1. Purpose
The purpose of this policy is to establish a structured framework for announced and unannounced inspections of approved centers to ensure alignment with AIES operational standards, academic requirements, and administrative procedures.
Inspections are conducted to:
- Support centers in maintaining required standards
- Confirm understanding of AIES procedures
- Identify good practices
- Highlight areas requiring improvement
- Provide guidance and practical support where necessary
Inspections are intended to be constructive, professional, and quality-focused.
2. Scope
This policy applies to:
- All AIES approved centers
- All center administrators and staff
- All instructors and exam personnel
- All examination
3. Types of Inspections
AIES may conduct the following types of inspections:
3.1 Announced Inspections
Announced inspections are scheduled in advance and the center is notified prior to the visit.
These may include:
- First-time supportive inspections
- Scheduled routine inspections
- Pre-approval inspections
- Follow-up inspections
3.2 Unannounced Inspections
Unannounced inspections are conducted without prior notice.
These may include:
- Routine compliance monitoring
- Follow-up inspections where previous concerns were identified
- Quality assurance spot-checks
All approved centers agree, as a condition of approval, to allow both announced and unannounced inspections.
4. Inspection Authority
AIES reserves the right to:
- Conduct inspections at any approved center location
- Review facilities, processes, and documentation
- Request access to student and administrative records
- Evaluate exam readiness and security measures
Centers must provide full cooperation during inspections.
Failure to cooperate may result in compliance action.
5. Inspection Conduct
Inspectors are required to:
- Conduct inspections in a professional, respectful, and supportive manner
- Clearly explain the purpose of the visit
- Review processes, facilities, and records using the official inspection form
- Collect feedback from center representatives
- Provide practical guidance where needed
- Complete all sections of the inspection form accurately and objectively
- Submit the completed form to the assigned AIES contact person
The official AIES Center Inspection Form must be used for both announced and unannounced inspections.
6. Areas Reviewed During Inspection
Inspections may include, but are not limited to, review of:
6.1 General Information
- Inspection type
- Center details
- Inspector information
6.2 Center Setup & Facilities
- Clean and safe learning environment
- Adequate classroom/exam space
- Appropriate furniture and equipment
- Accessibility and facilities
6.3 Student Safety & Welfare
- Safety measures
- Emergency procedures
- Supervision
6.4 Instructor Qualifications & Competency
The center must provide access to instructor records, which may include:
- Updated Curriculum Vitae (CV)
- Academic qualifications
- Professional certifications
- Relevant teaching or industry experience
- Proof of identity (where required)
All student data must be handled confidentially and used solely for inspection purposes.
6.5 Student Records & Documentation
The center must provide access to students’ records, which may include:
- Completed registration form
- Student identification
- Entry qualifications
- Fee payment records
- Attendance records
- Assessment/exam registration
- Relevant correspondence
All student data must be handled confidentially and used solely for inspection purposes.
6.6 Staff Awareness & Procedures
- Awareness of AIES standards
- Defined roles and responsibilities
- Training for exam processes
6.7 Administrative Processes
- Registration procedures
- Communication of fees and policies
- Completeness of records
6.8 Test & Exam Readiness (if applicable)
- Exam procedures
- Secure handling of materials
- Appropriate invigilation
7. Confidentiality
All information obtained during inspections:
- Must be treated as confidential
- Used strictly for quality assurance and compliance purposes
- Managed in accordance with AIES Data Protection and Privacy Policy
8. Inspection Outcomes
Following inspection, centers will receive one of the following compliance ratings:
- Fully Compliant
- Mostly Compliant
- Partially Compliant
- Non-Compliant
The inspection report will identify:
- Key strengths
- Areas for improvement
- Required corrective actions (if applicable)
- Agreed timelines for remediation
9. Corrective Actions & Follow-Up
Where deficiencies are identified:
- An action plan will be agreed upon
- Timelines for correction will be specified
- A follow-up inspection may be conducted
- Continued non-compliance may result in formal sanctions
Sanctions may include:
- Warning notice
- Suspension of exam delivery
- Conditional approval
- Revocation of center approval
10. Mandatory Submission
The completed Center Inspection Form must be submitted to AIES following each inspection.
11. Policy Acceptance
By maintaining AIES center approval status, centers agree to comply with this Inspection Policy and to cooperate fully with announced and unannounced inspections.
