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

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Test Center Admissions Admitting Candidates into
the Test Center and Testing Room
TUTORIAL
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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 Candidates Arrival Part
II Checking in and Admitting Candidates Part
III Entering the Testing Room and
Proctoring Part IV Exam Delivery and Score
Reports
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Part I Preparing for a Candidates Arrival

• This section will help you prepare for candidate
  arrival.

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Part I Preparing for a Candidates 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
centers 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.
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Part I Preparing for a Candidates
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.
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Part I Preparing for a Candidates
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.
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Part I Preparing for a Candidates 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 900 to 1130
arrives at 1230.  Since there is no one
scheduled for that workstation after him and the
test can still be completed by 500, he can be
seated.  If the candidate scheduled for the exam
at 1230 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 530.
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Part 1 Preparing for a Candidates
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
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Part I Preparing for a Candidates
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.
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Part II Checking in and Admitting Candidates

• This section will take you through the steps of
  admitting a
• candidate into the test center.

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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.
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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.
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Part II Checking in and Admitting
CandidatesAdmit the Candidate
After the candidate has read the Rules Agreement
and stored any personal belongings, find the
candidates 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 candidates IDs and
capturing a candidates photo and signature.
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Part II Checking in and Admitting
CandidatesIdentification Verification
All Pearson VUE exam sponsors require that we
verify a candidates identification before being
admitted to test.
Exam sponsor identification requirements will be
included in the exam sponsors document and will
overrule the Policies and Procedures Guide for
any candidates taking that sponsors exams. If
you have questions about a candidates 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.
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Part II Checking in and Admitting
CandidatesIdentification Verification
Primary ID Must contain the candidates name, a
permanently affixed photo of the candidate, along
with a signature, unless it is embedded. Seconda
ry ID Must contain the candidates 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.
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Part II Checking in and Admitting
CandidatesAcceptable Identification
Acceptable forms of ID Acceptable forms of ID
Universally Accepted Forms of Candidate Identification for candidates testing inside or outside their country of citizenship (Must be in Roman Characters). Universally Accepted Forms of Candidate Identification for candidates testing inside or outside their country of citizenship (Must be in Roman Characters).
Passport U.S. Passport Card U.S. Military ID (including military ID for spouses and dependents) Passport U.S. Passport Card U.S. Military ID (including military ID for spouses and dependents)
Primary ID (photograph and signature, not expired) Secondary ID (signature, not expired)
Government-issued Drivers License U.S. Dept of State Drivers License U.S. Learners Permit (plastic card only with photo and signature) National/State/Country Identification Card Passport Passport cards Military ID Military ID for spouses and dependents Alien Registration Card (Green Card, Permanent Resident Visa) Government issued local language ID (plastic card with photo and signature) Employee ID School ID Credit Card (A credit card can be used as a primary form of ID only if it contains both a photo and a signature and is not expired. Any credit card can be used as a secondary form of ID, as long as it contains a signature and is not expired. This includes major credit cards, such as VISA, MasterCard, American Express and Discover. It also includes department store and gasoline credit cards. These forms of identification cannot be used as primary identification for Regulatory and Certification candidates unless specifically indicated in the exam sponsor quick reference guide. U.S. Social Security Card Debit/(ATM) Card Credit Cards any form of ID on the Primary list  
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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
drivers licenses with regional grace periods For
example, if a candidates drivers license
expired yesterday and the region allows a 30-day
grace period for renewing the ID, you must
consider the ID expired. International drivers
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) Drivers license Student visa Work
visa Employment authorization papers
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Part II Checking in and Admitting
CandidatesName Matching
The administrator must check that the candidates
name on the ID(s) matches the candidates 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
sponsors guide and will overrule the Name
Matching Guidelines for any candidates taking
that sponsors exams.
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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 Candidates 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.
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Part II Checking in and Admitting
CandidatesAdmission Requirements
Candidates should not be allowed to test if they
have not met all of the exam sponsors
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.
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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 candidates
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.
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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
candidates face should be centered in the
picture, with no glare or shadows. The
candidates 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.
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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

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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.
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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
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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.
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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.
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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 Coug
h 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/Castsincluding 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 persons body Layered indoor
clothing (sweaters, blazers)
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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
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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
candidates testing to confirm which materials
each receives. Materials may include Noteboards/
booklets and pen Calculator removed from
cover Earplugs Exhibits Headphones
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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 candidates 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.
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Part IV Exam Delivery and Score Reports

• This section will show you
• How to start a test
• Manage breaks
• Distribute score reports

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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 candidates 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 candidates
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.
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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.
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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.
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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)
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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
candidates 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.
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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 candidates identity, and sign
the candidate out of the testing room.
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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.
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Part IV Exam Delivery and Score
ReportsDistributing Score Reports
As the candidate approaches the administrator
desk after testing ask the candidates 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 candidates. 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.
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CONGRATULATIONS!

• You have finished this training module.