Test Center Admissions Admitting Candidates into the Test Center and Testing Room

1. Test Center AdmissionsAdmitting Candidates into the Test Center and Testing Room TUTORIAL

2. Contents Welcome! This training module will provide you with an overview of admitting candidates into the test center and testing room. Part I: Preparing for a Candidate’s Arrival Part II: Checking in and Admitting Candidates Part III: Entering the Testing Room and Proctoring Part IV: Exam Delivery and Score Reports

3. Part I: Preparing for a Candidate’s Arrival This section will help you prepare for candidate arrival.

4. Part I: Preparing for a Candidate’s ArrivalData Transfer While you are preparing the test center, a software application called Remote Maintenance Agent (RMA) is preparing the exams. Pearson VUE software checks to see a test center’s availability and when an appointment is scheduled. Updated exam and schedule information are transferred to the test center via the internet using a software application called Remote Maintenance Agent (RMA). Remote Maintenance Agent (RMA) closely tracks the exams, dates and times testing is scheduled at a test center. Remote Maintenance Agent (RMA) automatically downloads the exam files needed to test candidates and uploads the results when they are finished. If you do not have Wrapper service, you must run RMA manually. The Policies and Procedures Guide Software Hardware chapter provides instructions for doing this.

5. Part I: Preparing for a Candidate’s ArrivalReviewing Policy and Procedure Guides Before candidates arrive, review the policies and procedures and exam sponsor documentation so that you are prepared to administer exams for any exam sponsors on your schedule.

6. Part I: Preparing for a Candidate’s ArrivalCandidate Arrival Candidates are told to arrive at least 15 minutes before their appointment time, some 30 minutes, so be ready to admit them. Many sponsors require beginning admission and seating candidates within 15 minutes of their appointment time. Following procedures, however, should be a priority over seating candidates quickly.

7. Part I: Preparing for a Candidate’s ArrivalLate Candidates Sometimes candidates may show up late to the test center. Try to accommodate late candidates if your schedule allows. • When deciding to seat a late candidate ask yourself: • Are TAs able to stay late if necessary? • How long after closing will we have to stay? • Will seating the candidate interfere with other candidate seat times? Here is an example of how to determine if there is room to seat the candidate. The candidate scheduled from 9:00 to 11:30 arrives at 12:30.  Since there is no one scheduled for that workstation after him and the test can still be completed by 5:00, he can be seated.  If the candidate scheduled for the exam at 12:30 is an hour late, she would not be seated, even though there is no one testing after her, because she would not complete her test until 5:30.”

8. Part 1: Preparing for a Candidate’s ArrivalTesting Experience During their visit, candidates go through many steps that make up their testing experience. Putting personal belongings in locked storage Becoming familiar with test center rules Having a photo and signature captured Being admitted into the test center and testing room Testing Being monitored Receiving a score report or test receipt

9. Part I: Preparing for a Candidate’s ArrivalGeneral Test Center Guidelines There are some general test center expectations for candidates. Candidates must present ID. Personal belongings must be placed in locked storage. No food, drinks or chewing gum in the testing room. No smoking. No loud talking. Electronic devices must be turned off when placed in locked storage.

10. Part II: Checking in and Admitting Candidates This section will take you through the steps of admitting a candidate into the test center.

11. Part II: Checking in and Admitting CandidatesWhen the Candidate Arrives When candidates arrive at your test center: Welcome candidates when they enter the test center. Ask candidates which exam they are taking. Hand out the appropriate Candidate Rules Agreement. Ask the candidate to approach the front desk. Show the candidate where to store personal belongings. First to arrive, First to be admitted You may develop your own process for handling when multiple candidates arrive at the same time.

12. Part II: Checking in and Admitting CandidatesStoring Personal Belongings Two items that candidates can take into the testing room and keep with them at all times: primary ID and storage lock key (if applicable) Pearson VUE is not responsible for forgotten, lost or stolen items. Rules about personal items are noted on the Candidate Rules Agreement. If candidates do not want to store their personal items, they can return them to their car. Do not ask candidates to remove an item of religious apparel for inspection. All other prohibited items must go into locked storage.

13. Part II: Checking in and Admitting CandidatesAdmit the Candidate After the candidate has read the Rules Agreement and stored any personal belongings, find the candidate’s name in Site Manager and click Admit. Follow the steps listed in the Admissions Manager application. These steps will vary depending on exam sponsor requirements. Steps typically include checking a candidate’s IDs and capturing a candidate’s photo and signature.

14. Part II: Checking in and Admitting CandidatesIdentification Verification All Pearson VUE exam sponsors require that we verify a candidate’s identification before being admitted to test. Exam sponsor identification requirements will be included in the exam sponsor’s document and will overrule the Policies and Procedures Guide for any candidates taking that sponsor’s exams. If you have questions about a candidate’s ID and are not sure what to do, refer to the Exam Sponsor Guide for details. You may also call the Call Center/Contact Centre. Pearson VUE has a standard identification policy, but exam sponsors also have their own specific requirements. The identification policy noted in the Policies and Procedures Guide defines the standard rule and should be considered first.

15. Part II: Checking in and Admitting CandidatesIdentification Verification Primary ID: Must contain the candidate’s name, a permanently affixed photo of the candidate, along with a signature, unless it is embedded*. Secondary ID: Must contain the candidate’s name and signature, unless it is embedded*. IDs are considered to be valid (non-expired) as long as they do not contain an expiration date that has passed. If there is no expiration date, it is considered to be valid. If the candidate would like to use an unsigned ID with a designated place for a signature, the ID can be accepted as long as the candidate signs the ID in front of the administrator. *IDs with Embedded Signature - If the ID presented has an embedded signature that is present but not visible (microchip), the candidate may be asked to present another form of primary or secondary identification with a visible signature.

16. Part II: Checking in and Admitting CandidatesAcceptable Identification

17. Part II: Checking in and Admitting CandidatesUnacceptable Identification There are some forms of identification that are not acceptable. Examples include: Any acceptable form of ID that is expired, unless it is accompanied by renewal paperwork indicating that the candidate has filed for a renewal. The renewal paperwork does not need to contain a photograph and signature. Expired driver’s licenses with regional grace periods For example, if a candidate’s driver’s license expired yesterday and the region allows a 30-day grace period for renewing the ID, you must consider the ID expired. International driver’s licenses that are not issued by a government. IDs from countries subject to sanctions unless accompanied by proof of residence in a non-sanctioned country. Proof includes: Passport National (or European) identification card Permanent resident card or permanent resident visa Certificate of naturalization or citizenship U.S. Green Card (Alien Registration Receipt Card) Driver’s license Student visa Work visa Employment authorization papers

18. Part II: Checking in and Admitting CandidatesName Matching The administrator must check that the candidate’s name on the ID(s) matches the candidate’s name on the test center schedule. Pearson VUE has a standard name matching policy, but exam sponsors may also have their own specific requirements. The Pearson VUE policy defines the standard rule and should be considered first. Exam sponsor name matching requirements will be included in the exam sponsor’s guide and will overrule the Name Matching Guidelines for any candidates taking that sponsor’s exams.

19. Part II: Checking in and Admitting CandidatesName Matching Examples A complete list of Name Matching Guidelines is available on VSS, but here are a few examples of how to tell if names are a match. There is a single or two-letter difference resulting from a typo. Names match: Johnson/Johmson, Alexander/Alexandre, Marshall/Marshal The first name is provided formally on one document but a typical variation is used on another document. Names match: Sandra Herman/Sandy Herman, William Pickins/Billy Pickins One version has a middle initial and the other is missing the middle initial, or the middle initial is on one document and the entire name is written on another. Names match: Mary R. Abernathy -- Mary Abernathy/Mary Rose Abernathy Candidate’s maiden name is used in some documents while middle name is used in others. Names match: Mary Elizabeth Smith/Mary Jones Smith Candidates with major name discrepancies can NOT test. Some sponsors require that you call the Call Center/Contact Centre before turning a candidate away, so please refer to the exam sponsor guide.

20. Part II: Checking in and Admitting CandidatesAdmission Requirements Candidates should not be allowed to test if they have not met all of the exam sponsor’s requirements. Why? The candidate may not have completed all required education. The candidate may have attended an unapproved school. The candidate may be testing sooner than retake requirements allow. The candidate may be registered for an exam they are not authorized to take. Candidates obtaining licenses or certifications they are not authorized for can put the public at risk, so it is your job to monitor and enforce all exam sponsor requirements.

21. Part II: Checking in and Admitting CandidatesCapturing a Photo and Signature Collecting a photo and signature are ways Pearson VUE verifies its candidates’ identities. The Admissions Steps will tell you if a candidate’s photo and signature need to be collected. We must confirm that the person standing in front of us is the person the candidate claims to be in order to protect the integrity of the exam process.

22. Good Bad Part II: Checking in and Admitting CandidatesTaking a Proper Photo Capturing a photograph requires that you consider how the photo appears on screen before accepting the image, so BE SURE that a photo appears in the window and that the photo is clear and in focus. RULES TO FOLLOW: The photo must include the entire face and the top part of the candidate's shoulders and fill the frame as much as possible. The candidate should face the camera directly and must remove all items that cover the face including sunglasses, scarves, and hats. The candidate’s face should be centered in the picture, with no glare or shadows. The candidate’s eyes should be open. Only the candidate and a neutral background can appear in the photo; no other items such as plants, pictures, doors, file cabinets, etc. are allowed.

23. Part III: Entering the Testing Room and Proctoring This section will: Provide an overview of how to prepare a candidate before entering the testing room. Discuss Proctoring Guidelines

24. Part III: Entering the Testing Room and ProctoringProctor/Invigilator Guidelines Before taking the candidate into the testing room: Review the testing room rules with the candidate. Inform candidates how they will be monitored (e.g. video, window) Have the candidate sign the log sheet. Verify that the candidate has stored all prohibited items in locked storage. Provide any exam room materials. (noteboard/booklet, pen, calculator, headphones, exhibits) Seat the candidate and say to raise a hand if assistance is needed. Monitor the testing room. If multiple candidates have been admitted, begin with candidates who are ready to be seated first.

25. Part III: Entering the Testing Room and ProctoringProctor/Invigilator Responsibility The proctor is in charge of the testing room and is empowered to take appropriate action to control the environment in the testing room, keeping it: Quiet Free of disturbance Secure Comfortable

26. Part III: Entering the Testing Room and ProctoringStudy Materials vs. Reference Materials Some sponsors permit candidates to bring reference materials and use them during testing. It is important to review the exam sponsor documentation so that you are familiar with what is permitted. Most exam sponsors do not allow candidates to bring paper materials to use during an exam. This includes any study materials. If they do, the materials must be stored in locked storage and not accessed at any time while in the test center. However When a candidate is permitted to bring and use reference materials during testing, the materials must be inspected before and after testing to be sure exam content is not brought into or removed from the test center.

27. Part III: Entering the Testing Room and ProctoringItems Not Permitted in the Testing Room There are many items candidates are not allowed to take into the testing room. Outerwear (coats or jackets) Hats or handkerchiefs Jewelry, watches, timers Cell phones, pagers Unauthorized notes, notebooks and study guides Calculators Paper or paper products Pens and pencils belonging to the candidate Water bottles, inhalers Contact lens solution, eyedrops Lip balm Food, drinks, candy, gum or tobacco products Good luck charms or rosaries Hand-held computers, personal digital assistants (PDAs) or other electronic devices Briefcases, purses, backpacks, bags, wallets Loose change or money because candidates may Hide recording devices or notes in pockets or sleeves Write notes on or inside of any items Have hidden cameras or text messaging options for obtaining or receiving exam content Hide notes inside of any items If candidates refuse to store items that are not permitted, file an incident report after referring to the exam sponsor guide for any exceptions to this policy.

28. Be sure to visually inspect any items brought into the testing room. Part III: Entering the Testing Room and ProctoringItems Permitted in the Testing Room There are some items that candidates are permitted to take into the testing room to make their experience more comfortable. Test Center-supplied tissues, such as Kleenex Test Center-supplied earplugs Medical Alert Bracelets Crutches, Canes and Walkers Wheelchairs, Motorized Chair/Scooters Cough drops or pills (must be unwrapped and not in a bottle/container unless required to be so). Neck braces or collars (worn by people with neck injuries), Back, Wrist, Leg, or Ankle Braces Bandages/Casts—including eye patches, slings for broken/sprained arms and other injury-related items that cannot be removed. Insulin pump or other medical device attached to a person’s body Layered indoor clothing (sweaters, blazers)

29. Reference Materials Part III: Entering the Testing Room and ProctoringInspecting Items Permitted in the Testing Room What are you looking for? Notes with writing Hidden cameras or video devices Microphones or audio devices Text messaging or alpha functionality Visible tattoos that may have hidden codes or formulas written in them Other suspicious items that may contain or record exam content

30. Part III: Entering the Testing Room and ProctoringReady to Enter the Testing Room Confirm with candidates that all personal belongings were placed in locked storage. Ask them to empty and pull out their pockets, pat down their arms, legs and waist and roll up their sleeves. It helps if you mimic the actions while explaining. Check the candidate into the testing room using the log sheet and checking ID. Provide any exam room materials to the candidate. Review the exam sponsor guides for the candidate’s testing to confirm which materials each receives. Materials may include: Noteboards/booklets and pen Calculator removed from cover Earplugs Exhibits Headphones

31. Part III: Entering the Testing Room and ProctoringItems Permitted in the Testing Room Candidates are not allowed to utilize the materials until the proctor/invigilator selects the candidate’s name on the Appointment Selection window, and clicks the Start button. Calculators are either built into the exam, provided by the proctor/invigilator, brought to the test center by the candidate or not permitted at all. Refer to your exam sponsor documents to verify calculator rules for their exams. Exhibits must be inspected before and after being used by a candidate, especially when the materials were brought by the candidate. Unless an exam sponsor says otherwise, candidates are only permitted one noteboard/booklet at a time. They must exchange the old item for a new item when they run out of space. All materials used during testing must remain in the testing room when a candidate goes on a break. Materials must be turned over on the workstation when a candidate leaves the room. Earplugs should only be provided to candidates who request them.

32. Part IV: Exam Delivery and Score Reports This section will show you: How to start a test Manage breaks Distribute score reports

33. Part IV: Exam Delivery and Score ReportsStarting the Test Once you have explained the testing room rules and distributed the necessary items to the candidate, it is time to start the test. After logging in, click the candidate’s name from the Appointment Selection list. A picture of the candidate may appear on the right-hand side, if a photo was taken. Verify against the candidate’s ID that this is the candidate taking the exam and the exam name and candidate name are correct. Click Start. Return to the front desk.

34. Part IV: Exam Delivery and Score ReportsHelping Candidates During Testing You MAY assist candidates with questions regarding the use and operation of the testing equipment and materials. You may NOT assist candidates by defining terms, translating text, or helping with other matters relating to exam content. Whether you are assisting with equipment or explaining that the exam sponsor does not permit administrators to help answer test questions, try to keep distractions in the testing room to a minimum.

35. Part IV: Exam Delivery and Score ReportsProctor/Invigilator Visibility Provide your full attention, so candidates know you are always watching. Continue to monitor candidates already testing even after returning to sign in the next candidate. If a candidate raises a hand to ask a question, make a hand motion to acknowledge the request. If you need a break, ask another TA to fill in for you. Someone must always be monitoring the testing room as long as there are candidates testing. Suggested monitoring methods are using a viewing window, video equipment or having a proctor/invigilator sitting in the testing room.

36. Part IV: Exam Delivery and Score ReportsBreaks There will be times when exams need to be paused. Unscheduled breaks are an example. Ctrl/Shift/F12 The exam clock continues to run while the candidate is away. Before the candidate leaves the room: secure any exam room materials; they must not leave the testing room. sign out the person on the log sheet and explain the break rules. give the candidate any instructions. (where to locate the restroom, any minimum/maximum break times)

37. Part IV: Exam Delivery and Score ReportsReturning from a Break When the candidate returns from a break, recheck ID and note that you checked it on the log sheet. Make sure you seat the person at the same workstation by checking the photo or comparing the name and personal ID if the exam sponsor had not required a photo be taken. If the candidate’s picture is on the screen, click Resume and enter your login and password or select the exam entry and click Start just as if the exam was being started for the first time. Either way, the exam will pick up where the candidate paused when the exam was stopped.

38. Part IV: Exam Delivery and Score ReportsEnding an Exam Be sure the exam is ended properly when the candidate completes testing. Look for the Login screen to be sure the exam was completely ended. All supplemental exam materials the candidate received (such as calculators, noteboards/booklets, pens and exhibits) must be returned. Check the materials for any writing or damage and follow exam sponsor procedures if you find anything. Verify the candidate’s identity, and sign the candidate out of the testing room.

39. Part IV: Exam Delivery and Score ReportsScore Reports Some, but not all, exam sponsors provide a printed score report immediately after the candidate finishes the exam. The report prints automatically when the candidate finishes the exam. A score report is printed whether the candidate passes the exam or not. Do not distribute the score report until a candidate has returned all testing materials. Next let us learn how to distribute a score report.

40. Part IV: Exam Delivery and Score ReportsDistributing Score Reports • As the candidate approaches the administrator desk after testing: • ask the candidate’s name or check the name by asking to see the primary ID. • Verify that the name on the score report matches the name of the candidate. • check each page of the score report to verify that it printed completely and • there are no misprinted pages, pages missing or additional information that • does not belong. For example: • The name on the score report is not the candidate’s. • It looks like there should be a second page but there is not one. • Strange characters are printed on the page. • An additional page that does not look like it belongs with the score report. • Once you have done this, hand the score report to the candidate face down • without discussing or commenting on results. It is extremely important that candidates receive the proper score report and that the score report they receive is accurate and complete.

41. CONGRATULATIONS! You have finished this training module.