ST0544, port agent level 3

This is a summary of the key things that you – the apprentice and your employer need to know about your end-point assessment (EPA). You and your employer should read the EPA plan for the full details. It has information on assessment method requirements, roles and responsibilities, and re-sits and re-takes.

What is an end-point assessment and why it happens

An EPA is an assessment at the end of your apprenticeship. It will assess you against the knowledge, skills, and behaviours (KSBs) in the occupational standard. Your training will cover the KSBs. The EPA is your opportunity to show an independent assessor how well you can carry out the occupation you have been trained for.

Your employer will choose an end-point assessment organisation (EPAO) to deliver the EPA. Your employer and training provider should tell you what to expect and how to prepare for your EPA. 

The length of the training for this apprenticeship is typically 18 months. The EPA period is typically 4 months.

The overall grades available for this apprenticeship are:

• fail

• pass

• distinction

When you pass the EPA, you will be awarded your apprenticeship certificate.

EPA gateway

The EPA gateway is when the EPAO checks and confirms that you have met any requirements required before you start the EPA. You will only enter the gateway when your employer says you are ready.

The gateway requirements for your EPA are:

• achieved English and mathematics qualifications in line with the apprenticeship funding rules

• for the professional discussion underpinned by portfolio, the project's title and scope must be agreed with the EPAO and a project summary submitted

• passed any other qualifications listed in the occupational standard

For the port agent, the qualification required is:

Institute of Chartered Shipbrokers Foundation Diploma in Port Agency

Assessment methods

Multiple-choice test

You will complete a multiple-choice test. It will be closed book, meaning you will not have access to any books or reference materials.

The test will have 30 multiple-choice questions. You will have 45 minutes to complete it.

Professional discussion underpinned by a portfolio of evidence

You will have a professional professional discussion with an independent assessor. It will last 45 minutes. They will ask you at least 7 questions. The questions will be about certain aspects of your occupation. You can use it to help answer the questions.

Practical assessment with questions

You will be observed by an independent assessor completing a set of tasks. It will last 2 hours. They will ask you at least 5 questions.

The EPAO will confirm where and when each assessment method will take place.

Who to contact for help or more information

You should speak to your employer if you have a query that relates to your job.

You should speak to your training provider if you have any questions about your training or EPA before it starts.

You should receive detailed information and support from the EPAO before the EPA starts. You should speak to them if you have any questions about your EPA once it has started.

Reasonable adjustments

If you have a disability, a physical or mental health condition or other special considerations, you may be able to have a reasonable adjustment that takes this into account. You should speak to your employer, training provider and EPAO and ask them what support you can get. The EPAO will decide if an adjustment is appropriate.

This document explains the requirements for end-point assessment (EPA) for the port agent apprentices. End-point assessment organisations (EPAOs) must follow this when designing and delivering their EPA.

Port agent apprentices, their employers and training providers should read this document.

An approved EPAO must conduct the EPA for this apprenticeship. Employers must select an approved EPAO from the Education and Skills Funding Agency’s Register of end-point assessment organisations (RoEPAO).

A full-time apprentice typically spends 18 months on-programme (this means in training before the gateway) working towards competence as a port agent. All apprentices must spend at least 12 months on-programme. All apprentices must spend at least 20% of their on-programme time completing off-the-job training.

This EPA has 3 EPA methods.

The grades available for each EPA method are:

EPA method 1 - test:

• fail

• pass

• distinction

EPA method 2 - professional discussion underpinned by portfolio:

• fail

• pass

• distinction

EPA method 3 - practical demonstration with questions:

• fail

• pass

• distinction

The result from each EPA method is combined to decide the overall apprenticeship grade. The following grades are available for the apprenticeship:

• fail

• pass

• distinction

The EPA will be taken within the EPA period. The EPA period begins when the EPAO confirms the gateway requirements are met and is typically 4 months.

The expectation is that the EPAO will confirm the gateway requirements are met and the EPA begins as quickly as possible.

The apprentice’s employer must confirm that they think the apprentice is working at or above the occupational standard as a port agent. They will then enter the gateway. The employer may take advice from the apprentice's training provider(s), but the employer must make the decision.

Apprentices must meet the following gateway requirements before starting their EPA.

These are:

• achieved English and mathematics at Level 21.

• achieved Institute of Chartered Shipbrokers Foundation Diploma in Port Agency

• for the professional discussion underpinned by portfolio apprentices must submit: portfolio of evidence

Portfolio of evidence requirements:

Apprentices must compile a portfolio of evidence during the on-programme period of the apprenticeship. It should contain evidence related to the KSBs that will be assessed by this assessment method. The portfolio of evidence will typically contain 12 discrete pieces of evidence. Evidence should be mapped against the KSBs.

Evidence may be used to demonstrate more than one KSB; a qualitative as opposed to quantitative approach is suggested. Evidence sources may include:

• workplace documentation/records, for example:
  • workplace policies/procedures, records
  • witness statements
  • annotated photographs
  • video clips (maximum total duration X minutes); the apprentice must be in view and identifiable

This is not a definitive list; other evidence sources can be included.

The portfolio should not include reflective accounts or any methods of self-assessment. Any employer contributions should focus on direct observation of performance (for example witness statements) rather than opinions. The evidence provided should be valid and attributable to the apprentice; the portfolio of evidence should contain a statement from the employer and apprentice confirming this.

The EPAO should not assess the portfolio of evidence directly as it underpins the discussion. Independent assessors should review the portfolio of evidence to prepare questions for the discussion assessment method. They are not required to provide feedback after this review.

Apprentices must submit any policies and procedures as requested by the EPAO.

The EPA period starts when the EPAO confirms all gateway requirements have been met. The expectation is they will do this as quickly as possible.

The assessment methods can be delivered in any order.

The result of one assessment method does not need to be known before starting the next.

Overview

A test is an assessment for asking questions in a controlled and invigilated environment.

Rationale

This EPA method is being used because:

• The Port Agent occupation is subject to wide-ranging regulation and legislation and a multiple-choice test is an efficient way of assuring that the apprentice has all of the necessary fact based knowledge that will enable them to deliver their work in compliant ways.

• It allows for the efficient testing of knowledge where there is a right or wrong answer

• It allows for flexibility in terms of when, where and how it is taken

• It allows larger volumes of apprentices to be assessed at one time.

Delivery

This method must be appropriately structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.

The test can be computer or paper based.

The test will consist of 30 multiple-choice questions.

Multiple-choice questions will have four options, including one correct answer.

Apprentices must be given at least 2 weeks notice of the date and time of the test.

Test administration

Apprentices must have 45 minutes to complete the test.

The test is closed book which means that the apprentice cannot refer to reference books or materials whilst taking the test.

The test must be taken in the presence of an invigilator who is the responsibility of the EPAO. Specialised (proctor) software can be used if the test can be taken on-line, to ensure the security of the test.

The EPAO must have an invigilation policy setting out how the test must be conducted. It must state the ratio of apprentices to invigilators for the setting and allow the test to take place in a secure way.

The EPAO must verify the identity of the apprentice.

The EPAO is responsible for the security of the test including the arrangements for on-line testing. The EPAO must ensure that their security arrangements maintain the validity and reliability of the test.

Marking

The test must be marked by independent assessors or markers employed by the EPAO. They must follow a marking scheme produced by the EPAO. Marking by computer is allowed where question types support this.

A correct answer gets 1 mark(s).

Any incorrect or missing answers get zero marks.

The EPAO is responsible for overseeing the marking of the test. The EPAO must ensure standardisation and moderation of written response test.

Assessment location

Apprentices must take the test in a suitably controlled and invigilated environment that is a quiet room, free from distractions and influence. The EPAO must check the venue is suitable.

The test could take place remotely if the appropriate technology and systems are in place to prevent malpractice. EPAOs must verify the apprentice’s identity and ensure invigilation of apprentices for example with, and not limited to, 360 degreecameras and screen sharing facilities.

Question and resource development

EPAOs must write a test specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The test specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.

EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place. For example, considering previous item performance data, item analysis, standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.

EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.

EPAOs must produce the following materials to support the test:

• independent assessor assessment materials which include:
  • training materials
  • administration materials
  • moderation and standardisation materials
  • guidance materials
  • grading guidance
  • test specification
  • sample test and mark schemes
  • live tests and mark schemes
  • question bank
• EPA guidance for the apprentice and employer

Overview

In the professional discussion, an independent assessor and apprentice have a formal two-way conversation. It gives the apprentice the opportunity to demonstrate their competency across the KSBs as shown in the mapping.

Rationale

This EPA method is being used because

• a competent port agent must manage a range of complex and sometimes unpredictable events, that may occur at sea, or beyond UK territory. This is very difficult to naturally observe within a limited timescale. it allows the apprentice to be assessed against KSBs that may not naturally occur during other assessment methods.

• it allows scope for the apprentice to demonstrate the depth and breadth of KSBs, allowing for a distinction marking.

Delivery

The professional discussion must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.

The purpose of the independent assessor's questions will be to explore how the apprentice discharges their port agency responsibilities to vessels under their remit. It will focus on the apprentice’s occupational competence and whether they have met the KSBs, using the portfolio to underpin this. It will involve questions that will focus on the apprentice’s experiences when delivering port agency services in the port(s) they are contracted to.

The EPAO must give an apprentice 2 weeks notice of the professional discussion.

The independent assessor must have at least 2 week(s) to review the supporting documentation.

Apprentices must have access to their portfolio of evidence during the professional discussion.

Apprentices can refer to and illustrate their answers with evidence from their portfolio of evidence, however the portfolio of evidence is not directly assessed.

The professional discussion must last for 45 minutes. The independent assessor can increase the time of the professional discussion by up to 10%. This time is to allow the apprentice to respond to a question if necessary.

For the professional discussion, the independent assessor must ask at least 7 questions. Follow-up questions are allowed. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in-line with the EPAO’s training. The professional discussion must allow the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method at the highest possible grade.

The independent assessor conducts and assesses the professional discussion.

The independent assessor must keep accurate records of the assessment. The records must include the KSBs met, the grade achieved and answers to questions.

The independent assessor will make all grading decisions.

Assessment location

The professional discussion must take place in a suitable venue selected by the EPAO (for example the EPAO’s or employer’s premises).

The professional discussion can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.

The professional discussion should take place in a quiet room, free from distractions and influence.

Question and resource development

EPAOs must write an assessment specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The assessment specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.

EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place, for example, considering standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.

EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.

EPAOs must produce the following materials to support the professional discussion underpinned by portfolio:

• independent assessor assessment materials which include:
  • training materials
  • administration materials
  • moderation and standardisation materials
  • guidance materials
  • grading guidance
  • question bank
• EPA guidance for the apprentice and employer

Overview

In a practical assessment, the independent assessor observes the apprentice completing a task or series of tasks set by the EPAO. The EPAO decides where it takes place, and the test environment must closely relate to the apprentice’s natural working environment.

The practical and responses to questions must be assessed holistically by the independent assessor when they are deciding the grade for the practical assessment.

Rationale

This EPA method is being used because

• It is a holistic assessment method requiring the demonstration of knowledge, skills and behaviours.

• Port agents take responsibility for vessels around the globe and so the natural lifecycle of a vessel scheduled to arrive or depart a UK port can be several weeks long. This makes direct observation difficult to achieve.

• Due to the variances in vessel timescales, it is difficult to plan with any reliability that a vessel will be in port at the time of the assessment.

This is a practical occupation best demonstrated through completing tasks in a real work setting. Questioning allows for the assessment of the breadth and depth of underpinning knowledge against the grading descriptors. This is a cost-effective method of testing and ensures validity by utilising available workplace equipment and resources .

Delivery

The practical demonstration with questions must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.

The independent assessor must only observe one apprentice to ensure quality and rigour they must be as unobtrusive as possible.

The EPAO must give an apprentice 2 weeks notice of the practical assessment.

The practical demonstration with questions must take 2 hours.

The independent assessor can increase the time of the practical demonstration with questions by up to 10%. This time is to allow the apprentice to complete a task or respond to a question if necessary. The practical assessment and questioning must allow the apprentice the opportunity to demonstrate the KSBs at the highest possible grade.

The practical demonstration with questions cannot be split, other than for comfort breaks or to allow apprentices to move from one location to another. Where breaks occur, they will not count towards the total EPA time.

EPAOs must manage invigilation of apprentices at all times to maintain security of the EPA, in line with their malpractice policy. This includes breaks and moving between locations.

The independent assessor must explain to the apprentice the format and timescales of the practical demonstration with questions before it begins. This does not count towards the assessment time.

The independent assessor should observe the following during the practical assessment. These activities provide the apprentice with the opportunity to demonstrate the KSBs as shown in the mapping:

as the independent assessor is expected to take on the role of anyone with whom the apprentice wishes to engage with, all practical demonstrations with questions must be audio recorded. this will allow the independent assessor to review aspects of the recording before making their grading decisions, should this be needed. recordings must be reviewed on site and deleted before the independent assessor leaves the premises.

all activities relate to one fictitious vessel that is due in a fictitious port and, via acts of port agency, must be readied so that it in a position to leaves port .

at the start of the two hours of the practical demonstration with questions,the apprentice will be presented with a scenario to read that will note the details of the port , the type of vessel, its voyage/purpose, the nature of its call in port, the port agency contract, budget and the broad types of costs involved. each scenario should consist of narrative of no more than 2 sides of a4/1000 words in length. it may additionally include up to 2 diagrams that are not included in the 2 sides of aa/1000 words limit. to avoid predictability, epao’s will ensure the scenario covers all other relevant and some important but unnecessary information.

during the practical demonstration, the apprentice will be expected to simulate calls to people involved in the process or greet them face-to-face. each of these calls will be made to the independent assessor. at the beginning of the call, the apprentice must declare who they want to speak to, thus enabling the independent assessor to respond appropriately.

in all activities, the apprentice must take the role of the port agent, with the independent assessor taking on the role of any person whom the apprentice must engage with (e.g. the vessel master, or someone they need to source, such as a provider of crane services).

all of the following activities represent key stages in the port agency process and must be included in the practical demonstration, a practical assessment without these activities would hamper the opportunity for the apprentice to demonstrate occupational competence against the ksbs assigned to this assessment method:

• initial costs: the apprentice must create and send the independent assessor a proforma disbursement account (pda) for a vessel’s port call, having first made all necessary enquiries/negotiations. (a pda is an estimate of costs relating to port agency services.)

• pre-arrival: the apprentice will communicate via an appropriate means with the vessel ensuring that they have all necessary pre-arrival information.

• port call: the apprentice must coordinate operations, and update the appropriate people via suitable means, to de-brief on how and when the port services will be completed.

• final disbursement: the apprentice must finalise the port process so that all necessary paperwork is completed correctly and distributed to the appropriate people.

it is expected that during the practical demonstration with questions at least 2 unexpected situations arise that mean the apprentice will need to revise their existing plans to accommodate any changes. these unexpected situations could affect the vessel when at sea or when in port and should be ones that might naturally occur in a typical working day for a port agent but will ensure that the apprentice will need to amend their existing plans.

These activities provide the apprentice with the opportunity to demonstrate the KSBs as shown in the mapping.

Questions must be asked. The purpose of the independent assessor's questions will be

Those KSBs that the apprentice did not have the opportunity to demonstrate during the practical demonstration can instead be covered by questioning, although these should be kept to a minimum.

Questions must be asked after the practical. The total duration of the practical is 2 hours and the time for questioning is included in the overall assessment time. The total time for the practical element is 1 hours. The time allocated for questioning is 1 minutes.

The independent assessor must ask at least 5 questions. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in-line with the EPAO’s training

The independent assessor must ask questions about KSBs that were not observed to gather assessment evidence. These questions are in addition to the set number of questions for the practical demonstration with questions and should be kept to a minimum. The independent assessor can also ask questions to clarify answers given by the apprentice.

The independent assessor conducts and assesses the practical demonstration with questions. They must record the KSBs observed, KSBs demonstrated in answers to questions and the grade achieved. The apprentice’s answers to questions must also be recorded.

The independent assessor makes all grading decisions.

Assessment location

The practical demonstration with questions will take place in a simulated environment selected by the EPAO (for example the EPAO’s or employer’s premises). The simulated environment must relate to the apprentice’s natural work environment. Equipment and resources needed for the practical demonstration with questions must be provided by the EPAO, who can liaise with the employer to provide these.

Questioning that occurs after the practical demonstration with questions should take place in a quiet room, free from distractions and influence

Additional venue requirements that must be in place include:

Question and resource development

EPAOs must write an assessment specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The assessment specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.

EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place. For example, considering standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.

EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.

EPAOs must produce the following materials to support the practical demonstration with questions:

• independent assessor assessment materials which include:
  • training materials
  • administration materials
  • moderation and standardisation materials
  • guidance materials
  • grading guidance
  • question bank
• EPA guidance for the apprentice and employer

The EPA methods contribute equally to the overall EPA grade.

Performance in the EPA will determine the apprenticeship grade of:

• fail

• pass

• distinction

Independent assessors must individually grade the: professional discussion underpinned by portfolio and practical demonstration with questions according to the requirements set out in this EPA plan.

EPAOs must combine the individual assessment method grades to determine the overall EPA grade.

Apprentices who fail one or more assessment method will be awarded an overall EPA fail.

Apprentices must achieve at least a pass in all the EPA methods to get an overall pass. In order to achieve an overall EPA ‘distinction’, apprentices must achieve a distinction in all three assessment methods.

Grades from individual assessment methods should be combined in the following way to determine the grade of the EPA as a whole.

Apprentices who fail one or more EPA method(s) can take a re-sit or a re-take at the employer’s discretion. The apprentice’s employer needs to agree that a re-sit or re-take is appropriate. A re-sit does not need further learning, whereas a re-take does.

Apprentices should have a supportive action plan to prepare for a re-sit or a re-take.

The employer and EPAO agree the timescale for a re-sit or re-take. A re-sit is typically taken within 2 months of the EPA outcome notification. The timescale for a re-take is dependent on how much re-training is required and is typically taken within 3 months of the EPA outcome notification.

Failed EPA methods must be re-sat or re-taken within a 6-month period from the EPA outcome notification, otherwise the entire EPA will need to be re-sat or re-taken in full.

Re-sits and re-takes are not offered to apprentices wishing to move from pass to a higher grade.

An apprentice will get a maximum EPA grade of pass for a re-sit or re-take, unless the EPAO determines there are exceptional circumstances.

The EPAO must have reasonable adjustments arrangements for the EPA.

This should include:

• how an apprentice qualifies for reasonable adjustment
• what reasonable adjustments may be made

Adjustments must maintain the validity, reliability and integrity of the EPA as outlined in this EPA plan.

Internal quality assurance refers to how EPAOs ensure valid, consistent and reliable EPA decisions. EPAOs must adhere to the requirements within the roles and responsibilities section and:

• have effective and rigorous quality assurance systems and procedures that ensure fair, reliable and consistent EPA regardless of employer, place, time or independent assessor
• appoint independent assessors who are competent to deliver the EPA and who:
  • have recent relevant experience of the occupation or sector to at least occupational level 4 gained in the last 3 years or significant experience of the occupation or sector
  • have professional body membership with:

    Institute of Chartered Shipbrokers

• operate induction training for anyone involved in the delivery and/or assessment of the EPA
• provide training for independent assessors in good assessment practice, operating the assessment tools and making grading decisions
• provide ongoing training for markers and invigilators
• provide standardisation activity for this apprenticeship standard for all independent assessors:
  • before they conduct an EPA for the first time
  • if the EPA is updated
  • periodically as appropriate (a minimum of annually)
• conduct effective moderation of EPA decisions and grades
• conduct appeals where required, according to the EPAO’s appeals procedure, reviewing and making final decisions on EPA decisions and grades
• have no direct connection with the apprentice, their employer or training provider. In all instances, including when the EPAO is the training provider (for example a higher education institution)

Affordability of the EPA will be aided by using at least some of the following:

• completing applicable assessment methods online (for example computer-based assessment)

• utilising digital remote platforms to conduct applicable assessment methods

• using the employer’s premises

• conducting assessment methods on the same day

Professional body recognition is not relevant to this occupational apprenticeship.