Malpractice/Maladministration Procedure & Misconduct Procedure for Learners (Active IQ)

Harmonise Training Academy will investigate instances of alleged or suspected malpractice or maladministration and take appropriate action where required to maintain the integrity of units and qualifications.

Malpractice is defined as any deliberate activity, neglect, default or other practice that compromises the integrity of the assessment process and/or the validity of certificates.

Maladministration is any activity, neglect, default or other practice that results in Harmonise Training Academy not complying with the specified requirements for delivery of units and qualifications.

Should an alleged malpractice/maladministration arise on the part of learners, centre staff, or others involved in providing an Active IQ qualification, Harmonise Training Academy will:

1. Report immediately to Active IQ any suspected case of malpractice/maladministration arising after learners have been registered.
2. Investigate and record full details of the nature of the suspected malpractice/maladministration issue, including personnel involved and any action taken.

Malpractice / Maladministration Procedure (Centres)

Examples of Centre malpractice/maladministration could include:

• Failure of Harmonise Training Academy to report any suspected malpractice reported to Active IQ awards from other sources
• Failure of Harmonise Training Academy to apply the Active IQ’s recommended invigilation procedures for external assessment, thus affecting the validity of the assessment process
• Failure of Harmonise Training Academy to apply Active IQ’s recommended assessment paperwork and procedures for internal assessment, thus affecting the validity of the assessment process
• Failure of Harmonise Training Academy to apply Active IQ’s recommended security procedures as identified within the centre approval declaration
• Failure on behalf of Harmonise Training Academy to comply with Active IQ’s guidance relating to reasonable assessment adjustments
• Claims for certification being submitted by Harmonise Training Academy for units and/or qualifications that have not been approved for delivery by Active IQ
• Delivery and assessment of units and/or qualifications that have not been approved by Active IQ
• Claims for certification being submitted by Harmonise Training Academy for learners that have not been registered with YMCA awards
• Unauthorised replication of (or other tampering with) externally assessed theory papers and/or e-assessment
• Harmonise Training Academy or any part (if a consortium group) becomes bankrupt or insolvent or goes into liquidation, or undergoes a voluntary or compulsory winding up procedure. Active IQ should be informed immediately if this occurs.
• There is any significant change in control of Harmonise Training Academy (or a change of membership if a consortium group). Active IQ should be informed immediately if this occurs .

Where an issue of malpractice or maladministration occurs, is discovered or reported Harmonise Training Academy will:

• Report the issue to Active IQ’s awards Lead Quality Assurer who will investigate the suspected case of malpractice/maladministration
• Investigate the facts relating to allegation/complaints in order to determine whether any irregularities have occurred

Conclusions will be based on established evidence. A course of proposed actions will be identified, agreed, implemented and monitored in association with Active IQ. All relevant evidence will be considered without bias.

For information regarding Active IQ’s Malpractice Procedure follow this link.

Misconduct Procedure for Learners

Examples of learner misconduct could include:

• Non-compliance in observing the mandatory rules of conduct during an assessment
• Replication of another learner’s work in either the practical, theoretical or portfolio aspect of assessment
• Use of Artificial Intelligence (AI) for the completion of coursework (see separate AI policy here)

Where an issue of misconduct occurs and is discovered or reported the following action will be taken:

• The Invigilator is empowered to expel a learner from the assessment room
• The expelled learner’s assessment paper will be securely retained and a report filed to Harmonise Training Academy
• The report and assessment record will be available for submission to Active IQ and the regulatory authority (Ofqual) upon request

If any of the rules of external assessment are deemed to have been broken by a learner, invigilator or other person involved in the assessment process, then Harmonise Training Academy and Active IQ may declare the assessment void.

Non-compliance monitoring guidelines – malpractice

Malpractice Occurrence	Procedure/Rationale	Action and Sanctions
Non-compliance in observing the mandatory rules of conduct during an assessment, resulting in fraudulent claims for certification. ___________________________ Replication of another learner’s work in either the practical, theoretical or portfolio aspect of assessment, resulting in fraudulent claims for certification.	– Learner expelled from assessment – Assessment paper retained and report filed securely – Assessment paper and report file made available to Active IQ and regulatory authorities (Ofqual)	– Suspension of certification (tariff level 3) – Suspension of registration (tariff level 3) – Suspension of Active IQ approval – Possible assessment void decision

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Reviewed: December 2025