Contract to Provide Assessment Services for Edexcel

Exam Session: Summer 2011

Examiner

13 December 2010

Dear Mrs Mcloughlin,

Assessment Associate Number: 512757

I am pleased to enclose your contract for providing assessment services for the forthcoming
examination series. Please ensure you read the entire contents of this contract. You can
accept or reject by following the instructions at the end.

This contract is for Type 1 marking only. Type 1 items are items that require extensive relevant
subject specific knowledge.

Your contract includes:

• Subject and paper details

• Fees information
• Allocation of items to mark
• Duties and responsibilities
• Terms and Conditions - you must read these before agreeing to your contract. By accepting
your contract you are agreeing to abide by the terms and conditions stated.
• Equipment Specification - the computer equipment specification you need to mark using
the ePEN system.

Please respond to this contract offer within seven days of receipt.

Yours sincerely,

Clare Cassano
Head of Operational Resources
CONTRACT INFORMATION

Subject Name:
GCSE/ iGCSE Citizenship Today

Paper Details:
Unit 1: Citizenship today 5CS01 01

Contract Role:
Examiner

Standardisation Activity:
Online

For this paper the standardisation activities will be completed online, which means there will
be no standardisation meeting. You will instead complete the standardisation process using
the online standardisation system. This facility allows you to review annotated standardisation
samples and practice marking using ePEN from home. Your Team Leader will contact you to
ensure that you are confident in applying the mark scheme.

Date on which online standardisation commences: 04 June 2011

More details and training on how to use this system will be provided nearer the time, as well as
definitive timescales for undertaking the standardisation activity.

Please note: If there is no date displayed above for standardisation you are not required to attend a
meeting.

CONTRACT REQUIREMENTS

Allocation of responses to mark:

3409 items

Date by which allocation must be marked

25 June 2011

Detailed below is the marking schedule you are expected to maintain:

853 items by: 11 June 2011
1705 items by: 16 June 2011
2557 items by: 21 June 2011

Base payment for completed marking:

£698.58

Bonus payment if allocation, across all items to which you are assigned, is completed by the
above deadline:
£174.64

The following conditions apply to the above payment:

1. If you are unable to complete the marking of the stated allocation of responses by the
contract completion date due to unavailability of items on the paper, you will be entitled to a
per item payment for the items marked and the full bonus stated above.
2. If you are unable to complete the marking of the stated allocation of responses due to a
fault in our systems, you will be entitled to a per item payment for the items marked and the
full bonus stated above.

3. If you do not maintain the marking schedule described above then Edexcel cannot
guarantee availability of items and therefore the bonus will be at risk.

4. If we deliver the stated allocation but you do not complete your allocation of responses
across all items to which you are assigned you will receive a reduced payment based on a per
item fee only. We will not know what this rate will be until the examination series is
underway (see outline below).

5. If you are asked to stop marking (either individual items or all items) due to poor quality of
marking, you will receive a reduced payment on a per item fee only. We will not know what
this rate will be until the examination series is underway (see outline below).

6. Any additional marking that may be available will be offered at a variable item rate which
may be incentivised (see outline below). Incentivised rates, if offered, will only be applicable
to items marked in addition to your contractual allocation. Any additional marking, if
available, will be allocated to you automatically once you have completed your initial
allocation. This will form an addition to your contract.

6.1. Incentivised rates vary from year to year and are different to the rates for allocated
marking.

7. The contractual allocation outlined above is based on predicted entries. In the event that
these estimates are incorrect by a margin of 5% or over, Edexcel reserves the right to reduce
or withdraw the allocation and the total amount payable including base and bonus.

How do we calculate item rates?

The variable item rates and incentivised item rates for unallocated marking are calculated part
way through the marking process by apportioning the total contractual base payment across all
assigned items based on a weighted average marking time. This calculation occurs once a
significant proportion of marking has been completed and ensures that the fees generated for
each item are appropriate and relevant to the candidate responses and the length of time
required to mark them.

Online Standardisation Participation Fee £50

Please note that Standardisation fees are payable only if you have commenced marking and we
are in receipt of your work.

Standardisation Meeting Full day

No teacher release claimed £150
With teacher release £110
Half day
No teacher release claimed £80
With teacher release £55

Please note the italicised fees above will be applicable only if we have to revert to a London
based meeting. In this unlikely event you will be contacted directly and informed of the change
in procedure.

Internet Fee* £15

*Payable per exam series – not per paper.

Teacher Release: Full day £189.00

Half Day £94.50

All fees are subject to deduction of income tax at the standard rate at source.

PAYMENT

Payment for work will be made at the following stages:

1. Payment for completion of the standardisation activity.
2. Payment for completion of allocated responses and bonus if appropriate.
3. Payment for any additional responses marked once all marking for the paper is complete.

MARKING DETAILS

You are required to continue to mark until you have either completed your allocation or your
Team Leader asks you to stop.

DUTIES & RESPONSIBILITIES

Acceptance of a contract to provide services to Edexcel as an Examiner will be regarded as an

undertaking to meet the following requirements.

You will be required to:

1. Participate in the Standardisation activity. You will not be permitted to mark if you fail to
complete this activity.

2. Mark candidates’ responses, at item level, using the ePEN system. Further details of the
specific questions you will be required to mark will be issued by your Qualification Delivery
and Award Manager (QDAM).

3. Mark all items allocated to you by the stated deadline. Items may be removed from you if
not marked by the deadline.

4. Maintain regular contact with your Team Leader as appropriate, raising issues as they
arise.

5. Write short reports on such aspects of the examination as are required and submit such
reports to the Principal Examiner and/or Assistant Principal Examiner/Team Leader.

6. Mark whole scripts that have not been scanned, as required.

7. Carry out such other tasks that are assigned to you by the Principal Examiner and/or
Assistant Principal Examiner/Team Leader, or QDAM.

8. All scripts must be returned to Edexcel by the script return date outlined above unless
otherwise agreed with the QDAM/SL. A failure to do so would be considered a breach of
this contract and may jeopardise your future work with Edexcel. We appreciate that there
will be occasions where the delay in returning the scripts is out of your control. In these
instances we ask that you keep your QDAM/SL informed.

UNSCANNED SCRIPTS

When a paper is to be marked online some scripts may not be scanned. These must be marked
as whole scripts. If you are offered and you accept any unscanned scripts, these will be sent to
your home or a pre-arranged address together with details of the script rate. Payment for
marking unscanned scripts will be made automatically.

IMPORTANT INFORMATION

If for any reason you withdraw from this contract after previously accepting, and we are not
able to find a replacement marker, there is a possibility that candidates’ work might not be
marked in time for the normal issue of results. Should it be necessary for you to withdraw,
please let us know at the earliest opportunity by contacting your Deployment Co-ordinator.

WEBSITE ACCESS

Edexcel Gateway - www.edexcelgateway.com

Through this website you will be able to access the appropriate instruction booklet (E38/39,
E40/42 etc) as well as additional information relating to your work with Edexcel. To do this:

1. Log in using your unique username and password (the log-in details are the same as
those you used to access this contract).
2. Select ‘Forms and Documents’ from the menu on the left hand side.
3. Locate the documents under the GCE & GCSE and General headings.

You can also update your personal details on our records. To do this:
1. Log in using your unique username and password.
2. Select ‘Personal Details’ from the menu on the left hand side.
3. Click edit below the personal details listed.

From 10am the day after the exam you will be able to access the relevant exam paper and
mark scheme. To do this:

1. Log in using your unique username and password.

2. Select Allocations from the menu on the left hand side.
3. Select the relevant exam qualification and session and click ‘go’.
4. Select the relevant paper and click ‘Confidential Documents’ on the right hand side.

Ask Edexcel - www.edexcel.com

Through this website you can find answers to some commonly asked questions. To access, click
on ‘Contact Edexcel’ and then the ‘Ask Edexcel’ link.

ASSESSMENT ASSOCIATE TERMS AND CONDITIONS

Version 9.0 created September 2010.

1. CONTRACT DOCUMENTS

1.1. The Assessment Associate (AA) Terms and Conditions, together with the accompanying
documents (which contain details of the services you are required to perform), contain the
terms of your contract to provide services to Edexcel as an Assessment Associate.

1.1.1 This contract relates solely to you providing the services described in the
accompanying documents. You may be offered more than one contract at any
one time and if so each contract is independent.

1.2. Edexcel is under no obligation to offer you any further work. You are under no obligation to
accept any further offer of work that might be made to you.

2. RELATIONSHIP
2.1. This is a contract for services. Nothing in this contract makes you an employee, director or
officer of Edexcel and you will not hold yourself out as such. It does not create a relationship
of principal and agent. This contract does not give you the right to enter into any contract or
make any promise on behalf of Edexcel except with Edexcel’s prior written consent.

2.2. As a contractor you need to provide your own equipment for the purpose of performing your
duties. This includes but is not limited to your own personal computer, internet connection
and consumable items.

2.2.1 Should your role require the use of a computer with a minimum system
specification this will be outlined in the accompanying documents.

2.2.2 It is your responsibility to ensure compatibility of systems before you start the
contract and at your own expense (see also section 9.1 regarding expenses).

3. PERIOD

3.1. This contract is for the duration of the period stated or for the performance of the services
specified in the accompanying documents. Edexcel is under no obligation to extend or renew
this contract beyond the end of the period stated or the completion of the services specified
and no such extension or renewal is implied.

3.2. The issuing of this contract is made in good faith and is based on an anticipated number of
candidate entries or a particular business need. In the event that candidate entries are lower
than anticipated or there is no longer a business requirement for your services, it may be
necessary for Edexcel to withdraw the contract at any time. Edexcel accepts no liability for
any direct or indirect loss, damage or costs claimed by you in connection with this action.

3.3. At any time during the contract period Edexcel may terminate this contract for any reason
without notice. If the contract has not been terminated sooner it will terminate automatically
at the end of the contract period or on the completion of the required services as the case may
be.

3.4. You are required to provide the services described in the accompanying documents. There is
no requirement to work a minimum number of hours (either in total or per day), unless
expressly specified, but you should devote the necessary time to ensure that deadlines are met
and your work is completed within the specified timescales. You should decide when, where
and how you will carry out the work that is necessary under this contract subject to any
obligations imposed by the AA Terms and Conditions (including but not limited to clauses 5 and
11 below) and the accompanying documents.

3.5. If you are prevented from performing your services through illness, injury or any other
substantial reason, you must inform Edexcel immediately.

3.5.1 You are not entitled to be paid if you do not provide the services as required in
the accompanying documents.

3.5.2 If you are prevented from performing the services in full but are able to provide
part of the services, you may be entitled to part of your fee in accordance with
clause 6.1 below.

3.5.3 As set out in clause 13.1 Edexcel may terminate your contract on the grounds of
illness or injury or any other reason if you are unable to perform your
obligations under this contract.

4. CONFLICT OF INTEREST

4.1. You are required to inform Edexcel if:

 4.1.1 you are closely related to or are teaching/training any learner who is preparing
for an examination, test, or other form of assessment for an Edexcel award; or

4.1.2 you receive scripts or other forms of work submitted for assessment from
learners who are known to you or known at the centre at which you teach/train;
or

4.1.3 you are related to any person who is a director, employee or contractor of
Edexcel; or

4.1.4 your work for Edexcel would be affected by a personal interest or personal
association in any other way.

4.2. You are free to perform services for any other person, firm, company or organisation, provided
that the performance of such services does not or is not likely to result in a conflict of interest
between the performance of your services as an Assessment Associate for Edexcel, and your
services for the other party or parties.

4.2.1 You must notify Edexcel immediately if you become aware of any potential
conflict of interest under this clause.

5. OBLIGATIONS

5.1. You must provide the services specified in the accompanying documents with care and
diligence and in accordance with the timescales and deadlines set by Edexcel.

5.2. You will not, by your acts or omissions, prejudice the interests of Edexcel or bring the name or
reputation of Edexcel into disrepute.

5.3. Edexcel is not liable for any acts or omissions by you. Edexcel will, although under no
obligation to do so, make such efforts as it thinks fit to support you in any dispute arising out
of your services as an Assessment Associate provided you have properly used your professional
expertise and can support what you have done or said with appropriate evidence.

5.4. If you wish to publicly express your views relating to any aspect of Edexcel qualifications, for
example by seeking publication for text books, by giving lectures and talks to outside bodies or
by the provision of training packages, you must get prior permission from Edexcel.

5.4.1 If you are given permission by Edexcel to publicly express your views relating to
Edexcel qualifications then you must make it clear you are acting in a purely
individual capacity and not as an Assessment Associate. You are reminded of
your obligations under section 10.

5.5. You must obtain prior written permission from Edexcel to use copyrighted material in your
work, including but not limited to material which is taken from the internet or existing
Edexcel/Pearson publications. You will not use material in any of the work you produce for
Edexcel for which Edexcel does not own the copyright or for which Edexcel does not have
copyright permission to use.

5.6. You must notify Edexcel immediately if you have either outstanding (unspent) criminal
convictions or are convicted of any criminal offence which might have a bearing on your
suitability for the role of an Assessment Associate (such as dishonesty or fraud or in relation to
children). Convictions for driving offences without imprisonment do not need to be notified.

5.7. You may be required to travel to the offices of Edexcel in the United Kingdom or any other
place in the countries where Edexcel operates, as may be reasonably necessary to fulfil this
contract.
5.8. You are free to work wherever you choose within the European Union subject to any express
requirements in the accompanying documents, including any requirements to:

5.8.1 be in a particular location to physically receive learner work (see also clause
12.6 below).

5.8.2 work outside the European Union, which shall be expressly stated in the
accompanying documents.

6. FEES

6.1. The fees you will be paid for the services under this contract are shown in the accompanying
documents. Payment will be made direct to your bank account.

6.1.1 Edexcel reserves the right to reduce or not to pay the relevant fees if your work
is below the standard expected in terms of quality, quantity, timing of delivery
and/or if it has been necessary for you to redo any work because of the
standard of the initial work carried out by you.

7. INCOME TAX

7.1. HM Revenue and Customs (HMRC) has determined that assessment services are always subject
to deduction of income tax at the standard rate at source. Edexcel is therefore required by
HMRC to deduct income tax at the standard rate from any payment of fees to you unless:

7.1.1 before the start of any payment of the fees due, you have completed a
certificate of taxable income in the form produced by HMRC and submitted it to
Edexcel in every tax year falling within the contract period; or

7.1.2 HMRC has specifically agreed in writing that income tax should not be deducted
from any payment made for this contract and proof of such an agreement has
been provided to Edexcel.

7.2. The obligation on Edexcel to comply with HMRC guidance in respect of tax matters does not
alter the status of this contract as a contract for services or your status under this contract as
a self-employed person.

8. EXPENSES

8.1. You will be reimbursed for reasonable travelling and other expenses necessarily incurred in the
performance of your services as an Assessment Associate as laid out in the AA Travel and
Subsistence policy (available to view in the Forms and Guidance section of Edexcel Gateway).

8.1.1 You must follow the AA Travel and Subsistence policy when booking
accommodation or buying meals. This includes booking accommodation through
the Edexcel approved agent. No claims for expenses incurred by you for
accommodation or meals outside of the policy will be reimbursed. You may be
asked to obtain Edexcel’s approval in advance for overnight accommodation.

8.1.2 You must use the most economical means of travel and confine expenses to the
minimum necessary for effective discharge of your responsibilities.

8.1.3 Expenses should be claimed on the relevant form accompanied by receipts

and/or vouchers supporting the claim.

8.1.4 Payment of expenses will be made direct to your bank account.

8.2. If you have more than one contract with Edexcel you may only claim once for expenses
incurred. Expenses incurred for the same day’s work under more than one contract will not be
reimbursed except travel expenses for clearly separate and identifiable journeys under
different contracts.

8.3. Edexcel reserves the right to place limits on the reimbursement of expenses of a particular
type and to refuse reimbursement where it considers expenses claimed to be unreasonable.

9. INSURANCE

9.1. You should ensure that your car insurance policy covers you for business use if required.
10. CONFIDENTIALITY

10.1. In the course of providing your services as an Assessment Associate you are likely to obtain
confidential information. ‘Confidential information’ means any information belonging to
Edexcel and/or relating to Edexcel’s business other than information which is public
knowledge. This includes but is not limited to trade and commercial secrets, examination
scripts, examination papers, assessment content, assessment processes, IT systems and
information in respect of which Edexcel owes an obligation of confidence to any third party.
‘Confidential information’ also includes any information which an employee, director or officer
of Edexcel has notified to you as being confidential. In respect of this confidential information
you agree:

10.1.1 to keep all confidential information secret and confidential at all times and to
maintain any documents, records, computer files and any other means of
recording information which contains confidential information in a secure place
at all times;

10.1.2 to hold as strictly confidential the proceedings at all meetings related to

examinations, tests and other forms of assessment, and also at all times to
regard the proceedings at all meetings of examiners or assessors as strictly
confidential;

10.1.3 not to disclose in any way or facilitate the disclosure of confidential information
in whole or in part to any third party unless you have Edexcel’s written consent;

10.1.4 to use confidential information solely for the purposes of providing your services
as an Assessment Associate and not for your own benefit or for that of any third
party, either directly or indirectly;

10.1.5 other than for the purposes of providing your services as an Assessment
Associate, not to make or have made any copies or duplicates of confidential
information in any form, or record, store or transmit any confidential
information in any way, including but not limited to electronic copies;

10.1.6 to return to Edexcel or destroy any documents or other articles containing

confidential information when instructed to do so by Edexcel and on the
termination for whatever reason of this contract; and

10.1.7 to confirm in writing, if Edexcel so requests, that the obligation in 10.1.6 has
been carried out.

10.2. You must not disclose any information to the media or any other forum in the public
domain, including posting on online forums and social networking sites, about any aspect of
your work with Edexcel without its express permission.
10.3. The obligations set out in clause 10.1 and 10.2 above apply both for the duration of this
contract and after the contract has been terminated for any reason.

10.4.Edexcel is and remains at all times the owner of all documents and other media containing any
information supplied by or on behalf of Edexcel whether produced by you, by Edexcel or by
any other person.

10.5.As an Assessment Associate you must not mark scripts or complete other assessment
documentation in public places or on public transport; in this respect a school or college is
regarded as a public place.

10.6. You are required to abide by the Edexcel Public Interest Disclosure Policy. If you have
concerns about any aspect of Edexcel’s working practices or behaviour, including that of
Assessment Associates, which you discover in the course of your services, you should raise the
matter through the Public Interest Disclosure Policy. Clause 10.2 (above) applies in these
circumstances. A copy of the policy can be obtained from the AA Relationship Management and
Development team.

11. INTELLECTUAL PROPERTY RIGHTS

11.1. All intellectual property rights in all work created by you or on your behalf in the course of
performing any services for Edexcel or in any way related to the services provided to Edexcel
(Service IPR) shall belong solely to Edexcel. This includes but is not limited to all copyright,
design rights, trade marks, patents, rights in data and all other equivalent or similar rights
whether or not registered or capable of registration, including the right to apply for any of the
foregoing.

11.2.All rights, title and interest in any Service IPR are hereby assigned by you to Edexcel by
present assignment of future rights.

11.3. You hereby irrevocably and unconditionally waive in favour of Edexcel all moral rights
attached to any Service IPR.

11.4.You will, at Edexcel’s request, sign such documents and carry out all such acts as Edexcel may
require to fully and effectively vest in Edexcel, free from encumbrances, all rights, title and
interest in the Service IPR, so that Edexcel may obtain patents, registered designs or other
protection in its own name in the United Kingdom and/or other countries.

12. DATA PROTECTION

12.1.‘Data’ and ‘processing’ are as defined by the Data Protection Act 1998.

12.2. You will carry out any processing of data in accordance with the UK’s data protection laws
and only to provide the services under this contract. You will not divulge the whole or any part
of any data to any person, except to the extent necessary, for the proper performance of this
contract.

12.3. You will maintain throughout the term of this contract, appropriate measures and security
to prevent accidental or unauthorised destruction, loss, alteration, access to or disclosure of
data.

12.4. Your personal data will be processed for the purposes of the services that you will provide
to Edexcel in accordance with this contract. Edexcel may share your data with service
providers only if they have undertaken to process such data securely and according to
Edexcel’s instructions.

12.4.1 Information about your ethnic origin and any disability is provided by you on a
voluntary basis. This information is considered sensitive personal data by the
 Data Protection Act 1998 and will only be processed for the purpose of
monitoring equality of opportunities within Edexcel. By accepting this contract
you consent to the processing of your sensitive data for the purpose described
above.

12.5. The Edexcel Group may send you information from time to time about its products and
services, new vacancies for which you might be interested in applying and news from within
Edexcel. You will be given the option to unsubscribe from these communications individually
upon receiving them. For the purposes of this clause and clause 15 below, the Edexcel Group
means Pearson plc and its subsidiaries (within the meaning of the Companies Act 2006, as
amended from time to time).

12.6. Learner work must not be mailed from one country to another to be marked or assessed
except where you are expressly required in the accompanying documents to receive learner
work from international centres.

12.6.1 If you are required to mail learner work internationally to fulfil the duties of
this contract you should seek prior permission from the Edexcel Deployment
team.

12.6.2 All learner work must be shipped or posted in accordance with the current
Edexcel shipping policies, which can be found in the qualification specific
guidance documents in the Forms and Guidance section of Edexcel Gateway.

13. TERMINATION

13.1.Notwithstanding the provisions of clause 3.3, this contract may be terminated or suspended for
any period by Edexcel at any time during the contract period without notice and without
further obligation of payment, except for payments accrued at the date of termination, if:

13.1.1 you commit any material breach of the provisions of this contract; or

13.1.2 you commit any breach, whether material or not, of the obligations of
confidentiality under clauses 10 or 12; or

13.1.3 in Edexcel’s opinion, you fail or substantially neglect to provide the services as
an Assessment Associate or fail to meet the standards set out in clauses 3.4 or
5.1; or

13.1.4 in the opinion of Edexcel your conduct is such as to cause doubt about your
integrity and/or honesty; or

13.1.5 you in any way bring into disrepute the name, reputation and interests of
Edexcel, its employees, directors, offices, other people associated with
Edexcel, or its products or services; or

13.1.6 you are convicted of a criminal offence which affects your position as an
Assessment Associate; or

13.1.7 you are unable to perform your obligations under this contract due to ill health
or injury or for any other reason.

13.2. You shall cease to provide your services under this agreement for any period for which
Edexcel informs you it is investigating any allegations concerning your actions which could lead
to the termination of this agreement under this clause 13.1. Edexcel is not obliged to make
any payment for any period of suspension.

14. FORCE MAJEURE

14.1. Neither party shall be liable to the other for any delay in or non-performance of its
obligations under this contract arising from any cause beyond its control including, without
limitation, any of the following: Act of God, governmental act, war, fire, flood, explosion,
widespread outbreak of disease or declared epidemic or pandemic, civil commotion, chemical,
biological or nuclear contamination or terrorist act.

15. ASSIGNMENT AND SUBCONTRACTING

15.1. Edexcel may assign, transfer, sub-contract or otherwise dispose of any of its rights or
obligations under this contract whether in part or in whole to any other member of the Edexcel
Group without your prior written consent. For the avoidance of doubt, Edexcel shall not assign,
transfer, sub-contract or otherwise dispose of any of its rights or obligations under this
contract whether in part or in whole to any other party who is not a member of the Edexcel
Group without your prior written consent.

16. NOTICE

16.1.Any notice to be given under this contract will be given in writing and sent by hand, by post or
by any electronic means available to both parties. Such notice may be sent to the registered
office of Edexcel or to your last notified address as appropriate. Any notice sent by post will be
deemed to have been served 48 hours after being posted.

17. SAFEGUARDING CHILDREN

17.1. You must read and abide by the Edexcel Safeguarding Children policy (available to view in
the Forms and Guidance section of Edexcel Gateway).

17.2. Under the Safeguarding Children policy representatives of Edexcel should never be on their
own with children or vulnerable adults whilst performing Assessment Associate duties. Centres
are expected to provide a responsible adult to accompany the Assessment Associate in these
circumstances or, if appropriate, the candidates are to be barred from entering the allocated
area for the period when it is occupied by the Assessment Associate. Accordingly:

17.2.1 you agree to abide by this policy where necessary by refusing to carry out
assessment services at centres where the Safeguarding Children policy criteria
are not met - therefore removing yourself from any situation which may bring
about allegations of unsupervised misconduct.

18. AMENDMENTS TO THIS CONTRACT

18.1Edexcel reserves the right to vary the terms and conditions and duties and responsibilities of
this contract at any point during the contract period. Notice of any such variation will be
communicated by email or post.

TRAVEL & SUBSISTENCE

Introduction
This document describes the allowances that assessment associates can claim for whilst
providing services for Edexcel. You will be required to complete all the details on a claim form.

You will be required to complete a separate form for work completed for each department.

Travel Expenses
You are expected to use the most cost-effective form of transport.
Car mileage will not usually be paid for training events or Edexcel meetings held in London
unless previously agreed by an Edexcel member of staff. Requests should be made in writing,
by letter or email. Confirmation of this agreement should be attached to your expense form.
Car journeys for the purpose of centre visits to London do not require authorisation provided
that reasonable parking facilities are available at the centre.

In the event of travel to or from a vacation address, travel expenses may not exceed those
from the usual residence.

Assessment associates based abroad and travelling to the United Kingdom for meetings,
training or to carry out assessment services can claim a maximum of £40.00 towards travel
costs to and from the U.K. in total. Once within the U.K., Edexcel will reimburse standard
travel costs in accordance with the Travel & Subsistence guidelines.

1. Public Transport

1.1 Rail
Travel to meetings/visits organised by Edexcel, within the UK, should normally be by rail. You
should aim to purchase the cheapest available ticket – Edexcel will not reimburse the cost of
1st class tickets. You must enclose a receipt or your ticket with your claim form. Claims
without receipts will not be paid.
Where the major portion of a journey is made by train, car mileage may be claimed for one
return journey from home to the nearest appropriate station if public transport is not
available.

1.2 Taxi/Minicab
Claims for taxis and minicabs will be accepted only where public transport or the use of a
private car is not available or not appropriate. The use of a taxi from a railway station to the
meeting venue is acceptable where there are concerns over personal safety e.g. when
travelling late at night. When claiming for taxis or minicabs, brief details of the circumstances
that made such travel necessary, together with receipts, should be provided.

1.3 Other forms of public transport

Prior authorisation from Edexcel must be obtained before any expense is incurred for travel by
air. Actual expenses will be reimbursed where supported by receipts.

1.4 Hire cars

Hire cars may only be used in exceptional circumstances, where there is no appropriate alternative
and must be authorised in advance by an Edexcel member of staff. You should hire the cheapest car
available from a reputable car hire firm. The car must be hired in your own name, and not on
behalf of Edexcel. Edexcel will reimburse the cost of car hire only, and you will not be entitled to
claim mileage allowance. You remain responsible under the car hire company’s terms and
conditions, including any damage sustained to the car. You must submit the receipt for the car hire
to Edexcel, together with the authorisation obtained from an Edexcel member of staff.

2. Car Rates

Where it is necessary to travel by car, reimbursement will be made as below.

(a) Mileage to meetings/visits to centres will be paid at the rate of 40p per mile. This rate is
to cover the running costs, e.g. petrol, oil, tyres, as well as the depreciation of the
average use of a medium-sized car.
(b) Car parking charges necessarily incurred will be reimbursed up to an expected maximum
of £15.00 per day. If tickets or other evidence of expense cannot be provided details of
the circumstances should be given instead.
(c) Toll charges for a private car will be reimbursed where necessarily incurred. Details
should be provided.
Under no circumstances will parking or other fines be reimbursed.
You are reminded that your car insurance should be amended so that it includes use for
business purposes.
Edexcel reserves the right to verify the mileage claimed for by using the Microsoft AutoRoute
computer software.

Subsistence

1. Overnight accommodation
An accommodation booking service is available to Assessment Associates who are unable to get
to a meeting on time by travelling on the day. Accommodation bookings can only be made if
you are required to leave home before 6.30am on the day of the meeting, in order to attend
on time.

If you need to book accommodation you can call BSI on 0844 245 5724, or book online by
logging on to www.bsidirect.biz. Online bookings can be made using a password that will be
issued in an email to Assessment Associates by BSI directly, once a signed contract has been
returned to Edexcel.

When making a booking, you will be asked for the following information:

• Name
• To confirm your contact details (telephone/fax/email)
• Date of arrival
• Assessment Associate number
• Cost centre, which will be your exam paper number (see first column on your contract)e.g.
1312, 6241, H301T
• Any special requirements- i.e. smoking preference, allergies, etc.

You will be booked to stay at one of the Edexcel preferred hotels, selected based on quality
and proximity. The standard BSI booking is for evening meal, bed and breakfast.

Overnight stays in non-preferred hotels or bookings made privately (non-BSI) will not be
reimbursed.

If you stay with friends or relatives instead of booking into hotel accommodation an allowance
of £30.00 may be claimed.

Once a room has been secured you will receive confirmation of the booking.

1.1 BSI Smoking Policy

Following the changes to smoking laws in the UK during 2007, BSI would like to make Edexcel
AAs aware of the impact that this will have on hotel stays.

The new smoking law states that hotels are to be smoke free including all restaurants, bars and
reception areas except for ‘designated bedrooms’. There are however certain rules they have
to adhere to set out in the Smoke-free (Exemptions and Vehicles) Regulations 2007. This states
the designated bedroom has to be:

• set apart exclusively for sleeping accommodation;

• has a ceiling and, except for doors and windows, is completely enclosed on all sides by
solid, floor-to-ceiling walls;
• does not have a ventilation system that ventilates into any other part of the premises
(except any other designated bedrooms);
 • does not have any door that opens onto smoke-free premises which is not mechanically
closed immediately after use; and
• is clearly marked as a bedroom in which smoking is permitted

While smoke-free legislation does not guarantee that people will get a smoke-free hotel room,
the regulations require that hotel proprietors specifically designate hotel rooms that are not
smoke-free and ensure that hotel rooms for smoking are clearly signposted.

2. Subsistence without Overnight Stay

Edexcel will reimburse reasonable expenses for a meal and refreshment costs providing the
expenses are necessarily and exclusively incurred as a result of providing Edexcel work.

The following are the expected maximum that may be claimed for meals and/or refreshments:

Refreshments incurred during travel £5.00

Lunch (where not supplied) £7.50
Breakfast (if journey commenced before 6.30am) £5.00
Evening Meal (if journey ends after 8.00pm) £24.99

These are not allowances; you must provide a receipt with your claim.

3. Childcare Expenses
Childcare claims will only be provided if:
o they are for Saturday meetings or where extended arrangements are needed over and
above normal arrangements
o you have used a registered childminder
o they are accompanied by receipts.

Childcare costs that do not adhere to the above will not be reimbursed.

You are reminded that the revised Terms and Conditions, under which contracts are now
issued, state that all fees and expenses claims for work completed for Edexcel must be
submitted to the appropriate Edexcel member of staff within 3 months of that work being
completed. Failing this, Edexcel reserves the right not to reimburse those fees and
expenses. We will only reimburse expenses where original receipts are supplied.
We reserve the right to refuse to pay expenses at our discretion.

ePEN SYSTEM REQUIREMENTS

When marking online it is important to have a suitable computer on which to install and run the
ePEN programme. Below is a list of minimum and recommended requirements for your PC,
together with an explanation of how to find this information. Please ensure that you have
access to a suitable computer before agreeing to mark online.

Remember that computers generally perform better if they have faster processors and more
memory.

PC Hardware
NB - Apple Macintosh computers are not supported.

• PC Compatible
• 1.0Ghz or faster compatible processor. (1.0 Ghz is the minimum for running Vista and
Windows 7)

Memory
 • 256Mb for Windows 2000
• 512Mb for Windows XP Home, Windows XP Professional, Windows Vista Home Basic
• 1 Gb For all other versions of Vista
• 1 Gb for Windows 7

Operating Systems
• Windows XP Professional and Windows XP Home Edition with Service Pack 1 or 2
(listed versions also supported with no service pack).

• Windows 2000 Professional Service Pack 3 or 4 (listed versions also supported with no
service pack).

• Windows Vista (All Versions)

NB Windows 7 is not a supported operating system. We will try to answer any questions related
to this operating system.

NB For security purposes, it is recommended that you install the latest updates from Microsoft.
These can be installed by running Windows update.

Display
1024 x 768 Minimum resolution
(17” Monitor Recommended)

Web Browser
• Users must be using Internet Explorer 6 or 7.

NB Internet Explorer 8 is not a supported browser. We will try to answer any questions related
to this operating system.

All other browsers (including Opera, Safari, Firefox, AOL browser, Symbian and Google Chrome)
are currently not supported.

Disk Drives
• Free space required 200MB

Internet Connection
It is recommended that all users utilise a broadband (ADSL) connection to optimise their
experience, dial up connections can be used, however it is not recommended.

Wireless may be used; however it is not recommended as a signal strength of less than 90% (or
a fluctuation in signal strength) will result in a connection break in ePEN. This will terminate
the session – usually providing the user with a generated xml error message. Unfortunately we
are unable to support this type of connectivity.

NB Mobile Broadband is not supported at this time.

Network
School or office networks are not supported. Examiners using School or Office equipment
should contact their own IT support, before calling AA Helpdesk.

Java
The ePEN marking system has been tested on the following version of Java. This is the
minimum requirement in order to successfully access the marking environment.

Java ™ SE Runtime Environment 6 update 16

Please note, your computer must be located in a secure and private environment, such as your
home or a private office and not in public. You should not access ePEN from a ‘networked’
computer as this may prevent the Technical Support team providing support.

A member of the Edexcel Technical Support team may be required to access your PC, during
the marking process.

CONTRACT ACCEPTANCE INSTRUCTIONS

To accept or decline this contract, please click on either the Accept or Decline button as
appropriate.

If you accept this contract, you agree to abide by the AA terms and conditions.

Please be reminded that you are under an ongoing obligation to inform Edexcel if your work
might be affected in any way by a personal interest or a conflict of interest.

You acknowledge that by submitting your acceptance, a binding contract will come into effect
without further confirmation.