Maladministration, Malpractice and AI Policy
This policy sets out the standards and procedures regarding TEFL Society’s policies on malpractice for participants, maladministration from staff members and TEFL Society’s separate AI policy.
- What is Malpractice?
1.1 Malpractice is any deliberate act or improper practice that compromises the training, assessments or certification process conducted by the TEFL Society
1.2 Examples of participant malpractice include but are not limited to:
1.2.1 Cheating in examinations or assessments
1.2.2 Plagiarism or submitting copied work
1.2.3 Impersonation of another learner or candidate
1.2.4 Falsifying identity or qualifications
1.2.5 Use of AI tools in breach of policy set out in section 3
1.2.6 Harassment, abuse, or threatening behaviour of assessment staff
- Reporting Malpractice and Possible Outcomes of Malpractice
2.1 All suspected cases of Malpractice must be reported by marker to the head marker through the used communication channels.
2.2 Head Marker must keep records of all malpractice reports
2.3 Head Marker and IQA will investigate reports of malpractice following the steps below:
2.3.1 Mark work themselves to see if they agree with the malpractice report
2.3.2 Gather evidence and statements from the accused participant
2.3.3 Provide the accused participant the opportunity to respond
2.3.4 Head Marker and IQA will come to a documented decision
2.3.5 Communicate the outcome with the marker, accused participant and awarding body if necessary
2.4 Upon making the decision the Head Marker must decide the required sanctions if required. Sanctions may include but are not limited to:
2.4.1 Written warning
2.4.2 Full assessment resubmission required
2.4.3 Extra malpractice training
2.4.4 Withdrawal from the course and deposits being kept (If malpractice activities continue)
- What is Maladministration?
3.1 Maladministration mainly applies to TEFL Society staff. It refers to any unintentional error, omission, poor administration, or failure to follow procedures that may adversely affect learners, customers, staff, or regulatory compliance.
3.2 Examples of Maladministration include but are not limited to:
3.2.1 Administrative errors affecting enrolment or certification
3.2.2 Failure to follow assessment procedures
3.2.3 Incorrect participant records
3.2.4 Delays in issuing certificates
3.2.5 Poor communication with participants
3.2.6 Failure to retain required records
3.2.7 Missed deadlines
3.2.8 Inadequate staffing or supervision
3.2.9 Incorrect information published on websites or marketing materials
- Handling Maladministration
4.1 Where maladministration is identified, the organisation will:
4.1.1 Correct the issue promptly
4.1.2 Assess impact on affected individuals
4.1.3 Notify impacted participants where appropriate
4.1.4 Review procedures to prevent recurrence
4.1.5 Record incidents for audit purposes
4.1.6 Serious cases may trigger formal investigation of staff involved
- Acceptable Use of AI
5.1 The TEFL Society looks to embrace AI usage wherever possible and as such has created assignments that allow for AI to be used as a tool, but AI will not be sufficient alone in getting you the criteria required to pass our courses
5.2 AI is acknowledged as a valuable tool in education. Its use is encouraged to supplement and enhance learning and teaching practices.
5.3 While TEFL Society embraces AI, it should not replace personal input and reflection. The learner must show their own knowledge and understanding when addressing all assessment criteria/learning outcomes
5.4 To ensure compliance markers receive regular training in detecting the use of AI, as well as assignments being set up in a way that means AI can not fully answer what is required.
5.5 To further ensure compliance 20% of submitted work will be put through AI usage trackers in each certification window
5.6 The misuse of AI will follow the same investigation procedure outlined in section 2.
This policy will be reviewed annually to adapt to technological advancements, educational needs, and legal requirements. Last reviewed 07/06/26
All reference to TEFL Society refers to Gotoco trading as TEFL Society
