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Malpractice & Maladministration Policy

Malpractice is any activity or practice that deliberately contravenes regulations and compromises the integrity of internal or external assessment processes or the validity of certificates and associated achievement. It covers any deliberate actions, neglect, default or other practice that compromises, or risks compromising, the:

Assessment process.

Integrity of a regulated qualification.

Validity of a result or certificate.

Reputation and credibility of KidsActiveFun and Active IQ, or the qualification or the wider qualifications community.

Malpractice may include a range of issues from failure to maintain appropriate records or systems, to deliberate falsification of records to claim certificates. Under this policy Malpractice also covers misconduct and forms of unnecessary discrimination or bias toward certain groups of learners. 

The categories listed below are examples of KidsActiveFun and learner malpractice. Please note that these examples are not exhaustive and are only intended as guidance on the definition of malpractice, and other instances of malpractice may be determined by KidsActiveFun at its discretion.

Plagiarism of any nature.

Collusion by working collaboratively with other learners to produce work that is submitted as 
individual learner work.

Impersonation by pretending to be someone else on the con-call assessment of video assessment in order to produce the work for another or arranging for another to take ones place in an assessment/examination/test.

Inappropriate behaviour during an assessment con-call

Improper assistance to learners

Inventing or changing marks for internally assessed work when evidence of a participants achievement is insufficient to justify the marks given or assessment decisions made. 

Fraudulent claims to attain or retention of certificates. 

Assisting learners in producing work for assessment, when such support may influence 
assessment outcomes; for example, assistance involves KidsActiveFun staff producing work for the 

Facilitating and allowing impersonation. 

Falsifying records/certificates; for example, by alteration, substitution, or by fraud. 

Fraudulent certificate claims, that is, claiming for a certificate before the learner completes all 
assessment requirements. 

Failure to comply with awarding body procedures for managing and transferring accurate 
learner data. 

Denial of access to records, information, learners and staff to any authorised Active 
IQ representative and/or the regulatory authorities. 

Failure to carry out internal assessment in 
accordance with Active IQ requirements. 

Deliberate failure to continually adhere to Active IQs Training-provider recognition and/or qualification 
approval requirements or actions assigned to KidsActiveFun. 

Deliberate failure to maintain appropriate records of any claims of forgery 

Intentional withholding of information from Active IQ that is critical to maintaining rigorous 
quality-assurance and qualification standards.

 A loss, theft of, or a breach of confidentiality in, any assessment materials. 

Unauthorised amendment, copying or distributing of exam/assessment papers/materials. 

Inappropriate assistance to learners by KidsActiveFun staff (e.g., unfairly helping them pass a unit 
or qualification). 

Permitting the deliberate submission of false information to gain a qualification or unit. 

Deliberate failure to adhere to, or circumvention of, the requirements of Active IQs Reasonable 
Adjustments and Special Considerations Policy.

Maladministration is essentially any non-deliberate activity, neglect, default or practice that results in KidsActiveFun or learner noncompliance with administrative regulations and requirements for delivery of the in-house KidsActiveFun certification as set out in relevant codes of practice, and includes the application of persistent mistakes or poor administration within KidsActiveFun (e.g., inappropriate learner records).

The categories listed below are examples of KidsActiveFun and learner maladministration. These examples are not exhaustive and are only intended as guidance on KidsActiveFun definition of malpractice: 

Persistent failure to adhere to Active IQs training-provider recognition requirements 
or associated actions assigned to the training-provider. 

Unreasonable delays in responding to Active IQs requests or communications. 

Failure to maintain appropriate, audible records, e.g., certification claims or forgery of 

Withholding information from Active IQ, by deliberate act or omission, necessary to 
demonstrate KidsActiveFun ability to deliver the online training course

Misuse of Active IQs logo and trademarks or misrepresentation of KidsActiveFun relationship 
with Active IQ, or its Active IQ recognition and approval status. 

Failure to adhere to, or circumvention of, the requirements of Active IQs 
reasonable adjustments and special considerations policy. 

Failure to appoint a person responsible for ensuring KidsActiveFun deals effectively with student 

Failure to ensure policies and procedures are appropriate to current circumstances. 

Failure to maintain systems for keeping records of all incidents and action taken. 

Failure to inform Active IQ or other awarding bodies of any acts of malpractice. 

Anybody who identifies or is made aware of suspected or actual cases of malpractice or maladministration at any time must immediately notify the appropriate personnel at KidsActiveFun and Active IQ. Such communications must be by email with attached appropriate supporting evidence. If the area of malpractice or maladministration involves KidsActiveFun then the informing party may bypass KidsActiveFun and report directly to Active IQ. All allegations must include (when possible):

Training Providers name: KidsActiveFun

Learners / Prospectives name:

Active IQ: complaints Administrator

Details of the suspected or actual malpractice, and associated dates.

Details and outcome of any initial investigation carried out by the training-provider or anybody else involved in the case, including any mitigating circumstances. If KidsActiveFun has conducted an initial investigation before formally notifying Active IQ, KidsActiveFun should ensure that staff members involved in the initial investigation are competent and have no personal interest in the investigations outcome. However, note that in all instances KidsActiveFun must immediately notify Active IQ if they suspect malpractice or maladministration has occurred, because Active IQ has a responsibility to regulatory authorities to ensure all investigations are carried out rigorously and effectively. In all cases of suspected malpractice and maladministration reported to Active IQ, Active IQ protects informant identity in accordance with confidentiality and any other legal duties.


Sometimes the informant wishes to remain anonymous. However, it is always preferable to reveal the reporting partys identity and contact details to KidsActiveFun or Active IQ. Reporting parties concerned about possible adverse consequences should inform KidsActiveFun or Active IQ they do not their identity divulged. KidsActiveFun or Active IQ can confirm they are not obliged (as regulators recommend) to disclose information if doing so breaches confidentiality or other legal duties.

While KidsActiveFun and Active IQ are prepared to investigate issues reported anonymously they must try in all cases to confirm allegations through separate investigation before taking up the matter with those implicated/involved. KidsActiveFun (and Active IQ) shall always investigate whistleblower complaints in accordance with applicable whistleblowing legislation, and will do what is reasonably possible to protect privacy without compromising process integrity.

To eradicate cases of malpractice/maladministration KidsActiveFun will ensure:

All staff members are aware of policies and procedures and receive appropriate training/briefings on these subjects.

Staff members have clear roles and responsibilities.

Documented internal quality-assurance procedure/methodology is clear and in place, and subject to regular internal reviews.

Documented internal standardisation arrangements are in place, and evidence is kept showing that these take place at least once a year.

Learners are informed of their roles and responsibilities vis-a-vis things that may be deemed malpractice and jeopardise their potential achievements.

All assessment and internal verification activities are accurately recorded and carried out in accordance with the KidsActiveFun internal quality-assurance arrangements and in line with the KidsActiveFun expectations as outlined in its qualification guides, etc.

All registration and certification records are subject to appropriate internal review before submission.

All registration, assessment and in-house certification records are saved and secure for up to three years after student has completed their course,

To ensure effective investigation of instances of malpractice/maladministration, the following process and generic key activities are followed (Note: not all stages or steps are implemented in every case).

Stage 1: Briefing and Record keeping

Anyone involved in conducting investigations should have a clear brief and understanding of their role. All investigators must maintain an audible record of every action during an investigation to demonstrate they have acted appropriately. The officer assigning investigating officer(s) will stipulate or provide secure storage arrangements for all material associated with an investigation in case of subsequent legal challenge. Joint investigation occasionally occurs with Active IQ, with Active IQ clarifying the roles of the two teams. It is KidsActiveFun responsibility to ensure investigators are fully aware of the agreed roles and processes to follow during the investigation.

Stage 2: Establishing the facts

Investigators should review evidence and associated documentation, including relevant Active IQ guidance on delivery of qualifications and related quality-assurance arrangements. Issues to be determined are:

What occurred (nature of malpractice / substance of the allegations). Why the incident occurred.

Who was involved in the incident.

When it occurred.

Where it occurred, there may be more than one location.

What action, if any, KidsActiveFun has taken.

Stage 3: Online con-call & Interviews should be thoroughly prepared, conducted appropriately and underpinned by clear records of the interviews. For example:

Interviews should include prepared questions and responses to questions, which should be recorded. Interviewees should be informed that they do not have to answer questions. These arrangements aim to protect the rights of all individuals. Both parties should sign the account as a true record/reflection of what was covered/stated/agreed. 

Stage 4: Other Contacts 
In some cases, learners or employers may need to be contacted for facts and information. This may be done via con-call interviews, telephone interviews, by post or email. 
Whichever method is used, the investigator will have a set of prepared questions. The responses are recorded in writing as part of evidence confirmation. Investigators should log the number of attempts made to contact an individual. Again, accounts should be signed for agreement with written records formatted as non-editable .PDF files. 

Stage 5: Documentary Evidence Whenever possible documentary evidence should be authenticated by reference to the author; this may include asking learners and others to confirm handwriting, dates and signatures. Receipts must be given/issued for any documentation removed from KidsActiveFun Independent expert opinion may be obtained from subject specialists about a learners evidence or from a specialist organisation such as a forensic examiner, who may comment on the validity of documents.

Stage 6: Conclusions Once investigators gather and review all relevant evidence, a decision is made on the outcome.

Stage 7: Reporting A draft report is prepared and factual accuracy agreement obtained. The final report is submitted to the relevant staff member within KidsActiveFun for review and sign-off and shared with Active IQ and relevant parties within KidsActiveFun.

Stage 8: Actions Any resulting action plan is implemented and monitored appropriately, and Active IQ notified. To refer to Active IQs policy for Malpractice and Maladministration, please visit

Rights of Individuals - When an individual is suspected of malpractice KidsActiveFun will:

Inform them of the allegation made against them (preferably in writing) and share the 
evidence supporting the allegation. 

Provide them with the opportunity to consider their response to the allegation and 
submit a written statement or seek advice, if they wish to. 

Inform them of the possible consequences if the malpractice is proven and of the 
possibility that other parties may be informed, e.g. the regulators, the police, the 
funding agency and professional bodies. 

Communicate the appeals process to them. 

Staff Interviews: Staff interviews should be carried out in accord with KidsActiveFun policy and procedures. KidsActiveFun staff may request that they are accompanied by a friend or colleague and these requests should be processed under KidsActiveFun or Active IQ policy. 

Retention and Storage of Evidence and Records: KidsActiveFun retains all relevant documents and evidence in accord with Active IQs and KidsActiveFun stated policy and procedures. 

Decisions and Action Plans: All conclusions and decisions will be based on evidence. A course of proposed action is identified, agreed between KidsActiveFun and Active IQ, implemented and monitored to completion. Actions should address improvements required to KidsActiveFun policies and procedures, and any action related to staff or other resources.

Proportionality: Any decision on the outcome must reflect the weight of evidence and the minor or major nature of the case, the student does not have to admit malpractice.

Sanctions: Any sanctions applied to KidsActiveFun or learners or staff members should be proportionate with the level of noncompliance identified (and evidenced) during the investigation and should be in line with applicable sanctions policies.