Application to conduct PEXO exams
The Civil Aviation Safety Authority of Australia (CASA) develops, manages and delivers flight crew exams. The CASA examination system which uses the Internet to deliver exams to approved venues is called PEXO.
CASA approves Registrars and Invigilators in the aviation industry to manage exam administration as a one-stop shop at the delivery end of PEXO.
The system enables PEXO Registrars to process candidates’ exam applications (e.g. exam bookings, arranging and postponing exam sessions), and Invigilators to call up the exams when required, and issue exam results and Knowledge Deficiency Report (KDR).
Chief Flying Instructors (CFI) of approved Australian flying training schools may apply to CASA (Flight Crew Licensing) through a CASA Area Office to administer PEXO a variety of Private Pilot Licence (PPL) examinations.
Conduct of examination & security
The examination will be presented on the approved invigilator's Internet-capable personal computer (PC). The candidate may then attempt the examination on this PC using a computer "mouse" to select the desired answers. This PC must be located in a secure examination room.
The PEXO invigilator is strictly restricted to the functions of examination administration and supervision of the examination sitting.
The invigilator must not provide technical advice on the examination itself, eg. interpreting examination questions or diagrams and charts for the candidate, or providing instructions/advice/hints on how to solve an examination questions.
Basically, the major requirement for a PEXO invigilator is an Internet capable PC and a printer. Minimum equipment requirements are listed in Appendix I. Intending participants are advised to obtain competent advice prior to acquiring the equipment and Internet services.
Intending participants should note that, as PEXO invigilators, they are required to provide specified exam material for the exam sitting. The invigilator may levy his/her/school’s own (invigilator) fee for the use of the exam material, as well as use of the exam PC and exam room, and supervision duties. CASA does not require the invigilator to inform it of their fees but expects the invigilator to set a fair and reasonable supervision fee.
CASA will issue a monthly invoice to the organisation conducting PEXO exams to recover the fees for the number of exams the completed in the past month. The CFI shall indicate in the Invigilator application form the correct billing ARN (e.g. personal ARN or the school’s billing ARN) for the invoice to be sent to.
Prompt payment ensures the invigilator and the school’s access to the PEXO facility may continue uninterrupted.
When approved by FCL, invigilators will receive a PEXO Package. This Package will comprise of:
- PEXO – Invigilator & Registrar Handbook
- Detailed instructions for download of the security browser
- Password for system
Registering intent to participate
The following PPL examinations are available:
- PPL Aeroplanes (PPLA) and Overseas PPLA Conversion (PAOS), only to flying training schools operating aeroplanes
- PPL Helicopter (PPLH) and Overseas PPLH Conversion (PHOS), only to flying training schools operating helicopters
- Private IFR Rating (PIFR), only to flying schools approved to conduct instrument flying training
When applying to be a PEXO Registrar and/or Invigilator, CFIs must supply their professional details as per the Application Form in Appendix II. Submit completed application form to Flight Crew Licensing.
Additional Invigilator and/or Registrar
If a CFI , after being approved by CASA as a PEXO Registrar/Invigilator, assesses that his/her flying duties are such that he/she require the support of an additional Registrar(s)/Invigilator(s) in the same school, he/she may sponsor a staff in the school to apply as an ‘additional’ Invigilators/Registrars for the school, subject to the following conditions:
- The CFI certifies to CASA that the person being recommended is, to the best of his/her knowledge, a fit and proper person.
- Note: Within the context of being a CASA flight crew exam Invigilator or Registrar, a ‘fit & proper’ person is one who is deemed to possess the following qualities:
- Honesty & trustworthiness
- Respect for confidentiality & privacy
- Fairness without prejudice (when dealing with people)
- Firmness & confidence (in supervising people)
- Alertness (vigilance in managing & supervising activities)
- Aptitude for using Window-based applications
- Potential to learn well and quickly (e.g. CASA exam policies, procedures, rules in particular CAR 298A, security awareness).
- The CFI certifies to CASA that the person being recommended is not teaching aeronautical knowledge (theory) subjects at the school or elsewhere.
- The CFI accepts responsibility for the conduct of that person in relation to all aspects of CASA exams conducted at the school.
- The CFI undertakes to inform CASA (Flight Crew Licensing Section) immediately of any change in status of the 'additional' Invigilator or Registrar (e.g. taking up teaching of aeronautical knowledge subjects at the school or elsewhere, leaving employment of the school, or has demonstrated unsuitable behaviour as a PEXO Invigilator and/or Registrar).
- The CFI undertakes to inform CASA (Flight Crew Licensing Section) immediately when he/she (the CFI) is leaving the school, or is no longer serving the school as its CFI.
CASA assesses each application on a ‘needs basis’, and with strong reliance on the CASA Area Office’s recommendations. The applicant should not expect CASA approval to be automatically given.
As CASA requires the CFI to be responsible for the security and good management of the PEXO exams facility at the school, it expects the CFI to oversight and be responsible for any ‘additional’ Registrars or Invigilators.
Therefore when a new CFI joins a flying training school where there is already an 'additional' Registrars and/or Invigilators sponsored by the previous CFI, he/she must decide whether he/she is satisfied with that staff member continuing in that role of Registrar/Inviigilator.
If the new CFI is satisfied with the existing ‘additional’ PEXO Registrar or Invigilator, he/she shall confirm to CASA the acceptance of the aforementioned sponsorship conditions for the ‘additional’ PEXO Registrar/Invigilator. If he/she does not accept responsibility for the ‘additional’ PEXO Registrar/Invigilator, he/she should immediately inform CASA so that the system access may be amended.
Non-portability of Registrar/Invigilator approval
A person approved as a PEXO Registrar or Invigilator is approved on the basis of his/her position as the CFI (or, as a staff nominee of the CFI) of an Australian approved flying training school. This privilege is not portable, and shall be surrendered when the individual is no longer the CFI of the school or working for the particular school at which they were approved.
The CFI shall be responsible for informing CASA when a staff member who is an additional PEXO Registrar or Invigilator no longer enjoys his/her confidence or leaves the school.
PPL examination business hours
PPL examination sittings may be conducted seven days a week, except when the system is down for periodic or emergency maintenance. CASA will advise via the e-mail system (as far as possible) and of any maintenance.
PEXO system support
PEXO exam Help Desk is available from 0830 to 1630 hours Canberra time on CASA Head Office standard working days (generally Mondays to Fridays).
Registrars and Invigilators must use the Help Desk mobile telephone number, provided in the PEXO Handbook, to request for system administrator support. If Invigilators do not use the Help Desk dedicated telephone number and instead ring up other CASA contact number, long delays may possibly be unavoidable.
iPEXO users will not be re-issued passwords over the telephone. They must adhere to prescribed security procedures.
There is no Help Desk on weekends and on (Commonwealth and Canberra) public holidays - read full details on PEXO Systems support.
One of the Registrars/Invigilators’ duties is the collection of CASA examination fees for CASA. Besides this, the Invigilators may set and collect their own supervision fees. There is no requirement to submit a supervisor’s fee to CASA for approval.
A secure e-mail address accessible only by the applicant is mandatory. This is necessary as each PEXO Registrar and Invigilator's password and other confidential information will only be transmitted to this e-mail address. An applicant who does not provide an e-mail address, assessed by the CASA Area Officer as secure and accessible only by the applicant, will not be approved.
Registrars and Invigilators are advised to check their e-mail account regularly for CASA messages. This may save them the trouble of telephoning the PEXO contact officer, as the information desired may have been e-mailed to them already.
PC setup advice
Following approval, the invigilator's PC will be setup to access PEXO. Sometimes the PEXO homepage may not be obtained when attempting to access the system. invigilators are then advised to run through the setup instructions again carefully. Incorrect setup has proven to be the main error.
Further information or queries may be forwarded to:
Telephone: (02) 6217 1665
Fax: (02) 6217 1450
- Application for CFI of a Flying School to Conduct PEXO Exams for PPL Theory (including PIFR Exam)
- Application for a New PEXO Exams Registrar and/or Invigilator
- Form 1356 – ASL Special - Application for a New PEXO Exams Registrar and/or Invigilator
Appendix 1: Required Equipment