1. Purpose
This policy establishes the framework for announced and unannounced examination inspections conducted by AIES.
The purpose of examination inspections is to:
- Ensure examinations are delivered in accordance with approved AIES standards and procedures
- Monitor exam processes and security controls
- Confirm compliance with examination regulations
- Protect the integrity, fairness, and credibility of AIES assessments
- Provide on-site guidance and support where required
Examination inspections are quality assurance measures and form part of AIES’s academic governance framework.
2. Scope
This policy applies to:
- All approved AIES examination centers
- All exam sessions
- All invigilators, administrators, and exam personnel
- All candidates sitting AIES examinations
3. Types of Examination Inspections
AIES may conduct:
3.1 Announced Examination Inspections
Centers are notified in advance of the inspection.
3.2 Unannounced Examination Inspections
Conducted without prior notice to ensure real-time compliance monitoring.
As a condition of approval, centers agree to permit both announced and unannounced examination inspections.
4. Inspection Authority
AIES reserves the right to:
- Enter examination venues during an active exam session
- Observe exam administration processes
- Review exam materials handling procedures
- Verify candidate identity checks
- Review invigilation practices
- Record observations in the official inspection form
Centers must fully cooperate during examination inspections.
Failure to cooperate may result in compliance action.
5. Conduct of Inspectors
Inspectors are required to:
- Conduct visits in a professional, objective, and supportive manner
- Minimize disruption to the examination process
- Complete all sections of the official Examination Inspection Form
- Record findings accurately and objectively
- Submit the completed form to the assigned AIES contact person
6. Areas Reviewed During Examination Inspection
The official Examination Inspection Form must be used for all inspections.
Inspections may include review of the following areas:
6.1 Exam Setup & Environment
- Appropriate exam room preparation
- Adequate lighting and ventilation
- Quiet and distraction-free environment
6.2 Exam Materials & Security
- Secure receipt of examination materials
- Materials opened according to instructions
- Confidential handling of exam papers
- Proper accounting of materials before and after the exam
Maintaining examination material security is mandatory and non-negotiable.
6.3 Invigilation & Supervision
- Invigilators present and attentive
- Awareness of AIES exam procedures
- Candidate identity verification
- Correct time management
6.4 Candidate Conduct & Compliance
- Candidates briefed on exam rules
- No unauthorized materials present
- Examination conducted without disturbance
6.5 Issues and Irregularities
Inspectors must record:
- Any irregularities observed
- Immediate corrective actions taken
- Recommendations for follow-up
Serious irregularities may trigger formal investigation under the Academic Integrity Policy.
7. Confidentiality
All examination-related information observed during inspections:
- Must be treated as strictly confidential
- Used solely for compliance and quality assurance
- Managed in accordance with the Data Protection and Privacy Policy
8. Examination Inspection Outcomes
Each exam session will receive one of the following ratings:
- Fully Compliant
- Mostly Compliant
- Partially Compliant
- Non-Compliant
The inspection report will include:
- Summary findings
- Identified strengths
- Compliance gaps
- Required corrective actions (if applicable)
9. Irregularities and Sanctions
Where serious breaches are identified, AIES may:
- Issue a formal warning
- Require retraining of invigilators
- Invalidate the examination session
- Suspend future exam approvals
- Revoke center approval in cases of severe or repeated non-compliance
10. Mandatory Submission
The completed Examination Inspection Form must be submitted to AIES following each inspection.
11. Policy Acceptance
By maintaining AIES examination approval status, centers agree to comply fully with this policy and to cooperate with announced and unannounced examination inspections.
