Aims of this Policy 

  1. To identify and minimise the risk of malpractice or maladministration by staff or learners. 

  1. To respond promptly and objectively to any alleged incident of malpractice or maladministration. 

  1. To ensure openness and fairness by standardising and recording investigations into malpractice or maladministration. 

  1. To impose appropriate penalties and sanctions on learners or staff proven to be involved in malpractice or maladministration. 

  1. To safeguard the integrity of Professional Academy and its stakeholders. 

Principles and Activities 

To achieve these aims, Professional Academy will: 

  1. Inform learners of the malpractice and maladministration policy during induction and in the student handbook, including the penalties for attempted and proven incidents. 

  1. Instruct learners on proper citation of texts, materials, and information sources. 

  1. Require learners to confirm the authenticity of their work. 

  1. Ask learners to provide evidence of their interpretation and synthesis of information, while acknowledging sources used. 

  1. Conduct investigations in line with Awarding Body requirements, led by the Operations Manager and CEO. 

  1. Notify relevant awarding organisations of serious cases of malpractice or maladministration. 

Reporting of Malpractice or Maladministration 

  1. Any suspected malpractice or maladministration must be reported immediately to the Operations Manager via writing, email, or phone, and will be acknowledged within 2 days. This initiates the internal investigation procedure. 

  1. Cases of suspected malpractice will be immediately reported to the Awarding Body. 

  1. Any individual may report suspected malpractice directly to the Awarding Body based on their Whistleblowing policy. 

Internal Investigations 

  1. Investigations will comply with Awarding Body requirements and be supported by the Operations Manager and CEO. 

  1. The individual involved will be informed of the nature of the alleged malpractice, potential consequences, and the right to respond. 

  1. The individual will have the opportunity to respond to the allegations and be informed of avenues for appeal. 

  1. The investigation stages include gathering and presenting information, interviewing relevant parties, CEO's judgement, written notification of judgement, provision of appeal information, and notifying the Awarding Body of findings. 


Malpractice by Learners: This includes but is not limited to: 

  • Plagiarism in any form 

  • Collusion to submit collaborative work as individual work 

  • Copying, including use of ICT 

  • Destruction of another's work 

  • Fabrication of results or evidence 

  • False declaration of portfolio or coursework authenticity 
  • Impersonation during assessment/examination
  • Use of AI in any form during assessment for qualifications and apprenticeships.  

Malpractice or Maladministration by Tutors or Centre Staff:

This includes but is not limited to: 

  • Improper assistance to candidates 

  • Altering marks for internally assessed work 

  • Unjustified marks or assessment decisions 

  • Insecure retention of candidate portfolios 

  • Fraudulent claims for certificates 

  • Producing falsified witness statements 

  • Allowing non-authentic evidence in learner's work 

  • Facilitating impersonation 

  • Misusing special learner requirements 

  • Falsifying records/certificates 

  • Fraudulent certificate claims. 

This policy reflects Professional Academy's dedication to maintaining fairness, integrity, and ethical conduct in assessment practices. 

Use of Artificial Intelligence (AI) in qualifications and apprenticeship EPA and assessment 


This policy amendment elaborates on the responsible and ethical use of artificial intelligence (AI) technologies within the context of the End Point Assessment (EPA) process at Professional Academy. As an organisation committed to maintaining academic integrity and ensuring fair assessment practices, it is imperative to establish guidelines for the appropriate use of AI by apprentices. 

Use of AI in EPA Assessment: 

Apprentices are prohibited from utilising AI to generate content that they will present as their own for assessment purposes. It is essential to reiterate that any work submitted for EPA must be the apprentice's authentic creation, unless explicitly stated otherwise. Failure to adhere to this principle will be classified as malpractice, subject to the regulations outlined in our Malpractice Policy. 

Malpractice Consequences: 

Instances of AI-generated content presented as the apprentice's own work will be treated as malpractice. This can result in serious consequences, including but not limited to, disqualification of the assessment, nullification of the apprenticeship, or other disciplinary actions as outlined in our Malpractice Policy. 

Appropriate Use of AI: 

In scenarios where AI is integrated into an apprentice's job role, it is permissible to incorporate this aspect within their portfolio, project, or assessment. The pivotal consideration is to avoid presenting material generated by AI as the apprentice's independent work. 

Defining AI: 

AI encompasses a wide range of technologies, including but not limited to, ChatGPT, Bard, Google Cloud AI Platform, and similar tools. 

Acceptable Tools and Methods: 

The use of tools, platforms, formulas, macros, algorithms, and similar resources in the course of apprentices' work is acceptable, provided they align with the EPA guidelines and regulations. 

Incorporating AI in Portfolios: 

If an apprentice employs AI technologies in their job role or project, they are encouraged to highlight this aspect in their portfolio. It is crucial to refrain from presenting AI-generated outputs as the apprentice's original work. To ensure clarity, apprentices should accompany the portfolio with explanatory text that clarifies the role of AI, similar to how teamwork contributions are identified. 

Policy Enforcement: 

Breaches of this AI Use Policy will be addressed in line with Professional Academy's established policies and procedures. The organisation reserves the right to take appropriate actions, including disciplinary measures, should any apprentice fail to comply with the guidelines specified herein. 

Policy Review and Updates: 

This policy amendment is subject to periodic review and updates to ensure alignment with emerging technological advancements and best practices in the use of AI within the EPA process. 

By integrating this AI Use Policy amendment, Professional Academy underscores its commitment to upholding the standards of academic integrity and promoting responsible AI usage among its apprentices. 

Amendment to Assessment Malpractice and Maladministration Policy 

Use of Artificial Intelligence (AI) in EPA - Policy Amendment: 

Incorporating AI technologies within the End Point Assessment (EPA) process necessitates an additional clause within the Assessment Malpractice and Maladministration Policy to ensure responsible AI usage. 

AI and Malpractice: 

Instances where apprentices employ AI to generate content that they present as their own for assessment purposes will be treated as malpractice. The principles and consequences outlined in the AI Use Policy (as appended in this policy amendment) will apply in these cases. It is crucial for apprentices to understand that the use of AI to misrepresent their own work is a breach of ethical conduct and integrity. 

AI Reporting and Investigation: 

Incidents involving AI-generated content will be treated as potential malpractice cases. Any suspected instances must be reported immediately, and investigations will be conducted following the internal investigation procedure outlined in this policy. The investigation will ensure compliance with both the Assessment Malpractice and Maladministration Policy and the AI Use Policy. 

Policy Amendment Approval and Communication: 

Any amendments to this policy will undergo the same approval process as the original Assessment Malpractice and Maladministration Policy. Once approved, the policy amendment will be effectively communicated to all stakeholders to ensure awareness and understanding. 

By integrating these amendments into the Assessment Malpractice and Maladministration Policy, Professional Academy affirms its commitment to maintaining fairness, transparency, and the highest standards of ethical conduct within the assessment process.