Ethical and Professional Test Use Policy 2023

1.      Introduction

1.1   The aim of this policy is to explain and define Psychometric tests, promote high professional and ethical standards in the use of tests and give guidance on good practice when using testing in recruitment/ selection and development.

2.      Definition

2.1  Psychometric  tests are research based instruments that can be systematically scored and administered.  They can be used to measure abilities, aptitude, behaviour preferences or likely behaviour and can be divided into two categories:

a)   Ability tests: assess the candidates specific ability at verbal , numerical or abstract reasoning skills.

b)   Personality assessment: provides a rounded profile of the candidate (behaviour and preference) which cannot be easily assessed by other methods of assessment.

3.      Scope

3.1   Psychometric testing is a service provided by Trilogy Psychometrics and Learning for the purpose of enhancing the quality of information available when selecting and or developing staff.  Psychometric testing should not be used in isolation and should be used in addition to other methods of assessment, e.g. interviews, academic qualifications and or previous experience.

3.2   If testing is to be used, for recruitment or promotion it will be carried out once candidate short listing has taken place.

3.3   If testing is being considered Trilogy Psychometrics and Learning should be contacted as early as possible in the recruitment process to discuss:

*    Whether it is appropriate to use testing and whether it will provide any additional relevant information.

*     How the relevance of the test is linked to the requirements of the role.

*     What test to use.

*     The time requirements within the process.

*     The cost and time constraints and feedback results.

4.      Choice of Tests

4.1   Tests will be chosen so as not to discriminate on the basis of sex, race, disability, age or religion.  Trilogy Psychometrics and Learning will provide advice on making reasonable adjustments for disabled candidates.

4.2   A test will only be used if an extensive research basis for it has already been published.  Only the most up-to-date version will be used.

4.3   Normative data derived from normative tests will be the basis for comparison of all scores.

5.      Responsibility for Testing

5.1   Overall responsibility for testing standards rests with Mr Paul Browning of Trilogy Psychometrics and Learning. Paul is appropriately qualified in Psychometric testing and assessment and is registered with the British Psychological Society (BPS)...Registration number 376491

5.2   Trilogy Psychometrics and Learning will take responsibility for the ordering and secure storage of materials, coordinating and recording of all assessment activities and interpretation of assessment tools, including feedback to our client and candidate if instructed to do so.

5.3   The administration, scoring and interpretation of tests will be undertaken By Trilogy Psychometrics and Learning in accordance with the standards set out by the British Psychological Society (BPS).

6.      Certificate of Competence on Occupational Testing

6.1   Whilst test administration can be carried out by people trained in administration only, and the mechanisms of scoring can also be delegated, test choice, feedback and interpretation will be carried out by Trilogy Psychometrics and Learning only.

6.2   Trilogy Psychometrics and Learning is qualified and in receipt of the Certificate of Competence in  Occupational Testing in both Ability and Personality testing.  Formerly known as BPS Level A and B we are also qualified in many other instruments (contact us or visit the BPS enhanced testing directory for more details).

7.      Test Administration

7.1   Proper briefing and administration of tests is critical to the quality of the data produced.  If tests are not administered with due regard to recommended procedure , or test takers are coerced or inadequately informed of the purpose of the assessment their attitude to completing the tests may be affected.  This in turn may affect their responses and distort the results produced.

7.2   Candidates will be treated ethically at all stages of the testing process and prior to the testing session. They will be informed by email or in writing of the following...

a)     The nature of the assessment, why it is being used, the conditions under which it will take place and the nature of the feedback they will receive.

b)     How their results will be used, e.g. alongside other information. For example, this could include...Interview, application form or references to decide their suitability for the post.

c)     Who will be given access to their results (limited to those who genuinely need to know and who have been notified to Trilogy Psychometrics and Learning).

d)     How long the results will be retained (with reference to GDPR and Trilogy's Privacy Statement).

7.3   The informed consent of candidates to taking part in the test process will be obtained.  If a candidate declines to take the test they will not be coerced. The absence of comparative test data may however be a factor in the selection decision.

7.4   The administration, scoring and interpretation instructions that apply to the test(s) being administered will be adhered to at all times.

7.5   Test data will not be used for purposes other than those to which the test taker has given their consent.

8.      Feedback

8.1   Feedback of test results will be offered to all candidates and, where possible, face-to-face feedback factored into the schedule for the interview or assessment day itself.  Where feedback is not possible on the day, a telephone discussion will be offered. Certain Psychometric instruments especially those used for developmental purposes will and do require a face to face feedback session. If this is not possible we can also use Skype, Zoom, or Face time.

8.2   We offer to conduct a face to face validation session with the candidate and will provide a summary and full explanation of their test results. This may be at our clients cost dependent on the type of assessment and or test and are client specific.   This summary and explanation will also be provided to the interview / assessment panel before they make their selection decision.

9.      Confidentiality

9.1   Test disclosure and or information will be limited to those who genuinely need to know, i.e. Trilogy and those making the selection and or development decisions or processes.

9.2   The candidate will have control over the disclosure of the data through their informed consent being obtained (or otherwise).

9.3   Where test data is held and directly linked to an individual, the principles of the GDPR will apply. Individuals will have the right to review their data and will be informed about their rights of access.

10.   Storage of test materials and data

10.1 All test material will be stored in either a secure, lockable filing cabinet, accessible only to Trilogy Psychometrics and Learning staff. Alternatively, in our Secure Cloud storage inline with the latest GDPR  requirements. This will ensure candidates are not provided with prior access to materials or a copy of the test prior to them taking the test.

10.2 All data on test results will be kept in a secured, lockable filing cabinet, only accessible to authorised personnel. Or within our own secured cloud based IT system. This will prevent unauthorised use of results or uninformed use by individuals not trained to interpret test results.

10.3 All test results will be confidentially destroyed after 12 months unless we are specifically requested not to do so ( For example the use of ongoing professional development of existing staff ).