2025 Frequently asked questions: External assessment invigilators

Invigilators observe and report on the administration of external assessment sessions at examination venues throughout Queensland, without getting involved in the administration process.

The invigilator’s role is independent; they do not supervise students, or assist with any administration, assessment set-up or pack-up tasks.

The purpose of the invigilator role is to maintain public confidence in the Queensland Certificate of Education (QCE) system.

The QCAA seeks individuals who are reliable, observant, and professional: The ideal invigilator:

• Will hold a current paid blue card/exemption card, or, if you are a teacher, hold a current QCT registration
• must be at least 18 years old and be eligible to work in Australia
• will have strong observational skills, have attention to detail, and be punctual
• Maintains confidentiality and ensures a discreet examination setting
• will be physically fit, able to maintain focus on activities observed in assessment sessions for extended periods, and be able to navigate large venues unassisted and without causing distraction
• will have excellent communication skills and is technologically proficient (e.g. email, mobile apps, online reporting)

Invigilators must behave in accordance with the Code of conduct and follow QCAA and assessment venue policies and procedures.

Effective invigilation is discreet, professional and observant. Key expectations include:

• Punctuality: Arrive at the assessment venue by 8:15 am for morning sessions and 11:45 am for afternoon sessions.
• Discretion: Choose observation positions that do not disturb students or staff.
• Non-interference: Do not speak to students or supervisors during examination sessions unless strictly necessary.
• Technology: Keep mobile phones and electronic devices on airplane mode, on silent, and do not use them during assessment sessions.
• Focus: Your focus should always be on the observation and reporting of the assessment administration.

Invigilation sessions run for a minimum of 3 hours and up to 4.5 hours, which includes an allowance of 90 minutes of paid time for observation undertaken before and after the assessment, and for submission of the invigilation report.

Those working both morning and afternoon sessions will be required to take a 30-minute unpaid break before the start of the afternoon session.

Holding a valid blue card is a mandatory legal requirement set out by the Queensland Government for anyone who works or volunteers with children: the blue card is Queensland’s Working with Children Check.

You will be paid to observe school students undertaking assessments over a period of up to four weeks, by law, you must obtain a paid blue card through Blue Card Services to fulfil the invigilator role.

Please visit Blue Card Services for additional information and support.

The QCAA will not reimburse applicants for the cost of their paid blue card. You will need to pay for your blue card and consider this cost before pursuing your blue card application. We cannot guarantee that everyone who applies to be an invigilator will receive paid sessions.

No. You are required to have a paid blue card when undertaking paid work involving children and young people. A volunteer blue card can be changed to a paid blue card by contacting Blue Card Services and paying the required fee.

No. Teachers who are currently registered with the Queensland College of Teachers (QCT) do not need a blue card. However, teachers will need to provide their current QCT registration details in the application. These details will be checked during the recruitment process. If appointed, you will need to take proof of your registration when you attend the schools you work at. You can contact the QCT if you do not have proof of registration.

All applicants must:

• Be at least 18 years old at the time of the application
• Be eligible to work in Australia
• Hold a current paid blue card/exemption card, or, if you are a teacher, hold a current QCT registration
• Be able to provide 100 points of identification. List of accepted documents is available in the QCAA portal.
• Disclose any potential or existing conflict of interests, including personal or professional connections to students or staff at assessment venues.
• Acknowledge that you have read and understood the QCAA Code of Conduct and agree to abide by it.

You may have a conflict of interest if your personal, professional, or community connections could affect, or appear to affect, your impartiality as an invigilator. Ask yourself the following:

• Do I have a child, close relative or friend currently enrolled at a school I might be assigned to?
• Am I employed or have I recently been employed at a school where assessments may occur?
• Do I know any school staff personally or professionally?
• Do I tutor, coach or mentor students who may be participating in the assessments?

If you answered yes to any of these, you may have a conflict of interest and must declare it in your application. The QCAA will assess your situation and ensure that, if appointed, you are not placed in a position that could compromise the integrity of the assessment.

Declaring a conflict of interest does not exclude you from being appointed as an invigilator. However, the QCAA will not assign you session at venues where you have an existing conflict of interest.

If your circumstances change or a potential conflict of interest arises after you’ve been appointed or offered sessions, you must update your details in the QCAA portal and notify the QCAA immediately at externalassessment@qcaa.qld.edu.au or 1300 239 227.

The QCAA will reassess your session assignments to ensure compliance and integrity.

Applications are submitted via the Assessor Jobs application in the QCAA Portal.

Applications for 2025 invigilator positions will open in July 2025.

Once applications open, we encourage you to apply early in case you require technical support from QCAA Client Services.

You will need a QCAA Portal account in order to apply. If you are unsure you have an account, email ClientServices@qcaa.qld.edu.au.

If you don’t have an account, you will need to register online:

• If you are currently teaching at a school, you will need to register at: portal.qcaa.qld.edu.au/app/home/landing/#/!/register
• If you are not attached to a school, you will need to register at: portal.qcaa.qld.edu.au/app/home/landing/#/!/register-non-school

First-time applicants will undergo a suitability assessment, which includes:

• validation of paid Blue Card, exemption card, or QCT registration
• successful completion of a short written response.

Successful applicants will receive an offer of appointment and will be eligible to undertake compulsory paid training. They will be added to the pool of invigilators that may be offered sessions.

Sessions are assigned based on many factors, including:

• operational requirements: assessment timetables, venue locations, and sessions available at each locality
• applicant suitability: availability during the assessment period, location, distance nominated, and conflict of interests.

The QCAA cannot guarantee that everyone who applies for the position will receive an offer of appointment.

Appointments are based on applicant suitability, availability, locations, and operational and assessment venues needs.

For 2025, returning invigilators may be invited to complete a streamlined process to confirm their availability for the 2025 exam period. Where this applies, invited returning invigilators will receive direct communication from the QCAA. If you do not receive an invitation, you are welcome to apply through the usual vacancy process.

Appointed invigilators must complete a compulsory, paid, online training via the QCAA Portal. This training:

• is self-paced and takes approximately 1 hour
• includes access to the external assessment invigilators handbook.

Training will be made available to all appointed invigilators through the QCAA Portal. Access will be granted once offers of appointment are made. Training must be completed by the nominated due date prior to the external assessment period.

Invigilators who do not complete the compulsory training by the due date will not be considered for session allocation.

Completion of training is essential and non-negotiable. It is your responsibility to complete the training within the timeframe provided to ensure you remain eligible for appointment and session allocation.

Appointed invigilators will gain access to the external assessment invigilator handbook, which provides comprehensive guidance on the role, responsibilities, assessment information, session expectations, and reporting requirements.

It is important that you read and refer to this document throughout the assessment period, as it supports the successful and consistent performance of all invigilators.

Each assessment venue has its own health and safety protocols. Invigilators must contact each venue prior to their first session to:

• confirm sign-in requirements and visitor procedures.
• complete any on-site induction if required.

External assessments will be administered from 27 October to 18 November 2025, excluding weekends.

You will nominate your availability during the application. Session offers will be emailed with specific start and finish times. Invigilators must:

• Accept or decline individual session offers
• Take a 30-minute unpaid lunch break before the start of the afternoon session, when working both morning and afternoon sessions in the same day.
• If circumstances change, you must update your availability in the My Details app within the QCAA Portal promptly.

Invigilators must be contactable by mobile phone during the assessment period and regularly check their emails for updates.

If you are placed in the reserve pool, it means that we are currently unable to offer you any sessions based on the initial scheduling. However, you remain an active part of our invigilator workforce and may still be contacted throughout the assessment period.

Reserve invigilators are considered for any sessions that become available due to changes in venue needs or operational changes.

You may be contacted at short notice for sessions within your nominated travel distance, so it’s important to remain contactable and keep your availability up to date.

Assessments may occur in examination halls or across multiple classrooms.

Invigilators may be assigned to observe rooms with access arrangements and reasonable adjustments (AARA) provisions.

Venue sizes and infrastructure will vary from one location to another. You may need to walk between rooms, levels, or buildings, including stairs and uneven terrains.

Wear smart casual, school-appropriate clothing and enclosed, quiet footwear. Avoid wearing strong fragrances.

Bring:

• Photo ID.
• Blue Card/exemption card/QCT registration proof.
• Printed invigilator checklist.
• Mobile phone, which should be placed on airplane mode and on silence during the examination session.
• Lunch and a water bottle if working all day (not provided by venue).

You will need to complete a checklist for each external assessment session you invigilate. Please ensure you take a hardcopy checklist to every session, as electronic devices of any kind are not allowed during assessment sessions.

The checklist is designed to help you document your observations in line with QCAA requirements and will assist you in completing and submitting your online invigilator report at the end of each assessment.

The invigilator report serves as an official record of how each assessment session was conducted, in accordance with QCAA requirements. It plays a key role in helping the QCAA maintain the integrity of external assessments. At the end of each assessment day, invigilators must complete an online report for every session they attend, using the information recorded on their invigilator checklist.

Invigilators are paid an hourly rate for training and a session rate for each session they invigilate at a venue. The hourly rate for this year’s operation is $45.13. Session rates are outlined in the table below.

Each session includes a time allowance of 90 minutes for observation undertaken before and after the assessment and for submission of an online report.

Payment/s will be made after verification of attendance and receipt of invigilator reports has been confirmed. Payments are taxable and are paid directly into your bank account as per details provided.

Training Payment:

• Compulsory online training module (1 hour): $45.13.

No. The QCAA does not pay for travel to and from assessment venues or for any parking fees incurred at assessment venues.