Job Description for the EATA Language Coordinators.
The Language Coordinator is appointed by COC and reports to COC through either the Supervising Examiner or Chair of COC.
- English proficiency: mandatory.
- High level of certification: TSTA. A PTSTA may be accepted in certain circumstances and if they can demonstrate considerable relevant experience. The rationale is to have LC free from influence that can be present if they were still personally involved into a process of certification.
- Previous experience of serving EATA or other international TA organizations. The rationale is people need to be well aware of our organization, and have had already showed their reliability in serving the TA community.
- If 3rd point is not satisfied, the following criterion is to have a wide international experience (as trainer and/or examiner outside their own country, presenter at international conference, TEW staff member, etc.). The rationale is to preserve our international flavour.
COC recommends that Language Coordinator appoint deputies to support them in their work:
- Deputies must be at least a PTSTA and COC recommends that they be from a different field of application to the Language Coordinator.
- The deputy’s role is to assist the Language Coordinator in their work and especially in finding examiners for written exams in fields other than their own field.
The Language Coordinator should provide COC with adequate notice – approximately about 6-12 months in advance – of leaving the post, to enable COC to advertise for and to appoint a replacement.
Description of the work process of Language Coordinator (LC)
The Language Coordinator administers the application for written and oral CTA examinations.
Usually 9 months before an oral exam site, the CTA candidates notify Language Coordinators of their intention to submit their written case study for marking. (Note: This is not always done by candidates. – It does not affect their submission if they have not) LC receives the written exam documents, sent in by the candidates. LC has to check and determine what kind of written exam it is (field, mentor etc).
LC has to check whether the candidate has filled in and attached all the required forms and documents. If not, LC has to ask for missing forms and/or documents to the candidate.
The candidate must send the LC:
- 2 copies of their exam (which must be anonymous).
- Their Principal Supervisor’s Endorsement of Written exam (12.7.1).
- Payment of the fee to EATA.
- Candidate’s Submission of Written Examination form.
- A copy of the candidate endorsed EATA contract (with copies of any exceptions).
The LC creates a file for each candidate:
- Giving each candidate a code number.
- Make sure exams have this code written on them.
Check candidate has fulfilled the requirements stated on the Endorsement form, including: a. The validity of their EATA contract.
- That the candidate is currently a member of EATA. (This should be done through the EATA office)
- If the candidate has not fulfilled all the criteria send the form back asking the candidate to clarify their status.
The LC, with the support of their deputies, finds a marker for each written exam and sends one copy of the exam to the marker with:
- Letter to Assessor of CTA Written Examination (12.7.8)
- Copies of pages from Manual Section 8 -(relevant field pages)
- The written exam rating scale (12.7.9)
- A claim form for the fee for marking the exam.
At the same time LC sends a mail to the examiner with the request that he/she confirms once he/she has received the written exam and to inform LC till when he/she will have read and assessed it. !
- The Candidate submits their exam anonymously.
- The LC will keep two lists of markers. Those who are willing to be named as marker and those who wish to mark anonymously.
- The LC asks the candidate if s/he wishes to know the identity of their marker(s). The candidate indicates clearly Yes or No. If the candidate says Yes, then her/his name will be shared with the marker(s) at the end of the process so the names of both parties is open and then it is possible to have some exchange of feedback at the end of the process.
- The LC appoints a marker who fits with the request of the candidate and the wishes of the marker, named or anonymous.
- When the exam is marked the candidate is sent feedback according to the nature of the contract. If anonymous, then all names stay confidential to the LC and if named, then the evaluation will be signed and the marker made aware of the name of the candidate so an exchange may take place.
Outcome of written exam
Assessor should notify LC of whether the exam is a pass or defer before they write their assessment. If the first marker passes LC tells her/him to write up. If the first marker wants to defer, LC will send the exam to a second marker, using the same procedure as when sent to the first examiner, not telling that it is a second evaluation, and wait until that marker has read it. If the second marker wants to defer then the LC puts the two markers in touch with one another so they discuss about this exam and write a joint evaluation.
If an examination is deferred by the first examiner and passed by the second, the LC will ask the two examiners in their discussions to come to a common decision, and to present a joint Written Examination Evaluation. Taking part in this discussion is mandatory. If they cannot agree, a process facilitator will be appointed by the Language Coordinator to help the markers to find an agreement. The process facilitator will not read the written exam.
An additional chance in case of disagreement between the first and the second marker is a third marker whose decision is final – using the same procedure as when sent to the first/second examiners -. The Written Examination is marked by the third examiner in consultation with the two previous examiners and returned with the Written Examination Evaluation to the LC. The third marker will sign alone the evaluation.
Once the evaluation (2 copies) is received by the LC, he/she checks if the assessment is written in the proper way, following rules in the HB (i.e. whether every part of the work is assessed and commented; if the are scores in the four parts of the exam and that the evaluation is written in an I+U+ way etc.).
If the evaluation process is done correctly then the LC sends the candidate:
- the marker evaluation (1 copy)
- the “Letter Sent with Assessment of CTA Written Exam” (12.7.10)
- the “examiner evaluation form” for written exams, inviting candidate to send it back (12.7.16).
The same form will be sent to the markers to inform them of the criteria of their own evaluation.
If something is missing in the evaluation please send it back to the marker asking them to complete the work.
The LC keeps the 2nd copy of the evaluation in the candidate’s file.
When the written case evaluation process is ended send claim forms for examiner’s fees to EATA treasurer.
LC has to keep a check on the progress of each written exam and keep the plan for each candidate’s time table up to date.
Written examination evaluation should be received by the candidate within 3 months of oral exam.
Note that in some countries there are additional requirements for candidates to fulfil. The LC must ensure the candidate fulfils all the national requirements as well as EATA requirements.
The case studies must not be returned to the language coordinators. At the end of the process (when the exam is definitely evaluated, and no process of appeal is started (approximately 6 months after the evaluation was sent to the candidate) LC informs markers that they are responsible for destroying the copy of the exam. Language Coordinators are requested to keep in their archive the copy for two years after the end of the process, than are asked to destroy them.
Note: COC recently modified the form 12.7.1 (Principal Supervisor’s Endorsement of CTA Written Examination) in a way that the sponsors have to evaluate their candidates’ exams following the same criteria as for marking them. LC has the possibility to confront the score of the sponsor with the score of the marker, and keep a record of how many consistencies and inconsistencies are. To do this, LC will find into the form three levels of approximate overall rating: if the marker and the sponsor are inside the same level, you will consider “consistent” their score, if not inconsistent.
Anonymity of the markers
The markers for CTA exams are anonymous. The LCs are invited to ask the markers if they are available for exchanging a feed-back at the end of the process with candidates and their sponsors. If all the relevant persons agree, they will be put in contact by the LCs.
Archives of the LC.
After their process of exam is finished the Language Coordinators need to archive all the papers related to a candidate for two years.
If/once the forms and documents are complete LC sends a confirmation to the candidate together with all forms which must be filled in till the oral exam.
Take into account the Calendar for deadlines for an oral exam:
- Date of 3 month deadline: Form of Intention & Principal Supervisor’s Endorsement of Oral Exam form
- Date of 2 month deadline: The Principal Supervisors letter of recommendation must be received.
The LC sends the candidate the Acknowledgement of Items Received form (12.7.5) together with 1 copy of each of:
- Notice of Intention form (12.7.4)
- Principal Supervisor’s Endorsement of Candidate to Oral Exam (12.7.3)
- Application for CTA Oral Exam (12.7.6 – a)
- Procedures for Taking CTA Oral Exam (12.7.6 – b)
- Procedures for CTA Oral Exam on Site (12.7.7 – b)
- Receipt completed.
- Date of one month deadline: Form for Oral Exam application must be received.
The LC sends the candidate a completion of registration Certificate to the candidate.
LC has to fill in all the dates of every candidate in a list which at the end is sent to the Local Exam Supervisor of the oral exams with copies of Intention Forms for each candidates and of Application forms adding marker of case study to be refused.