Confidentiality of Assessment Materials and Results of Assessments

Where confidentiality in the contents of assessment materials, or information about the assessment, is required (in order to ensure that a qualification which an awarding organisation makes available, or proposes to make available, reflects an accurate measure of attainment), the MD will take all reasonable steps to ensure that such confidentiality is maintained – through the secure storage of such materials (see the physical resources section of the Resource Management Policy) and the promulgation of this policy to all concerned individuals.  In particular, he/she will take all reasonable steps to ensure that such confidentiality is maintained where it (or any person connected to it) provides training or training materials in relation to a qualification. Training materials, written by any person with assessment responsibility and which are not published directly by MAEL, must be approved by the MD before distribution.  He/she will take all reasonable steps to ensure that no person connected to it, or previously connected to it, offers to disclose information about any assessment or the content of any assessment materials where that information is (or is said or implied to be) confidential.

Where any breach of such confidentiality (including through the loss or theft of assessment materials) is either suspected by an awarding organisation or alleged by any other person, the awarding organisation must investigate that breach immediately, using the guidelines in the Adverse Effects section of the Risk Management policy.

Results of assessments will only be communicated to the learner personally by MAEL via a secure channel.  Under no circumstances may results be given to third parties (even with written approval of the learner concerned.)[1]   Tutors will have access to results, but must follow this precept in communicating results.  Where marks or grades have been awarded subject to later moderation, tutors must ensure that learners understand that marks may be adjusted up or down.

Results of assessments will be kept securely under lock & key at the MAEL offices.  They will only be made available to those with a legitimate interest e.g. verifiers.

Confidentiality whilst visiting a Teaching Centre of Childcare Setting:

The confidentiality rights of all staff and children will be respected, in accordance with the guidance herein.  No personal date will be retained without the explicit permission of the individual(s) concerned.

With specific reference to the use of digital cameras/image recording devices
·         Centres must ensure learners make sure they have parents’ written permission to take and use photographs of the children in their teaching practice site. If consent is not given, the supervisor must make sure that all staff members in the setting know about it.
·         Adult learners, visiting MAEL personnel and Teaching Centre staff should ensure that they:

• take photographs only of groups of children taken from a position which will not reveal any faces, unless specifically needed as a picture of an individual child for observation purposes (and then only with specific permission form the parent/carer and informal agreement of the child.)
• check that children are dressed appropriately and that images can’t be construed as provocative, and also that photographs are taken in appropriate areas or rooms in the setting, and always in full sight of other staff.
• understand that setting’s own camera must be used, not a personal camera or phone, and  download images from the camera’s memory card as soon as possible to a password protected file on a computer or on to an encrypted USB memory stick,  making sure the images are deleted from the memory card.
•  Do not store images on memory cards.  Store printed images in a locked cabinet only accessible to authorised people.
• Destroy all images of children no longer in their care or when they no longer need the images; when getting rid of memory cards containing images, they should be physically destroyed by breaking them up
• Always consider the option of using drawings instead of photographs if using them to exemplify good work
• Do not save images with a child’s name in the filename.
• Do not use mobile phones with camera and video functionality for taking photographs of children they mind.
• Do not put images on any website unless they have parents’ written permission and the images have been resized to a smaller size and lower resolution to prevent digital manipulation.

Document reviewed 12.03.2016