NCTA Professional Standards and Guidelines: Guidelines

GUIDELINES FOR TEST CENTERS

The procedural guidelines listed here are intended to be standards of achievement; they are listed as objectives rather than instructions for specific tasks, e.g., "time test accurately" rather than "keep timing using [specific] method." Although they parallel much of the procedural content from many test manuals, they are not totally reflective of these. They are generic enough to conform to requirements of all test companies, referring to the manual ("according to program requirements") where compliance with the standard is defined by adherence to the company's stated procedure.
  1. PAPER-BASED TESTING

    1. Before the test, the Testing Operations Manager and/or staff:

      1. Schedule adequate number of trained staff, per program requirements; have backup available, if possible.
      2. Perform check of testing facilities and equipment for operating condition and security. Check rest rooms for security.
      3. Receive/count materials; reconcile discrepancies.
      4. Divide materials per room assignments.
      5. Store materials securely.
      6. Prepare staff for administrations with thorough review of manual.
      7. Assure that all necessary equipment is in proper working order.
      8. Make appropriate campus contacts.
      9. Communicate necessary information to examinees.
      10. Assure proper reporting address on roster; reconcile errors.
      11. Display directional signs and room assignments on test day.

    2. To facilitate the admitting process, test day staff:

      1. Admit examinees according to program requirements.
      2. Assign seats randomly according to program specifications.
      3. Call test company to resolve discrepancies.

    3. To assure the best possible testing conditions during the administration and to assure standardization of the exam, test day supervisor and staff:

      1. Make general housekeeping announcements (location of rest rooms, etc.).
      2. Actively proctor test; take short breaks to assure alertness, but never leave a room unsupervised.
      3. Maintain security of materials; watch exits, especially near break times.
      4. Observe examinees without being obtrusive.
      5. Report and handle irregularities according to program requirements.
      6. Complete paperwork/seating chart.
      7. Distribute and collect materials individually, and reconcile counts at all times.
      8. Assist with questions and completion of answer sheet information.
      9. Read instructions clearly and verbatim. Answer examinee questions accurately.
      10. Assure accurate timing.
      11. Call company immediately, if necessary, to resolve questionable situations.

    4. Following the test, the Testing Operations Manager and/or test day staff:

      1. Count and secure materials before dismissing examinees.
      2. Prepare reports/paperwork (vouchers, forms, etc.).
      3. Arrange pickup/shipping, as necessary (according to company specifications and local system).
      4. Retain test administration documents (i.e. rosters, seating charts, vouchers, reports) for at least one year.
      5. Follow up on payments from test company, if necessary.
      6. Handle staff questions and problems.

  2. COMPUTERIZED TESTING

    1. Before the test, the Testing Operations Manager and/or staff:

      1. Schedule adequate number of trained staff, per program requirements; have backup available.
      2. Unlock facilities; perform check of testing facilities and equipment for operating condition and security. Check rest rooms for security.
      3. Start administration computer and examinee work stations.
      4. Procure needed materials from secure storage based on daily roster.
      5. Complete necessary forms, prepare scratch paper packets, and assure that special equipment is in working order.
      6. Prepare and test video, audio, and imaging systems.
      7. Call technical support, if needed, to resolve system problems.

    2. To facilitate the admitting process, test day staff:

      1. Start video and/or audio recording, if required.
      2. Direct examinees to location for storing non-testing items.
      3. Admit and sign in examinees according to program specifics.
      4. Collect required authorizations, vouchers, and forms.
      5. Obtain fingerprints, if required.
      6. Perform computer check-in functions based on program requirements.
      7. Capture examinee's image on computer when required. If this procedure fails, follow program guidelines.
      8. Read general and specific program instructions to each examinee.
      9. Distribute ancillary materials, e.g., scratch paper.
      10. Activate computer routines, as required by program.
      11. Escort examinees to work stations, and obtain verification of examinee and exam information.

    3. To assure the best possible testing conditions during the administration and to assure standardization of the exam, test day supervisor and staff:

      1. Maintain security of exam questions, software, and equipment by monitoring examinees through glass viewing window, on video monitors, and/or by proctoring, according to program requirements. Restrict testing room access to examinees and testing staff.
      2. Perform required computer system functions, as needed.
      3. Handle questions and problems regarding procedures and directions only.
      4. Assure accurate timing when indicated by specific program requirements, e.g., handwritten essays or special administrations.
      5. Monitor scheduled and unscheduled examinee breaks.
      6. Manage and report irregularities when they occur.
      7. Provide breaks for testing staff.

    4. At the end of an exam, test day staff:

      1. Collect and verify materials and supplies.
      2. Perform examinee-related procedures specific to program, e.g., have examinees sign out, score test, if required.
      3. Ensure confidentiality of exam results, if discussed with examinee.
      4. Perform required system functions at individual workstation to end exam.

    5. Following the test, the Testing Operations Manager and/or staff:

      1. Reconcile materials based on exam/examinee counts.
      2. Sort, label, and store materials.
      3. Complete forms and send materials according to program specifics.
      4. Retain and store copies of completed test session forms.
      5. Inventory and order forms, as needed.
      6. Perform end of day procedures.
      7. Lock facilities.
      8. Complete and send materials and forms on weekly or monthly basis, depending on program specifics.
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