Venue-level Sealed-box Packing - WE 1

1. Venue-level Sealed-box Packing of IELTS Test Materials

Canada
Venue-level Sealed-box
Packing of IELTS Test
Materials
November 2025
www.britishcouncil.org

2. What we will cover today

- Background
- Key Changes
- Process Breakdown
- Q&A
www.britishcouncil.org

3. Background

www.britishcouncil.org
3

4. Background

In response to ongoing security concerns, including test material leakage and allegations of widespread
malpractice, Test Partners earlier introduced Enhanced Seal Check with video recording and Use of
Metal Detectors on TD.
‘Venue-Level Sealed-Box’ packing of IELTS materials initiative is an additional security control to the
packing of IELTS question papers. Under this initiative, test centre staff and venue staff do not have
access to the question paper bags until the day of the test. Tested and proven in other regions. Partner
agreed and implemented.
The Partners expect us to have this process fully embedded across BC and IDP delivery network from
03 January 2026 (entry cut off date – 28 November 2025).
www.britishcouncil.org
4

5. Key Changes

www.britishcouncil.org
5

6. Key Changes

Integrity check on the boxes will replace Seal Check A and B (apart from exceptional cases)
• Box Integrity Check 1:
on arrival at test centre (Video Record)
• Box Integrity Check 2:
when preparing materials for despatch to venues
• Box Integrity Check 3a: If materials are received at an offsite secure room before the test day
(Video Record)
• Box Integrity Check 3b:
on test day at test centre/venue (Video Record)
Test Materials Box and Bag Checks Record will replace Seal Check Forms (apart from exceptional
cases)
Use a mobile phone or video camera to video record box integrity check 1 and 3a/3b. Upload the
video to the dedicated SharePoint by the agreed timeline. Recordings should be retained for 60 days
in the local drive. Below is a list of equipment that can be used for this purpose:
– IAM camera (in video mode)
– Centre’s official mobile phone
www.britishcouncil.org
6

7. Process Breakdown

www.britishcouncil.org
7

8. Process Breakdown

Materials Ordering and Receipt
1.
Order test materials by part-code (a part-code per venue).
2. Question papers are delivered to centres in boxes with the following features:
a label which contains the part-code.
two seals attaching the lid to the sides of the box. Note that:
a) the colour and shape of the seals varies.
b) if one of the seals is detached from the surface of the lid/box, the words ‘VOID
OPEN’ are visible.
two plastic security straps.
transparent plastic shrink wrapping.
3.
The dimension of the box is H7.5cm x L39cm x W28cm, which can fit max
capacity 30 sets of papers per box (30 Listening, 30 Reading and 30 Writing).
www.britishcouncil.org
8

9. The NEW form replacing Seal Check Forms 

The NEW form replacing Seal Check Forms
www.britishcouncil.org
9

10. Process Breakdown

Materials Ordering and Receipt
4.
Within 48 hours of receipt of the boxes, centre needs to:
Conduct video recorded Box Integrity Check 1. Checking points:
Straps are intact and firmly in place in the middle of the box.
The outer plastic shrink wrapping is intact and not torn or stretched.
There are no holes or tears in the cardboard and the lid shows no signs of being lifted.
Void seals are intact and not damaged in any way; no VOID OPEN lettering is visible.
The video of Box Integrity Check 1 must be a single recording and must clearly show all six sides of all
the boxes. The part-code and the DRN on the label must also be clearly visible.
Upload the video recording to the SharePoint by 48 hours, upon receipt of boxes.
Intact boxes should be put into secure storage until test day or until the day it is transported to the venue.
Fill in Tab 1, Check1 of the Test Materials Box and Bag Checks Record to confirm that the integrity check
has been conducted, and the video uploaded.
www.britishcouncil.org
10

11. Process Breakdown

Materials Ordering and Receipt
5. If there are signs of damage:
the staff send a Consignment Damage Report via CentreNet including photographic evidence,
report in Protecht and upload relevant evidence.
The box is returned to secure storage until further instructions are received from the Cambridge
Helpdesk.
Under no circumstances should the damaged box be opened unless the Cambridge Helpdesk gives
instructions to do so.
Where the centre is instructed to open the box and check the bags (same standard as Seal Check
A), the centre completes the tab 2 of the Test Materials Box and Bag Checks Record to confirm that
Seals Audit Part A has been conducted.
www.britishcouncil.org
11

12. Guide on video recording

The same video recording method applies to all
box integrity checks that require video i.e.
Check 1, Check 3a and 3b
Ensure that the video recording
clearly captures the checking of box
seals as demonstrated in the video:
Straps are intact and firmly in place
in the middle of the box.
The outer plastic shrink wrapping is
intact and not torn or stretched.
There are no holes or tears in the
cardboard and the lid shows no
signs of being lifted.
Void seals are intact and not
damaged in any way; no VOID OPEN
lettering is visible.
One single recording must clearly
show all six sides of the box. The
part-code and the DRN on the label
must also be clearly visible.
www.britishcouncil.org
12

13. Process Breakdown

When Preparing Materials for Dispatch to Venues
1. The centre checks that the box label has the correct DRN for the test date
(verified from IWAS) and the correct part code for the venue.
2. The centre checks that the box is intact before sending to the venue (Box
Integrity Check 2) and completes the Test Materials Box and Bag Checks
Record, Tab 1, Check 2 to confirm that the integrity check has been conducted.
3. If any damage is detected, the staff send a Consignment Damage Report via
CentreNet (and report in Protecht) including photographic + video evidence but
continues to process the materials for the venue as normal i.e. despatch the
damaged consignment to the venue unless instructed otherwise.
4. Staff to indicate the number of test materials of the venue / room in the Issue
and Return of IELTS Test Materials Form as indicated in IWAS.
www.britishcouncil.org
13

14. Process Breakdown

When Preparing Materials for Dispatch to Venues
5. Intact boxes should be packed into hard-shell suitcase (currently used) with two combination locks and
with no zips for transportation to offsite locations. For travel via flight, it is allowed that sealed boxes
locked inside the suitcase (as described above) can be checked into the hold.
www.britishcouncil.org
14

15. Process Breakdown

When Materials Arrives at the Venue on Test Day
1. On the test day, at the venue, the box label is checked upon arrival to ensure that the part code is
correct for the test room/venue. Two members of staff then conduct a video-recorded check of the box
integrity.
2. Box Integrity Check 3a/3b follows the same procedure as Box Integrity Check 1.
3. If the materials are delivered to a venue before test day, Box Integrity Check 3a is conducted at the
venue on arrival and repeated (Check 3b) on test day.
3. If there are no signs of damage:
The box is opened on test day in front of the test takers. Staff to compare the test materials quantity
against the despatch notes and the quantity on Issue and Return of IELTS Test Materials Form.
Staff are not required to conduct a check of the bag seals but should be alert to any obvious signs of
damage.
Venue staff (different from staff involved in Box Integrity Check 2) completes the Test Materials Box and
Bag Checks Record, Tab 1, Check 3a and/or 3b to confirm that the integrity check has been conducted.
the video recording and Box Integrity Check forms are uploaded SharePoint on the next working day
following the return of the materials.
www.britishcouncil.org
15

16. Process Breakdown

When Materials Arrives at the Venue on Test Day
4. If there are signs of damage:
Venue Staff may be instructed to open the box and check the bags. Where the centre is instructed to
open the box and check the bags (same standard as Seal Check B), the centre completes the tab 2
of the Test Materials Box and Bag Checks Record to confirm that Seals Audit Part B has been
conducted.
TC Staff send a Consignment Damage Report via CentreNet (and report in Protecht) including
photographic + video evidence by the next working day.
5. Venue staff must retain the despatch documentation (airways bill and DRN label) affixed to the box and
return them to the test centre along with the test materials after the test.
6. Venue staff to send back the despatch notes + air waybill labels to the centre.
www.britishcouncil.org
16

17. Process Breakdown

Some Scenarios
1. Paper movement within centre
Possible without opening the sealed boxes. Follow as-is process and inform ROSM Team and CE to
make necessary adjustment in IWAS
Movement that involves opening of the sealed boxes should be avoided wherever possible. To be
reviewed and consulted with ROSMs case by case if any.
2. Paper movement between centres
Possible without opening the sealed boxes. Follow as-is process and inform ROSM Team for approval.
Movement that involves opening of the sealed boxes should be avoided wherever possible. To be
reviewed case by case if any.
www.britishcouncil.org
17

18. Process Breakdown

Some Scenarios
3. For centres receiving CDs in individual box with no seal…
Centres should still conduct integrity check 1 and 2 on the CD box although there is no voided seal. After
integrity check 2, centre can open the CD box for Seal Audit A on CD packets before packing them for
transportation. On test day, venue staff conducts Seal Audit B. Seal Audit A and B should be recorded
on the tab 2 of the Test Materials Box and Bag Checks Record.
4. In cases of contingency pre-carry or confirmed contingency deployment…
Centre still need to conduct existing Seal Check A and Seal Check B (if applicable) on Contingency
materials and keep the record on the original Seal Check documents.
5. In cases of confirmed contingency deployment…
Centre should transport all the scheduled materials to the venues in intact boxes + contingency materials
confirmed by Cambridge. Instructions should be given clearly to venue staff which version to use for each
test component.
www.britishcouncil.org
18

19. Process Breakdown

Some Scenarios
6.
For modified test materials…
Modified test materials will be packed separately, not in sealed boxes. Centres should still conduct
integrity check 1 and 2 on the box although there is no voided seal. After integrity check 2, centre can
open the box for Seal Audit A on modified test materials’ packets before packing them for transportation.
On test day, venue staff conducts Seal Audit B. Seal Audit A and B should be recorded on the Tab 2 of
the Test Materials Box and Bag Checks Record .
7. In cases of wrong quantity of test materials found on test day after the box is opened…
The worst-case scenario is a session cancellation for affected test takers, transfer or RF the excess TTs.
Report to IELTSAdmin@CambridgeEnglish.org and on Protecht.
www.britishcouncil.org
19

20. Process Breakdown

Some Scenarios
8.
Should centre report the test materials packing damage if “VOID
OPEN” can been seen on the seal, but the seal is not completely
broken?
If seal is not completely broken (i.e. “VOID OPEN” is visible in the
middle of the seal, see photo below), there is no need to report the
case.
www.britishcouncil.org
20

21. Process Breakdown

Process Summary
Timeline
Integrity Check?
On arrival at test
centre
Yes,
Box Integrity Check 1
When preparing
materials for despatch
to venues
Yes,
Box Integrity Check 2
On test day at test
centre/venue
Yes,
Box Integrity Check 3b
CTG Materials to be
used
www.britishcouncil.org
No, Seals Check A + B
Video Form to
Recor Complete
d?
?
Seal Audit?
Form to
Complete?
No, unless there is damage and
Yes
Cambridge request centre to open the
box for further check
Tab 1, Test No, unless the CDs are packed in one
No Materials single box and needs to be opened for Tab 2, Test
Materials
Box and further distribution
Box and
Bag
No, unless:
Bag Checks
Checks 1) CDs not packed in the intact boxes
Record
Record 2) Any damage to the packaging is
Yes
identified and further advice for
materials in the box to be further
checked
Seals
Yes Check A + Seals Check A + B
B
Seals Check
A+B
21

22. NEW – Box Integrity Check video uploading process

NEW
Box Integrity Check video uploading process
I. What steps should centres take going forward for video uploading?
Centre to review the recordings and evaluate if the checking of the boxes is completed according to the standard.
Within 48 hours of receipt of the box, centre staff conduct Box integrity check 1 video recording. Video and form are
saved on SharePoint by ALL centres.
Box integrity check 3a/3b videos and forms (one for each venue) are saved on SharePoint upon request by BA team.
BA team reviews the videos and forms uploaded and give feedback to centre within three working days after uploading.
Centre must ensure that all videos and forms are saved in their local storage for 60 days.
www.britishcouncil.org
22

23. Box Integrity Check 1

√
10
12345
89015
27 July 2025
12 July 2025
10:00
10:10
British Council Toronto office
Checker 1’s Name
Checker 2’s Name
***
***
www.britishcouncil.org
Checker 1’s Signature
Checker 2’s Signature
23

24. Box Integrity Check 2

√
10
12345
8954
27 July 2025
26 July 2025
11:30
11:40
British Council Toronto office
Checker 1’s Name
Checker 2’s Name
***
***
www.britishcouncil.org
Checker 1’s Signature
Checker 2’s Signature
24

25. Box Integrity Check 3b – per venue/part code

Box Integrity Check 3b
per venue/part code
√
2
12345
85975
27 July 2025
8:10
Venue B
27 July 2025
8:13
Checker 1’s Name
Checker 2’s Name
***
***
www.britishcouncil.org
Checker 1’s Signature
Checker 2’s Signature
25

26. Seal Audit A – Upon Authorization from Cambridge

Seal Audit A
Upon Authorization from Cambridge
√
Venue A
27 July 2025
12345
12345
Staff 1’s Name
Staff 2’s Name
www.britishcouncil.org
16:00 – 16:10,
16 July 2025
CA000
***
***
√
45
Staff 1’s Signature
Staff 2’s Signature
√
2
Staff 1’s Signature
Staff 2’s Signature
√ 30
Staff 1’s Signature
Staff 2’s Signature
√ 15
Staff 1’s Signature
Staff 2’s Signature
√ 30
√ 15
Staff 1’s Signature
Staff 2’s Signature
Staff 1’s Signature
Staff 2’s Signature
26

27. Seal Audit B – If box found damaged on Test Day

Seal Audit B
If box found damaged on Test Day
√
Venue B
27 July 2025
8:15 – 8:25,
27 July 2025
CA000
12345
12345
Venue Staff 1’s Name
Venue Staff 2’s Name
***
***
√ 20
VS 1’s Signature
VS 2’s Signature
√ 2
VS 1’s Signature
VS 2’s Signature
√
20
VS 1’s Signature
VS 2’s Signature
√ 20
VS 1’s Signature
VS 2’s Signature
VS 1’s Signature
VS 2’s Signature
VS 1’s Signature
VS 2’s Signature
√ 20
√ 20
www.britishcouncil.org
27

28. Process Recap

•Record video of box integrity
•Complete Test Materials Box
Checks Record – Check 1 +
video
•Upload video and form within
48 hours of receipt at TC
Upon receipt of
despatch
www.britishcouncil.org
www.britishcouncil.org
Before CM
packing
•Conduct box integrity
•Complete Test Materials Box
Checks Record – Check 2
• (if materials are received at a
venue before test day) Check
3a + Video
•Record video of box integrity
•Complete Test Materials Box
and Bag Checks Record –
Check 3b + video
Post-test work (the
next working day)
•Upload all forms and videos for
the venues identified by BA
team on SharePoint.
•Retain all video-recordings for
60 days.
On test day
28

29. Any Questions?

www.britishcouncil.org
29

30. Thank you!

www.britishcouncil.org