all times.
C.
Termination
The ICDL or the Centre may terminate a contract. The termination is governed by the termination clause in the Centre contract. Some of the possible causes for termination are listed below: • A breach of any part of the agreement by the Centre. • Notice by the Centre that it does not wish to continue. • Non-renewal of contract after the contract period. • Failure to submit fees due to the ICDL. • Complaints which are verified and not rectified after audits. If the contract is terminated, authorisation is withdrawn and the Centre must: • Hand over records of Skills Log Books and Log Books sold and issued. • Maintain confidentiality of all information relating to the ICDL and candidates. • Pay all outstanding fees due to the ICDL. • Return all certificates, brochures, flyers, posters and any other documentation provided by the ICDL. • Return all testing material including automated testing software.
ICDL Policies and Procedures
Page 9
Last updated: 12 March 2008
V.
SYLLABUS
The
ICDL
Syllabus
may
be
found
under
the
relevant
Product,
see
the
following
link
-
http://www.icdl.org.za/products.php. The official version of the Syllabus is the electronic or web version posted on the ICDL web site as above. For technical reasons it is possible that one or more countries will continue using an older version of the syllabus for longer than the ECDL Foundation itself. Check with ICDL SA when the changeover will take effect. Normally change-over is announced well in advance. During a changeover time (usually a month or more), Centres have a free choice whether to test in the old or the new syllabus. Centres should be aware that a new syllabus is often published for comment while still in the development stage. Please do not confuse a proposed syllabus with the official syllabus.
VI.
SKILLS LOG BOOKS
A.
General
The terms Skills Card and Skills Log Book are interchangeable for the purpose of these instructions. The Skills log book is proof of candidate registration with the ICDL and will be used to record all tests taken. 1.
ICDL Courses and Tests may only be given to registered ICDL candidates.
A registered ICDL
candidate is a person who has an official ICDL Skills Log Book. 2.
Registered ICDL Centres can obtain Skills Log Books from the ICDL. Candidates can obtain Skills Log Books from registered Testing Centres, or directly from the ICDL SA
3.
At the start of the ICDL Course a candidate must be issued with an official ICDL Skills Log Book. The number of the Skills Log Book will be needed to identify the candidate and will provide a link to tests passed.
4.
When the Skills Log Book is issued to a candidate, the Skills Log Book number, candidates’ name, identity number, address and date of issue must be recorded by the Centre.
ICDL Policies and Procedures
Page 10
Last updated: 12 March 2008
As on identity document. All information must be completed.
If not an ID, please give number and indicate “passport” or “driver’s licence” and country of where issued.
All information must be completed. Stamp of issuing Centre.
Signature of person at Centre who issues the Log Book.
Must be issued on or before date of first test written.
5.
The white card within the skills log book must be completed by the candidate and posted to the ICDL..
6.
As a Skills Log Book is issued, the issuing centre must stamp, date and sign the appropriate block on the Skills Log Book (bottom of page 1 in the Log Book).
7.
Upon receipt of the Skills Log Book, the candidate must complete the first section, giving name, identity number, nationality etc. The Skills Log Book may be kept at the Test Centre or may be held by the candidate, this however still remains the responsibility of the candidate.
8.
The candidate must present the Skills Log Book and ID before every test. Candidates without Skills Log Books or without matching ID will not be allowed to write ICDL Tests.
9.
Tests passed must be indicated in the block allocated for that module. The Tester must enter the required information in the correct block, stamp and sign it.
It is important that the information
corresponds with the returns submitted by the Centre directly to the ICDL.
B.
Direct Sales
The ICDL SA encourages candidates to purchase their Skills Log Book from ICDL registered Centres. However, it is obliged to sell Skills Log Books to anyone who desires to have one.
ICDL Policies and Procedures
Page 11
Last updated: 12 March 2008
The following apply when candidates buy a Skills Log Book directly from the ICDL SA. 1.
The candidate must provide the following information when ordering the Log Book: Surname Other Names ID no. Postal Address and Contact details
2.
The order must be accompanied by payment of R 296.40 including VAT per Skills Log Book in one of the following ways: A cheque, crossed and made out to the ICDL. (Please note that the cheque would need to be cleared first). Proof of a direct deposit in the ICDL account: Account 07 12 75 347, Standard Bank, Mowbray, Branch 02490906. Proof can be in the form of the deposit slip posted or faxed to the ICDL office. For “Details of deposit”, please put the surname and initials of the Skills Log Book recipient. For “Reference” please put “Skills Log Book”
3.
The ICDL will fill in the user’s names, ID number and postal address before posting the Skills Log Book.
4.
Skills Log Books will be posted by registered post to the postal address given by the applicant.
5.
Upon receipt of the Skills Log Book, the recipient must complete the details on the inside front cover and page 1.
6.
The
recipient
must
also
complete
the
registration
card
and
post
it
to
the
ICDL SA, P.O. Box 36087, Glosderry, 7702.
C.
Validity
1.
To protect the ICDL from potentially unlimited liability, Skills Log Books may be declared invalid five years after being sold by the ICDL to a registered ICDL centre or directly to an individual candidate. Certificates do not become invalid. Centres will be advised from time to time as to validity of log book numbers.
2.
Candidates have 3 years measured from the date of the first test passed to the date of the last test passed, to complete the ICDL.
3.
Candidates in educational institutions where the ICDL forms a part of the institutional programme have the time allocated to the programme by that institution, not exceeding 5 years. [This concession is made believing that the institution’s programme will ensure that the candidate uses the skills obtained as part of the ICDL programme, while still at the institution. E.g. Matric.]
ICDL Policies and Procedures
Page 12
Last updated: 12 March 2008
D.
Recording a Pass
Example: “PowerPoint 2003”
(1) MODULE 6 (2)
(3) PRESENT ATION & DRAWING
“NCC V5” or “Autotest 3” or “QTB 6.7”.
Test Centre Name
Software Used : __________________ Tests Used: ______________________
Test Centre ID number (on the Centre registration certificate from ICDL)
ONLY an ICDL accredited examiner or test supervisor
This date MUST be the date of the test and must correspond with the date on other documentation
ICDL Policies and Procedures
Name of Test Centre : _____________ Test Centre Reg. No:_______________ Test Centre Stamp:
Examiner’s Signature : ____________ Examiner’s Name [print]: __________ Date passed: ____________________ YYYY
Page 13
MM
DD
Last updated: 12 March 2008
E.
Notes
The “NOTES” pages in the Skills Log Book are to be used in special circumstances only. These include: 1.
Future additional modules.
2.
Failures should be shown here (should a candidate go to another centre, this can then be picked up so that the same test is not repeated). For example, state Date, Module, Mark and Sign.
3.
Such other notes as the ICDL may authorise from time to time.
F.
Alterations (Wrong Entries / Corrections)
As a general rule, all corrections in the Skills Log Book must be reported to the ICDL as soon as they are made. The ICDL records the changes in the candidate’s record. 1.
Names, identity number and date of birth: no alterations allowed except for statutory changes. In such a case, a certified copy of the relevant document should be attached to the notes pages. Once a log book has a name of a candidate imprinted in it, this log book would then belong to that person.
2.
Other candidate details: put a single line through the incorrect information and write the correct information behind it or above it. Where the space is insufficient to do this, write “See back” and write the correct information in the back of the Skills Log Book.
The candidate is to sign (in full) all
alterations. 3.
Incorrect results (item): when only one line is incorrect, draw a single line through the incorrect information and write the correct information above it.
All alterations to be signed in full by the
Examiner / Test Supervisor. 4.
Incorrect result (page): the Examiner / Test Supervisor draws two parallel lines across the page from bottom left to top right and writes “See back” between the lines, and signs in full. The new result is written in the back of the book – spaced as it is on the proper result page.
5.
Please report all alterations to the ICDL in writing (e-mail) when they are made.
6.
Please expect a delay in the issuing of a certificate for any book with alterations. ICDL Quality Assurance Procedures require us to investigate before issuing a certificate.
G.
Lost / Replacement of Log Books
Once an ICDL Skills Log Book has been registered to someone’s name OR personal details have been filled in on the book; the book can no longer be used by anyone else. Candidates who leave a school or Training Centre should take the Skills Log Book with them, as it can be used worldwide.
ICDL Policies and Procedures
Page 14
Last updated: 12 March 2008
A lost ICDL Skills Log Book can be replaced at a cost of R 296.40 (including VAT). The procedure is as follows: 1.
The candidate sends the payment and the following personal details:
•
Old (lost) Skills Log Book Number
•
Surname
•
First Names
•
Date of Birth
•
ID Number
•
Photocopy of page1 of the ID book
•
Postal Address
•
Contact Details
2.
The ICDL will transfer all tests passed within the last 3 years and recorded on the ICDL database into the new Skills Log Book, and send that to the candidate.
3.
A marker against the number of the lost Skills Log Book will prevent anyone from obtaining a certificate on that Skills Log Book in future.
VII. TESTS A.
General
Testing may only take place at a registered ICDL Test Centre under the control of an accredited ICDL Tester. (This assumes that both the Test Centre and the Tester are properly registered and all fees fully paid and up to date.) 1.
ESSENTIAL REQUIREMENTS
The Test Centre must have in place acceptable procedures to guarantee the following: •
Security of Test material
•
Authentication of the Candidate
•
Quality of the Test Procedures
The procedures must be documented and available for audit. 2.
SECURITY OF TEST MATERIAL
The Syllabus is available to the public, but the tests are not. Candidates for ICDL tests will not be permitted to take away any of the test material or documentation when they have completed the test. The examination hall must be safe and secure so that no confidential test material can be taken from the room. The candidate must hand in all test materials before leaving the room. No candidate should leave the room unattended ICDL Policies and Procedures
Page 15
Last updated: 12 March 2008
during the test.
This is part of the standard Test Centre contract and the Centre must follow agreed
procedures. Automated test software must only be accessible to the nominated and authorised Test Supervisor of the Test Centre. The software must not be copied or kept in an unsecured environment. The software must also be secured in its operational environment. 3.
RESTRICTIONS
•
The Skills log book must be stamped by the issuing centre and signed. All the candidate details must be completed on the first two pages before testing takes place.
•
Only ICDL authorised Test Supervisors may supervise the automated test.
•
Only ICDL authorised examiners may administer the manually evaluated test.
•
No more than 30 candidates may write an ICDL test simultaneously under control of a single Tester.
•
The duration of each module is 45 minutes.
•
A candidate may take all modules in one day if he/she so desires and the Test Centre is willing to allow this.
•
Re-testing in the same Module requires a minimum of 24 hours between tests. If a Test Candidate fails a test, he/she should be informed of when the test can be retaken. The test then taken should be recorded at the back of the skills log book so that any other centre can be aware of not giving the same test the next time the candidate will take the test. (When the booking of the Exam is made, the booking personnel must verify that the candidate has checked that the re-writing of an Exam is done after the 24 Hour period. It is also the responsibility of the Tester to advise the candidate before testing takes place that should this rule be infringed, the test result will be considered invalid – this will then make certain that any candidate tested at another Testing Centre will then be alleviated.)
•
Additional backup computers must always be available in the same room and in a proper working condition. The scale is as follows: Testing of 1 - 10 candidates requires 1 – 2 backup computers Testing of 11 – 20 candidates requires 3 backup computers Testing of 21 – 30 candidates requires 5 backup computers
•
The time between a candidate’s earliest test and last test passed should be not more than 3 years. Exceptions are made for Educational Institutions that offer the ICDL as part of the curriculum. Learners have 3 years from the first test OR to the end of their Educational career, whichever is the longer period.
•
If the test to be used is the manual test evaluation, the test should be chosen from the Test Bank (QTB), according to the instructions in the QTB.
•
If an automated test evaluation system is in use, it should be approved, tested and working accurately and consistently, and it should be up to date.
ICDL Policies and Procedures
Page 16
Last updated: 12 March 2008
4.
USE
See “Using Automated Tests”. See “Using Manually Evaluated Tests”. 5.
DIFFERENT TEST CENTRES
ICDL tests may be taken in any Test Centre and in any country. Candidates may move from one location to another. Please note the following: •
A candidate should not be penalised for moving from one Test Centre to another.
•
A candidate who moves with a Skills Log Book should not be charged more for testing than the norm in that Test Centre.
•
It is the responsibility of the Test Supervisor to make sure the Skills Log Book is valid.
B.
List of Candidates
A signed copy of the list below is to be kept for auditing purposes by the Centre and the Tester. For use by Examiners. Test Supervisors may use a list generated by the testing software. SL Book No
Surname & Name
Signature
Mod
Test
Score
All Skills Log Books and ID’s match candidates. Signed Test Supervisor/Examiner Centre Date
C.
Identity Documents
1.
In cases where the country has a national identity document system, this is the only document that is acceptable. (In SA, this effectively means an ID book or a motor vehicle driver’s licence.).
2.
In countries where no national ID system exists, the candidate must present a passport or motor vehicle driver’s licence.
3.
In cases where the country has no ID system AND the candidate has no passport or motor vehicle driver’s licence, the ICDL centre must issue the candidate with their candidate registration card with photograph and unique number, laminated and embossed or containing other methods to make forgery difficult. The use of such documents needs prior approval from ICDL SA.
The candidate registration card number is then entered as the ID number e.g. UDSM 56789. ICDL Policies and Procedures
Page 17
Last updated: 12 March 2008
(Note: On the ICDL Admin System, all Candidate Registration Cards are identified as “Candidate Reg. Cards”. The number itself must include the issuing authority, e.g. “UDSM” or “GIMPA”. 4.
All candidates must show both their Skills Log Book and the photo identity document (be it ID book, passport, driver’s licence or candidate card) before being admitted to the examining room for any ICDL test. Test supervisor/ Examiner must make sure all the student personal details in the log book are completed in the logbook.
D.
Multiple Sessions
AUTOMATED Multiple sessions are not a problem with automated testing software as tests for candidates are selected randomly. Where the selection is not done by the computer, the administrator must allocate tests randomly so that candidate 1 has test 1, candidate 2 – test 2, etc. MANUAL If an Examiner has multiple tests at the same site or at sites where candidates have contact with each other, the following applies: 1.
Where possible, have sessions back to back and in the same tests.
2.
Where there is a possibility that candidates could exchange information about the test, the next test number up must be used for the next testing session. Test 1 follows after 8.
A typical testing day at a large Institution may look as follows (assuming test 6 is the current test for the week): Mon
Tues
08:00 – 09:00
Group A: use Module 3, test 6
09:00 – 10:00
Group B: use Module 3, test 6
10:00 – 10:30
Tea Break
10:30 – 11:30
Group C: use Module 3, test 7
11:30 – 12:30
Group D: use Module 3, test 7
12:30 – 14:00
Lunch break
14:00 – 15:00
Group E: use Module 3, test 8
08:00 – 09:00
Group F: use Module 3, test 1
09:00 – 10:00
Group G: use Module 3, test 1
10:00 – 10:30
Tea Break
10:30 – 11:30
Group H: use Module 3, test 2
11:30 – 12:30
Group A: use Module 4, test 6
12:30 – 14:00
Lunch break
14:00 – 15:00
Group D: use Module 4, test 7
ICDL Policies and Procedures
Page 18
Last updated: 12 March 2008
PLEASE NOTE: ALL PAPERS AND NOTES MUST BE COLLECTED BEFORE CANDIDATES LEAVE THE ROOM. They are not allowed to take anything out of the exam room.
E.
Testing Software
The ECDL Foundation has supplied the questions for the different ICDL modules to a number of organisations developing automated testing software. One will appreciate that as the ICDL requires proof of skills (as opposed to proof of knowledge) it is not easy to produce the required tests. Organisations develop the testing software along guidelines produced by the ECDL Foundation. The testing software is eventually evaluated by the ECDL Foundation. Once software has been approved by the ECDL Foundation, publishers can apply to the ICDL to distribute it in South Africa and other territories administered by the ICDL SA. Data entry into the ATES program should be as per the fields allocated, no variation from this may be used. Should the importing of data come from another program, the same fields have to be completed (eg. First Name, Surname, Town, Postal Code etc.) The ICDL will notify Test Centres by means of a circular/e-mail/publication on the ICDL Web site. The publisher will be issued with a letter of authority. Currently approved suppliers may be found at
-
http://www.icdl.org.za/ATES-suppliers.php TESTING SOFTWARE APPROVED FOR ICDL/ECDL USE MAY ONLY BE USED FOR THE TESTING OF CANDIDATES HOLDING A VALID ICDL/ECDL SKILLS LOG BOOK.
F.
Rules and Regulations for Automated Testing
(It is desirable that candidates familiarise themselves with test procedures by means of a “primer/sample” test before taking the first actual test.) 1.
A list of Candidates must be prepared before the exam starts ( reference Section B – List of Candidates in the previous section.)
2.
Use the Skills Log Book number as the candidate’s code or number where required.
3.
The authorised Test Supervisor must check the candidates against their ID’s and Skills Log Books. [No ID or Skills Log Book, no test.]
4.
The Test Supervisor must give the Candidate the following information:
•
If the computer asks for your “code” use your Skills Log Book number.
•
No books or other material may be brought into the exam room. “Other material” includes cell phones and calculators.
•
The “help” function within software packages may be used where available.
•
Test Candidates are forbidden to communicate with each other.
The Test Supervisor may not
communicate with the candidates about the questions or answers. •
No candidate should leave the test room unattended during the test.
ICDL Policies and Procedures
Page 19
Last updated: 12 March 2008
•
The duration of the test is 45 minutes.
•
In case of any infringement of the regulations the examination of the candidate/s involved must be terminated and a mark of 0 allocated.
•
The ICDL may, randomly or at its sole discretion, retest candidates who have passed. Such re-tests are free.
5.
The Test Supervisor must be present for the entire duration of the test.
7.
Test results must be e-mailed to the ICDL no later than 7 working days from date of test taken.
8.
Test results may be entered in the Skills Log Book immediately.
9.
Test results must be stored in an organised and safe manner for a minimum of three years. The Centre as well as the Tester are required to have a database with this information for auditing purposes.
G.
Preparatory Tests
Introduction 1.
Preparatory tests (also known as pilot tests / primer tests or mock tests) are designed to help candidates become familiar with the test interface before doing a real test.
2.
These preparatory tests should NOT be used to:
•
make candidates familiar with the actual questions (and/or answers) in the real tests as the questions asked in the real test will be different.
•
hide the language problems of candidates who have not mastered the language in which the tests are offered.
3.
If the preparatory tests require access to the real test administration system, only the Test Supervisors may have such access.
4.
As the intention is to prepare candidates for the real tests, it seems sensible to write under real test conditions – or at least to warn candidates what these conditions are.
5.
Where the system requires candidate identification, the Skills Log Book number should be used, as for the proper tests.
6.
There are two kinds of preparatory tests:
•
Automated – if the test you will be writing is automated, please write the preparatory test on that particular system – this will help to prepare you for the method of testing.
•
Manual – if the test you will be writing is Manual, take the Mock Tests that can be downloaded from the ICDL website to prepare – www.icdl.org.za/products.php (choose the product of choice and scroll down to the bottom for the sample tests.)
ICDL Policies and Procedures
Page 20
Last updated: 12 March 2008
Using Dissimilar Questions 1.
There is little need to have any control other than that mentioned in A above.
2.
If access to the preparatory tests does not give access to the real tests, a Trainer may use the preparatory tests.
H.
Using Manually Evaluated Tests
It is desirable that candidates familiarise themselves with the test procedures by means of a “mock” test before the first actual test. Examples of tests per product can be obtained on the following link. (Please note that this is only a sample test and must not be used to prepare for the test as the questions will be different in the real test.
See the ICDL website to download the sample tests http://www.icdl.org.za/products.php
choose ICDL Core (scroll to the bottom of the page).
I.
ICDL Advanced Procedures
ICDL Procedures for “Advanced” are the same as those for the standard ICDL, as set out in the ICDL Procedures Manual, with the following exceptions: CERTIFICATE The certificate is issued after passing only one exam. There is a separate certificate for Word Processing, for Spreadsheets, for Databases and for Presentations. SPECIAL NEEDS Should candidates need additional equipment or time because of a disability, refer Section P. TESTS: PASS REQUIREMENTS The time for each test is 1 hour. The pass requirement is 75%.
J.
Pass Requirements for ICDL “core”
START Certificate:
Candidate must have passed at least 4 (any 4) modules within a 3-year period.
COMPLETE
Certificate: Candidates must have passed all seven modules within a 3-year period.
ICDL Policies and Procedures
Page 21
Last updated: 12 March 2008
SYLLABUS 4.0 ALL EVALUATIONS Module
Subject
Time
Pass Requirement
1
Basic Concepts
45 min
75%
2
Managing Files
45 min
75%
3
Word Processing
45 min
75%
4
Spreadsheets
45 min
75%
5
Databases
45 min
75%
6
Presentation
45 min
75%
7
Information & Communication
45 min
75%
K.
Repeating a Pass
Occasionally a candidate will want to be re-tested in a module because he/she wants to use different software (or versions of software) or (very rarely) he/she wants to obtain a better pass rate. This is allowed for up to two additional tests per Log Book. However, if a new certificate is required, a new Skills Log Book must be purchased from which the certificate will be issued (certificates are linked to Skills Log Books.) Note that results are not printed on the Certificate. 1.
If the page for the module concerned has been used already, the new result is entered on the “Notes” page and a note is added “Please use latest results”.
2.
If a rewrite is using the same software but is intended to get a higher score, the ICDL Office will enter the higher score on its records. As the certificate does not mention scores, there is no change to the certificate.
3.
If the candidate wants to pass more than 7 tests per Log Book to allow for different software, the candidate has to purchase a new Log Book. Previous tests passed, such as Modules 1, 2 and 7, can be re-entered in the new Log Book provided they are still valid. Such a re-entry will be done by the ICDL Office on request.
4.
A new certificate will be issued only for each newly completed Log Book submitted.
L.
Test Results
The Examiner / Test Supervisor shall on a weekly basis submit to the ICDL SA results for candidates who were tested in such a format as specified by the ICDL SA from time to time. The Examiner / Test Supervisor shall ensure that such results are received by ICDL SA within 7 working days of the respective tests having been written. The Examiner / Test Supervisor is required to formally request in writing an extension if this requirement cannot be met. Failing compliance with this regulation, the Examiner will initially be given a written warning. Subsequent offences would effectively constitute a Breach of Contract. This would then effectively lead to termination of the Examiner Contract.
The examiner will still be held liable for any
outstanding payments. Interest will be charged at local Standard Bank Rates for all payments outstanding for ICDL Policies and Procedures
Page 22
Last updated: 12 March 2008
more than 30 days. Please note it is vital that results are submitted to the ICDL (
[email protected] ) on a regular basis to avoid any delays in the certification process.
M.
Lost Results
Very occasionally a Test Centre reports that results were lost through a computer crash before they were printed out or submitted to the ICDL in electronic format. The following applies: 1.
The Centre sends in results weekly as required by the ICDL.
2.
The Centre has its own back-up policy, which produces a back up at least once a week.
Procedure 1.
Within a week after the loss of data, the Centre reports the loss of data to the ICDL and submits a list of candidates who passed during that week based on the Centre booking sheet and the results entered in the Skills Log Books.
2.
The ICDL will decide whether to accept these results or insist on a retest.
3.
If accepted, the results will be entered in the database with a score of 75%.
Expired Results If a centre loses more than 7 days of results, it is only because results were not sent to the ICDL in good time. The Centre is then obliged to retest the candidates concerned free of charge. It is up to the Centre to negotiate refunds with the test provider.
N.
Results: Appeal
Candidates who have taken a test and have reason to think that the score allocated is incorrect, have the right to appeal. The procedure is as follows: 1.
The candidate must appeal within 7 days of the results being made available to him/her.
2.
The candidate may appeal via the Test Centre / Examiner or directly to the ICDL SA.
3.
The appeal must be in writing and include the Skills Log Book number, name and address of the candidate, name and address of the Test Centre and Test Supervisor / Examiner, as well as a concise description of what happened and what the candidate requests. An administrative fee of R300 must accompany the appeal.
4.
The ICDL will investigate and make its decision known within 30 days of receiving appeal documentation.
5.
Should the candidate prove to be correct, the ICDL will amend its records and the fee of R300.00 will be refunded.
6.
Should a candidate wish to appeal further, the QAS Committee of ICDL SA is the last court of appeal.
ICDL Policies and Procedures
Page 23
Last updated: 12 March 2008
O.
Help
Candidates may receive the following help immediately before a test: 1.
Although the test makes use of international English, some expressions may be unknown to South Africans or may be beyond the experience of the test group. Expressions such as “hole in the wall” (ATM) and “Gross” and “Nett” (including or excluding VAT) may be explained to the group of candidates before the test or as required by a candidate.
2.
The Examiner should NOT explain terms which a reasonable future employer of the candidate would expect the candidate to know – such as budget, schedule, agenda etc.
Candidates may receive the following help during the test: 1.
The help functions of the program used may be accessed by the candidates at will.
2.
Unusual expressions explained to the candidates before the test may be left on a blackboard or whiteboard.
Candidates may NOT receive any help DURING the test: 1.
Only the Examiner/Test Supervisor may be in the room during the test. A technical support person may be allowed into the room when absolutely necessary. Candidates may not communicate with each other at all. Communication with the Examiner/Test Supervisor may only be to leave the room or communicate unforeseen events. Communication with the technical support person must be in the presence of the Examiner/Test Supervisor.
2.
No one involved with the training of the candidates may be in the room at any time during the test.
P.
Candidates with Special Needs
1.1
People with Disabilities
1.1.1 Disability Statement The European Computer Driving Licence (ECDL) Foundation is committed to ensuring that no one is excluded from pursuing ECDL / ICDL certification and is actively working towards ensuring accessibility to people with disabilities. To this end, the ECDL Foundation has been working within the ECDL / ICDL community and with disabilities groups for some years. The work has identified and eliminated major barriers to accessibility and will continue on a permanent basis for the future and include the official ECDL / ICDL product offerings. 1.1.1.1
Overview
ECDL / ICDL certification is available to all Candidates and does not exclude Candidates with a disability. An ECDL / ICDL achieved with specific approved accommodations is a full ECDL / ICDL and all quality procedures must be applied to the tests and testing. All testing must be done under examination conditions; furthermore, these examination procedures should provide all students, including those with a disability, with an equal opportunity to demonstrate the achievement of learning outcomes.
ICDL Policies and Procedures
Page 24
Last updated: 12 March 2008
Accommodations may be approved for achieving ECDL / ICDL for Candidates with a permanent or long-term disability. In some countries, the equivalent term “reasonable adjustments” is used. The intention of these accommodations is to remove barriers to access while preserving the quality and integrity of the Certification programme. These Candidates who may receive accommodations can be: •
Candidates who are deaf or who have hearing impairment
•
Candidates who are blind or who are visually impaired, including colour deficit conditions
•
Candidates who have a permanent physical disability
•
Candidates who have a permanent medical condition
•
Candidates who have specific learning difficulties
The legal definition of disability within a country will be the one applied to ECDL / ICDL testing and certification. This definition will include the types of disability, impairment, or condition covered and the definition of “long term”. All legal requirements with regards to testing will be applied. Where the legal requirement in a country differs from the rules stated here, such requirement must be registered with the ECDL Foundation. It should be noted that some Candidates may have more than one disability. 1.1.1.2
The Accommodation Approval Process
In all cases, an Accommodation Request Form must be completed and can be found on the ICDL website when you login with your username and password. This should state the exact requirement for the specific accommodation. The ICDL then makes a judgement as to whether the accommodation should be approved. This decision must be documented according to the process outlined here, and this documentation must be retained by the ICDL for possible review by the ECDL Foundation. 1.1.1.3
Accommodation Approval
The ICDL may approve: •
Additional time per test up to a maximum of 100% of the normal test duration. Additional time may be warranted when the normal test duration might not allow a person with disability the opportunity to display the relevant competencies covered by the test. The specific amount of time allowed needs to be calculated on a case-by-case basis, although an additional 33% (15 minutes for V4.0) would be common and an additional 100% would be very rare. The onus should be placed on the informed third party to provide a justification for additional time. This justification should be based on the informed third party’s understanding of specific candidate requirements in a Test situation. Care should be taken not to allow unnecessary additional time; although the main measurement point of the test is the ability to carry out specific tasks or demonstrate specific knowledge, completing these activities in a reasonable time is also a test requirement.
•
Use of a separate room (with the authorised Tester present during the test)
•
Use of assistive technology
•
Use of enlarged test paper
ICDL Policies and Procedures
Page 25
Last updated: 12 March 2008
•
Use of a sign interpreter for people with hearing impairment. The role of the interpreter is to sign the instructions and questions when asked to do so by the Candidate. The role may include communicating a word or phrase, using sign language, or the use of writing. This must be fully documented – the name of the interpreter must be recorded and stored with the archived test material.
•
Use of a reader. Candidates with a physical impairment, a visual impairment, or a specific learning difficulty may require the support of a reader. A reader may read the test paper and the Candidate’s answers as requested by the Candidate. The reader should only read the exact wording and not give meanings of words, rephrase or interpret anything. The reader should only repeat instructions and questions on the paper when specifically requested to do so by the Candidate. The reader may verbally describe any essential visual or graphical elements in test questions to blind or visually impaired Candidates. The reader should not advise the Candidate on which questions to do, when to move on to the next question, or the order in which the questions should be answered.
•
Use of a scribe (amanuensis). Candidates whose ability to write or type is impaired may require a scribe, who will assist in writing write down his or her answer. This only applies to Module 1 Concepts of Information Technology. A scribe/amanuensis must write down answers exactly as the Candidate dictates them and must not change the words or add in any other words. The scribe should not advise the candidate on which questions to do, when to move on to the next question, or the order in which the questions should be answered.
•
Examination paper given in various audio formats
•
An assistant for help with personal matters during the test. This must not involve help in performing the test.
•
Testing outside the Test Centre in premises that are adapted to the Candidate' s needs
•
Testing at the Candidate’s home or school
•
Allocation of a rest period during the test. The Candidate may require a break or pause. This must be monitored and test conditions must apply to the resting period – the Candidate must not use this time to work on the test. The total time working at the test, excluding the rest period, must not exceed the total allowed time.
It should be noted that if a Candidate requires an interpreter or reader, they must be accommodated in a separate room to prevent disturbance to other Candidates. 1.1.2
Procedures for Candidates
1.1.2.1 Application Candidates who believe that they need an accommodation should complete the application obtainable on the website under the Centre Login. The procedures in place should be clear to all Approved Test Centres whether or not the Centre can provide facilities for Candidates with disabilities. Requests for accommodations are made by completing the Accommodation Request Form. This may be completed by the Candidate or by another individual on their behalf. The request must be completed and ICDL Policies and Procedures
Page 26
Last updated: 12 March 2008
approved before testing begins. Completed forms, with supporting documentary evidence, should be sent to the ICDL. The ICDL determines whether there are grounds for giving the requested accommodation. This should follow the national guidelines produced by the ICDL, which should be informed by the following considerations. •
The ICDL shall only approve an accommodation request if it is appropriate for the Candidate and if the ICDL believes that the test will not be negatively impacted by the accommodation.
•
The ICDL should, nevertheless, be open to requests that will remove obstacles to demonstrating the Candidate’s competencies in the test.
•
The ICDL must be satisfied that the evidence submitted in support of the application is legitimate and sufficient.
In some limited cases, accommodations may be granted by approved Test Centres, e.g. national associations for the blind. The ICDL must record that these Test Centres have the capability to determine needs and have been approved to do this. These Test Centres should retain records of these accommodations so that they can be reviewed by the ICDL or by the ECDL Foundation if necessary. 1.1.2.2 Evidence required in support of an application An informed third party should, using Part 2 of the Accommodation Request Form, provide an evaluation of the Candidate’s functional ability concerning the requirements of the examination. An informed third party is someone who has a professional relationship with the Candidate that allows for an informed, impartial judgement to be made concerning reasonable accommodations at examination. Examples of informed third parties include a teacher or trainer, an educational psychologist, or a doctor. Where possible, this evaluation should include a recommendation as to the type of accommodation required. 1.1.2.3 Conducting the test Before the test begins, any accommodation must have been pre-approved and installed where relevant. It is the responsibility of the Test Centre to ensure that all assistive technologies are installed and operating correctly. The Tester must have prior information of the Candidate’s requirements and must check that they are in order before testing can begin. •
Time Calling - For visually impaired Candidates who cannot see the clock used in Test Centres a member of staff must inform those Candidates of the time left in each case. It is important that this is not done too often, as it is a possible cause of stress.
o
Physical space - Depending on the nature of a Candidate’s disability, he or she may require extra space to accommodate a guide dog, a wheelchair or other equipment.
o
Separate Examination Venue - Depending on specific accommodations, it may be necessary that the Candidate be accommodated in a separate room to prevent disturbance to other Candidates.
o
Personal Assistance
ICDL Policies and Procedures
Page 27
Last updated: 12 March 2008
•
A Candidate who requires assistance in personal and/or practical ways during the course of an examination may require a personal assistant. The personal assistant and the Candidate should be given copies of these standards prior to the examination.
•
The personal assistant and the Candidate should be familiar with each other, and the candidate should not be expected to use several personal assistants during successive examinations, e.g. for each different module.
•
The personal assistant should sign that he/she attended the test with the Candidate. This record should be kept with the test, but not recorded on the Skills Card or the ECDL / ICDL.
•
The personal assistant should not discuss any matters during the examination with the Candidate unless it relates to the Candidate' s need for personal care or approved assistance with manual tasks.
•
A personal assistant shall not give factual help or offer suggestions to the Candidate and shall not advise the Candidate how to perform any task or answer any questions
•
The Test Supervisor / Examiner must be present during the Exam.
•
Temporary Illness or Injury – A re-sit is permitted if a Candidate suffers temporary illness or indisposition at the time of assessment. This should be documented, with supporting evidence of the circumstances including dates and venues.
1.1.2.4 The Approved Test Centre Approved Test Centres offering testing to a Candidate with disabilities should ensure that there is an environment which will allow access by the Candidate. In all cases ECDL / ICDL tests must be undertaken in examination conditions. Therefore it is important that the tests are located in a quiet environment, preferably a closed room, where the Candidates can work without disturbance. It is important that examination venues are as comfortable as possible for all Candidates. Some Candidates with disabilities may require additional items of furniture, access to a disabled toilet, increased or dimmed lighting, or blackout conditions, In addition, space may be required for assistive technology, an assistant or a guide dog. The Test Centre must document the name of the reader, scribe, or interpreter with the Candidate’s archived Test material.
Q.
Irregularities
1.
BRIEF POWER FAILURE, HARDWARE FAILURE, SOFTWARE FAILURE
Candidates are not allowed to leave their seats, and are not allowed to communicate with each other or the outside world. When the system becomes available again, they are given the time lost plus five minutes.
ICDL Policies and Procedures
Page 28
Last updated: 12 March 2008
2.
HARDWARE / SOFTWARE FAILURE
If the test is interrupted through a lengthy power cut, hardware failure, software failure (such as having Access 2000 files for an Access ’97 test), or disasters such as floods or riots, the test must be terminated and all candidates must be allowed to redo the test free of charge as soon as possible. If the test is repeated on the same day, the next test must be used. (If the last test was test 8, the next test is test 1.) The ICDL must be notified why the “wrong” test was used. 3.
ACCIDENTAL INFRINGEMENTS
In a case where the candidate accidentally infringes the rules during a test, the principal of “advantage” must be applied. If the candidate has an “advantage” as a result of the infringement, the candidate who is infringing must stop writing and the test should be repeated at a later time when the candidate has no unfair advantage. No penalties apply when the infringement is accidental. 4.
DELIBERATE INFRINGEMENT
If the infringement is a deliberate act to gain advantage for one or more candidates, or to disadvantage one or more candidates, the following applies: 4.1
The candidate(s) actually involved must be stopped as soon as the infringement is discovered.
4.2
They must be separated as far as possible from each other and must write an explanation of what happened giving times and names.
4.3
They must surrender their Skills Log Books.
4.4
The Test Supervisor must add a written report.
4.5
The written reports and Skills Log Books are sent to the ICDL offices.
4.6
The result of a test during which a deliberate infringement took place will be 0.
4.7
The candidate can appeal in writing to the ICDL within 7 days of being notified of the infringement.
4.8
The last ICDL court of appeal is the ICDL Board.
4.9
It is not easy for the ICDL to prevent a candidate from registering anew at a different centre. Centres are requested to warn the ICDL if they think the possibility exists.
VIII. CERTIFICATES A.
Lost/Re-Print Certificate
A lost ICDL Certificate can be replaced at a cost of R70 (including VAT). Once payment has been made please fax or email proof of payment along with the following details to 021 674 1805 for attention Certification Department or to
[email protected] •
Log book number
•
Surname
•
First Name
ICDL Policies and Procedures
Page 29
Last updated: 12 March 2008
•
Photocopy of pg 1 of the Identity document
•
Postal Address
The banking details are as follows: Standard Bank Mowbray Acc No: 071 275 347 Code: 024 909 06 Please quote the Skills logbook number as a reference no.
B.
Upgrade
Should a candidate wish to “upgrade” from, for instance, Office XP to Office 2003, the process is as follows: 1.
The candidate purchases a new Skills Log Book.
2.
The candidate takes the tests for the modules that he/she wants upgraded.
3.
The candidate sends in the Skills Log Book with the request that all other modules be transferred from the previous certificate.
4.
As long as the successful tests in the other modules are not more than three years old, the ICDL will transfer them onto the new certificate – at no charge.
5.
The same applies to candidates who wish to obtain an additional certificate indicating proficiency in a different application such as Lotus, WordPerfect, Open Office or Star Office.
C.
ICDL Start
The terms “Skills Card” and “Log Book” can be interchanged for the purpose of these instructions. The conditions under which an ICDL “START” certificate is issued are the same as for the Complete Certificate [see “Certificate” (Complete)] except for the following: 1.
The candidate may request a “START” Certificate after passing at least four (any four) modules.
2.
The candidate may request the return of the Skills Card. At present it is returned free of charge. At a time to be announced an additional administration fee will be charged
D.
ICDL Complete
In order to have an ICDL Certificate issued, the following must happen: 1.
The candidate or the ICDL Centre may send in a completed Skills Log Book along with a copy of page 1 of the student identity document to the ICDL. The sender must include clear instructions regarding the address to which the certificate has to be sent. If no instructions are included, the certificate is sent to the students address by default unless a batch of skills log books have been submitted, this will then be returned to the Centre in question..
ICDL Policies and Procedures
Page 30
Last updated: 12 March 2008
2.
A Log book needs to be submitted to the ICDL for certification no later that 6 months after the last test passed.
3.
The ICDL office checks the following:
•
Was the Skills Log Book with that number provided to the Centre that issued it to the candidate?
•
Are the candidate’s details complete and correct?
•
Is the date of the issue correct?
•
Are all the passes for modules recorded after the date of issue? (Passes recorded before the date of issue will not be recognised!)
•
Do the stamp and signature match that of the registered Test Centre and the Test Supervisor on record at the ICDL?
•
Do the test results match those sent in independently by the Test Centre or Examiner?
•
Do the dates of the tests indicated on the Skills Log Book and the dates submitted by the Test Centre match?
•
Is there at least a 1-day gap between a failed exam and the next attempt for the same module?
•
Is the time span between the earliest test and the last test not more than 3 years?
4.
Once all items in section 2 and 3 above match, the ICDL office decides whether it will insist on a retest of one or more of the modules passed most recently. The candidate will not be required to pay for such a retest.
5.
If all items match and no retest is required (or a retest has been passed), the ICDL office will issue a certificate and post it to the address requested.
E.
Expert
Candidates who have obtained all Advanced Certificates available, may request the awarding of an “ICDL Expert” Certificate. The following conditions apply: 1.
None of the results may be older than three years.
2.
No Skills Log Book is needed.
3.
There is no charge for the issuing of the certificate.
4.
The certificate will be sent normal post, unless the candidate pays for a courier service.
ICDL Policies and Procedures
Page 31
Last updated: 12 March 2008
IX.
PRODUCTS
A.
ICDL Core
The ICDL Core is made up of 7 modules and as shown above under certificates, a “Start” Certificate as well as a full Certificate can be obtained. The Seven Modules can be taken in any order and are as follows: Module 1 - Basic Concepts of IT Module 2 - Using a Computer and Managing Files Module 3 - Word Processing Module 4 – Spreadsheets Module 5 – Database Module 6 – Presentation Module 7 - Information and Communication
B.
ICDL Advanced
ICDL Advanced certificates are awarded to candidates who pass the tests for each of the ICDL Advanced Modules individually. The same principles will be applied as B above. The modules are as follows: •
Advanced Word Processing
•
Advanced Spreadsheets
•
Advanced Data Base
•
Advanced Presentations.
C.
e-Citizen
A single certificate is awarded by the ICDL based on the passing of an automated test. In order to have an e-Citizen Certificate issued: •
the ICDL Centre needs to e-mail the results to
[email protected]
•
a copy of page 1 of the students’ identity document.
D.
EqualSkills
This product is Trainer Led and Trainer Assessed. The whole process is done on the Equalskills.com site. See the instructions on the ICDL website under the Product: Equalskills. This certificate is awarded by the ICDL to those who have satisfactorily completed the programme set for this certification. The last page of the completed “work book” is to be submitted to the ICDL (completed by the ICDL Trainer, together with a copy of the candidate’s ID document.) The ICDL will verify that all the information is complete and the Trainer properly accredited before sending the necessary certificate to the candidate.
E.
WebStarter
Developed by the ECDL Foundation, WebStarter is a new certification designed to provide the basic skills required to design and create a simple Web site. WebStarter has been specifically designed for anyone who wants to acquire the skills to create a simple Web site, without having to commit to the time and expense of a professional-level Web design programme. This makes WebStarter an ideal certification for second-level students, small businesses, community groups and ICDL Policies and Procedures
Page 32
Last updated: 12 March 2008
individuals who need to create personal Web sites. A manual test will apply and only an Examiner may invigilate the Test. The test will then be forwarded to the Examiner together with the Skills Card and copy of ID of the candidate. On completion, a Certificate will be issued.
F.
ImageMaker
ImageMaker has been specifically designed for anyone who wants to acquire the skills to work with digital images, without having to commit to the time and expense of a professional-level digital image editing certification. Developed by the ECDL Foundation, ImageMaker is a new certification designed to provide the basic skills required to use and manipulate digital images. This makes ImageMaker an ideal certification for second-level students, small businesses, community groups or individuals. A manual test will apply and only an Examiner may invigilate the Test. The test will then be forwarded to the Examiner together with the Skills Card and copy of ID of the candidate. On completion, a Certificate will be issued.
G.
CAD
CAD is the new independent international standard for core skills in 2-dimensional (2D) computer aided design (CAD). CAD is for students and professionals seeking an internationally recognised qualification to certify their current core CAD skills. This certification can provide the basis towards further studies or professional development in a CAD related field. This is an internationally recognised, multi-platform certification that provides a tangible benchmark for core CAD user skills. CAD certifies that an individual who has successfully completed the qualification has the skills and knowledge to use the standard software and features of most CAD applications. . A manual test will apply and only an Examiner may invigilate the Test. The test will then be forwarded to the Examiner together with the Skills Card and copy of ID of the candidate. On completion, a Certificate will be issued.
H.
E-Learner
e-Learner is an ECDL endorsed product which equips younger students with a solid foundation for progressing on to the ECDL / ICDL qualification. It is a certified, modular course of progressive ICT skills utilising courseware from Computers 4 Kids. Using a unique and integrated approach, e-Learner provides the means to acquire essential ICT skills across a spectrum of 7 units. e-Learner Units The accredited e-Learner course is made up of units and is available at two different levels (Silver and Gold). The Silver course comprises 5 units and covers skills within these units on a basic level. The Gold course covers all 7 units and skills within these units are more advanced. The e-Learner units are aligned to those which one would encounter in the ECDL / ICDL course thereby acting as a perfect introduction (Silver) and progressive stepping stone (Gold) to the ECDL / ICDL Core. Units in the e-Learner course are as follows: ICDL Policies and Procedures
Page 33
Last updated: 12 March 2008
1. IT Basics 2. Files & Folders 3. Drawing 4. Word Processing 5. Spreadsheets 6. Presentations 7. Web Browsing & Email Certification Once the required skills have been completed for all the units in either the Silver or Gold course, the completed Skills Record Card, together with a copy of the e-Learner Administration System, is forwarded to Computers 4 Kids Head Office. After verification, accredited certificates will be issued for each student fulfilling the requirements in either the Silver or the Gold course.
X.
AUDIT
A.
Examiners
An audit of an Examiner can take place at any time. The purpose is to confirm that the Examiner is carrying out the testing according to the QAS procedures agreed. It is envisaged that this will usually be by prior arrangement. However, there may be circumstances that require the use of unscheduled audits – by the ICDL or by the ECDL Foundation. The following will receive attention during an Audit: (1)
Test Administration Systems
Administration System for Manual Testing Storing of Manual Test Documentation or Administration System for Automated Testing (i)
Live Testing
General Details Information for Test Candidates prior to start of Tests Control of Tests Duration of Tests Evaluation of Automatic Tests Evaluation of Manual Tests Storing Manual Test Results Evaluation of Archived Manual Test
B.
Test Centres
The purpose is to confirm that testing is being undertaken at the Test Centre according to the Quality Assurance procedures agreed in the contract. It is envisaged that this will usually be by prior arrangement. ICDL Policies and Procedures
Page 34
Last updated: 12 March 2008
However, there may be circumstances that require the use of unscheduled audits – by ICDL SA or by the ECDL Foundation.
C.
Audit Process.
In order to confirm the quality of Certification Programme implementation within the region, the ICDL undertakes periodic audits of Test Centre operations. This audit involves an onsite visit by auditors who examine compliance with the Quality Assurance Standards. An audit of a Test Centre can take place at any time during the contract period. The audit, which takes place over approximately one - two days, involves meeting with Test Centre management and observing at least one live testing session.
It is also a
requirement that the Examiner has assessed a minimum number of 200 tests in the proceeding year. The audit process is managed by the ICDL Quality Assurance Manager, and the Quality Assurance Committee (QAC), which is appointed by the ICDL Board, provides oversight.
Audit Follow Up and Penalties Following the audit, the audit report is completed and forwarded to the Test Centre. Where nonconformances (discrepancies between the QAS and Certification Programme implementation) have been identified, the Test Centre identifies an appropriate action and timeline and returns this to the ICDL. If nonconformances are not addressed to the satisfaction of the ICDL, they are considered by the Quality Assurance Committee. The QAC may escalate unresolved issues to the ICDL Board for consideration of possible sanctions. The QAC meets quarterly and can consider all matters relating to Quality Assurance Standards and the Test Centre Audit Programme. The following will receive attention during an Audit: 1.
General Information on Approved Test Centre
2.
Review of Test Centre Premises Candidate Registration Help Desk Service Technical Details Candidates with Disabilities (where relevant) Record of Authorised Trainers Avoidance of Conflict between Trainers and Testers Queries of Test Results by Candidates Skills Cards Certificates & Trade Marks Duration of Test Centre Contract
ICDL Policies and Procedures
Page 35
Last updated: 12 March 2008
3.
Test Administration Systems Administration System for Manual Testing Storing of Manual Test Documentation Administration System for Automated Testing
4.
Live Testing General Details Information for Test Candidates prior to start of Tests Control of Tests Duration of Tests Evaluation of Automatic Tests Evaluation of Manual Tests Storing Manual Test Results
XI.
GLOSSARY
ATES
Automated Test Evaluation System
CSSA
Computer Society of South Africa
ECDL
European Computer Driving Licence
ECDL-F
European Computer Driving Licence Foundation (The “parent” body)
ICDL
International Computer Driving Licence
QAS
Quality Assurance System
QAC
Quality Assurance Committee
QTB
Question & Test Base
MQTB
Manual Question & Test Base
EQTB
European Question & Test Base
SLB
Skills Log Book
Trainer/s
Where this person is responsible for the upliftment of skills and/or the advising of candidates in any of the ICDL products. This includes, inter alia, Trainers, Facilitators, Lecturers, Advisors, Teachers, and Educators.
Tester/s
Examiner: Any person accredited to deliver ICDL Manual Testing (non Automated Testing) Automated Test Supervisors: Any person accredited to utilise the Automated Testing System
ICDL Policies and Procedures
Page 36
Last updated: 12 March 2008
