Using Site Manager and Delivery Manager Managing your Test Center, Admitting and Testing Candidates TUTORIAL

Contents Welcome! This training module will begin with a section that provides you with step-by-step instructions for using Site Manager. It will cover these main topics: Part I: Site Management Using Site Manager Part II: Adding New Users Part III: Adding Contact Information Part IV: Creating Testing Availability Part V: Site Manager for Admissions Overview Part VI: Viewing your Schedule and Admitting Candidates

Part I: Site Management Using Site Manager This section will explain how Site Manager works for managing your test center. Site Manager: Overview of the features

Part I: Site Management Using Site Manager Site Manager: Overview of the Application Site Manager allows you to manage your test center. This includes: Providing you with your test center’s unique Site ID Adding, editing, and deleting new users Entering directions to and information about your test center Entering contact information for your test center Specifying your schedule for offering exams and the hours you will be open and closed Viewing the list of exam sponsors for which your test center is authorized to deliver Site Manager is also used to admit candidates for exams, which will be explained later.

Part I: Site Management Using Site Manager Site Manager: Overview of the Application Site Manager is installed on the Admin workstation. To open, go to Start, All Programs, VUE Applications, Site Manager. GET NEW AND MAKE PRETTIER!

Part I: Site Management Using Site Manager Site Manager: Overview of the Application When you log into Site Manager, the Schedule view will be displayed. From this window you will be able to navigate to other areas of Site Manager: Local Site Indicates your Site ID* and allows you to connect to the Pearson VUE HUB to create open hours, enter contact information, and add directions to your test center. Not activated Exam Monitor Allows you to view status of candidates taking exams. Schedule Allows you to view the schedule and admit candidates for exams. Personnel Allows you to add and edit users. Assets Allows you to assign workstations for delivering exams. *Site ID: Your Site ID is a unique number assigned to your test center. You should always know what your Site ID is and you can find it easily in Site Manager.

Part I: Site Management Using Site Manager Site Manager: Overview of the Application Before you can offer exams to candidates, your test center must be set up properly in the Pearson VUE system. Usernames and passwords must be created for test administrators so they can deliver exams and use the Pearson VUE system. Directions must be available so that candidates may find your test center. Billing and contact information must be provided so that Pearson VUE may contact your test center. Your test center must show at least 4 available open hours so that candidates may schedule exams.

Part II: Adding New Users This section will explain how to: Add and edit new users

Part II: Adding New Users Background Policies/Information: Adding and Editing Users Usernames and passwords provide test administrators with access to the Pearson VUE applications and VSS website. Test administrators must be assigned their own unique username and password set up in Site Manager. All test administrators with usernames and passwords must be certified to deliver exams. Usernames and passwords must not be shared among other administrators or employees at your test center. Usernames and passwords must not be posted on your desk or anywhere that another person can view them. When an administrator leaves, you must delete the username and password from Site Manager. Pearson VUE reserves the right to suspend your test center for violating any username and password rules.

Part II: Adding New Users Site Manager: Entering New Users The following steps describe how to enter a new user: Log into Site Manager. Click on the Personnel Folder. Click on the Connect button. Clicking the Connect button will connect you to the Pearson VUE HUB database so that the information will be saved “real-time.” Your Internet connection speed will determine how quickly you get connected.

Part II: Adding New Users Site Manager: Entering New Users Enter the administrator’s name, phone number, fax, and email address. Enter a username for the Administrator. The username should be unique to the test administrator. Click on Password.

Part II: Adding New Users Site Manager: Entering New Users Enter your Site Manager password. Enter and assign a password to the new user. The username and password will be used to access all Pearson VUE applications and the VSS website. Click OK.

Part II: Adding New Users Site Manager: Passwords and Security Questions Users are expected to set up a unique password and security questions. If you need to change/update your security questions or password, you may click the “Manage Account” button after you enter your user name and password. You will be able to change your password and/or security questions and answers. Click Save & Close to save your changes or Cancel to cancel.

Part II: Adding New Users Site Manager: Entering New Users Select the permissions you wish to assign to the new user. Only certified administrators should be given the “May admit candidates and deliver exams” permission. For most administrators, you should generally assign all other permissions except “May add and edit (other) users.” Click Save. The new user will appear under the Personnel tab on the left.

Part II: Adding New Users Site Manager: Entering New Users The following steps describe how to edit and delete users: Click on the Personnel tab and select the user you wish to edit or delete. If you are making an edit, change the information in the appropriate location and click Save. If you are deleting a record, click Delete. Click Yes to delete the user.

Part III: Adding Contact Information In this section you will learn how to: Add contact information for your test center: Directions, location, and phone numbers View which exams you are authorized to deliver.

Part III: Adding Contact Information Site Manager: Entering Contact Information The following steps describe how to enter contact information: Click on the Local Site folder. Notice that your Site ID is displayed here. Click on the Connect button.

Part III: Adding Contact Information Site Manager: Entering Contact Information Click on the white space corresponding to the contact type under the User column. The initial view after connecting displays the Identity tab. A drop-down menu listing all of the users in Site Manager will appear. Chief Administrator: Main test administrator. Select the appropriate user as the contact. Click Save.

Part III: Adding Contact Information Site Manager: Entering Contact Information The following steps describe how to enter address and directions: While in the Local Site folder, click on the Address tab Enter your test center’s address. Make sure you enter the address correctly. The Pearson VUE system will match your address to a coding system in the online Internet map service Mapquest Enter detailed directions to your test center. Click Save.

Part III: Adding Contact Information Site Manager: Viewing Authorized Exam Sponsors’ Addresses and Directions The following steps describe how to view exam sponsors: Click on the Authorized tab. A list of all exam sponsors you may deliver exams for will be listed.

Part IV: Creating Testing Availability In this section you will learn how to: Create open hours for your test center through availability rules Edit availability rules

Part IV: Creating Testing Availability Background Policies/Information: Entering Availability Open hours determine when candidates can schedule exams at your test center. The hours you enter in Site Manager must be current and up-to-date. Enter open rules for the hours you wish to deliver exams. Enter closed rules for the hours or days that you wish to be closed; doing so will ensure that candidates do not schedule exams when you are not available to administer them. Whenever your test center must change hours of operation or close, you must always remember to change your hours in Site Manager. Before you modify your hours, you should always look to see if you already have candidates scheduled so that you may reschedule them if necessary.

Part IV: Creating Testing Availability Site Manager: Entering Availability The following steps describe how to enter open and closed hours: While in the Local Site folder, click on the Availability tab. Click on the New Rule button. Enter a name for your rule. Give your rule a name that reflects the nature of the rule, e.g. Regular Schedule, Business Hours, Open, Closed, New Year Holiday, Summer Break, etc. Select either Open or Closed for the rule type. Type

Part IV: Creating Testing Availability Site Manager: Entering Availability Enter the dates that the rule applies to by clicking the calendar icon. For open rules: If you do not enter dates, the system will assign the rule indefinitely into the future beginning immediately on the current day. Closed rules require dates.

Part IV: Creating Testing Availability Site Manager: Entering Availability Enter the times that the rule applies to. The time defaults to AM, so be sure to indicate PM if needed. If you do not indicate a time, the system will apply it to the entire day, 12:00am-11:59pm.

Part IV: Creating Testing Availability Site Manager: Entering Availability Select the days of the week the rule applies to. In this example, the test center is open on Mondays, Wednesdays, and Fridays. Click Save. Make sure that you verify the rule is correct before saving. If you did not enter dates, you will receive an alert message indicating that the rule will take effect immediately. Click No to save the rule without a start date. As soon as the rule is saved, candidates can begin scheduling exams.

Part IV: Creating Testing Availability Site Manager: Editing and Changing Availability When the rule has been saved, it will appear under the Rule Name column. The following steps describe how to change open and closed hours: Highlight the rule you want to change. Click Edit Rule. Make the necessary changes. In this example, the test center rule was changed from open to closed. The rule name was also changed to reflect the change in rule type. Click Save. Type

Part IV: Creating Testing Availability Site Manager: Deleting an Availability Rule The following steps describe how to delete an availability rule: Select the rule you want to delete and click Remove Rule. Click Yes to delete the rule.

Part IV: Creating Testing Availability Tips: Availability Rules Assign easily recognizable names to your rules: Summer Holiday Closed: Closed in summer September Business Hours: Hours open in September Classroom Closed for Training: Classroom will not be available Make sure you have closed rules entered well in advance: As soon as you know holidays and schedule interruptions, enter them into Site Manager. Before making any changes to your open hours and schedule, make sure that candidates are not already scheduled: Candidates will arrive to take an exam, but you will not be there! Candidates will not be happy if you change your hours without notifying them.

Part V: Site Manager for Admissions Overview This section will explain what how Site Manager works for admitting candidates to your test center: Site Manager: Overview of the features

Part V: Site Manager for Admissions Overview Overview of the Application Site Manager allows you to admit candidates for exams. This includes: Viewing your test center’s exam schedule Admitting candidates for exams Viewing exam status information

Part V: Site Manager for Admissions Overview Overview of the Schedule Time: Time, listed by hourly time slots, at which the candidate is scheduled to begin the exam. Candidate: Name of the candidate Client: Sponsor of the exam Next and Previous Allows you to view the next week and previous week’s schedule. Exam Code: The exam identification code or number. Length: Length of the exam, in minutes D (Deliverable): “X” in this box = the exam is available for delivery. An empty box = the exam has not been downloaded. A (Accommodations): “A” in this box = special accommodations have been granted for the exam.

Part V: Site Manager for Admissions Overview Overview of the Application Type Print Allows you to print your schedule. Refresh Schedule Refresh schedule will update your schedule when you have run RMA. Exam information Provides additional information regarding the exam. Revoke Admission Allows you to reverse the admissions process and “unadmit” candidates for their exam.

Part VI: Viewing your Schedule and Admitting Candidates In this section you will learn how to: View your test center schedule Admit candidates for exams Take photographs of candidates during the admissions process

Part VI: Viewing your Schedule & Admitting Candidates Site Manager: Viewing Your Schedule The following steps describe how to view your schedule: Log into Site Manager. Click on the day you want to view the schedule for. Scroll down to see how many exams are scheduled in each time slot.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Viewing Your Schedule If you want to see schedules for other weeks, click the Next or Previous buttons. In this example, there are 4 candidates scheduled on Tuesday, June 19th. On June 20th, there is one candidate in the 7:00am time slot, and one on June 21st, one in the 9:00am time slot.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Site Manager will walk you step-by-step through the admissions process. You must admit candidates in Site Manager before you can launch the exam. The following steps describe how to admit a candidate for an exam: From the Schedule folder in Site Manager, locate the date and time of the exam. Highlight the candidate’s name that you want to admit. Verify and check that the exam is deliverable in the “D” column. Download exams by running RMA, if necessary, and click Refresh Schedule. Type

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates If you try to deliver the exam early, a warning message appears indicating that you may be violating the exam sponsor’s policies. You will need to call Pearson VUE VSS technical support to obtain an override code, if the exam sponsor permits. Type

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Verify and check the candidate’s name in the upper left-hand corner. The Admissions Manager window will be displayed. This window will walk you through all of the required admission steps. View the admission steps on the left, and the instructions on the right. Click Next after you have requested two forms of ID.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Verify and check the candidate’s ID. Click Next.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Ask the candidate to sign the signature pad and click OK. Compare the signature to the signature on the candidate’s ID. Click Accept. Click Next.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Take the candidate’s photo then click OK. Make sure the photo shows a clear view of the head and the top of the shoulders. You can switch from Live and Freeze to take the picture as many times as needed. Click Next. Important Note: If you are unable to take a picture, the candidate cannot test!

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Distribute the Rules Agreement. Candidates who provide a digital signature do not need to sign the document. Each exam sponsor has different admissions steps. Click Next.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Ask candidates to store personal belongings Candidates are not permitted to bring personal items into the testing room Click Next.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Give the candidate an erasable noteboard and pen. Click Next.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Click the Admit button. The candidate is now admitted for the exam and you can launch the exam.

Part VI: Viewing your Schedule and Admitting Candidates Background Policies/Information: Admissions Policies Candidates are required to sign a log sheet before entering the testing room to begin their exams. Candidates must sign the log sheet each time they enter and exit the testing room. Some candidates may take breaks and will need to sign in and out on the log sheet. Test Administrators must also sign this log sheet and store the log sheets for 12 months.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Revoking an Admission Site Manager will allow you to revoke an admission in case you admit the incorrect candidate. You must do this BEFORE the exam has started. The following steps describe how to revoke an admission: Type Highlight the candidate’s name. Click the Revoke Admission button.

Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates Verify and check the information for the exam you wish to revoke. Click Revoke, then Yes. The candidate’s admission is now revoked. The exam can not be launched unless you admit the candidate again.

Part I: Delivery Manager Overview Now it is time to test the candidate! The second part of this training module will provide you with instructions for using Delivery Manager: Part I: Delivery Manager Introduction and Overview Part II: Launching Exams Part III: Managing Breaks

Part I: Delivery Manager Overview This section will explain how Delivery Manager works: Delivery Manager: Overview of the features

Part I: Delivery Manager Overview Overview of the Application Delivery Manager allows you to manage candidates’ exams. This includes: Launching exams Managing breaks Ending exams

Part I: Delivery Manager Overview Overview of the Application Delivery Manager is installed on the test delivery workstations. To open, click on the icon installed on your desktop

Part I: Delivery Manager Overview Overview of the Application When you log into Delivery Manager, the Appointment Selection window will be displayed. From this window you will be able to launch exams: Calendar Allows you to view status of candidates taking exams. Candidate Information Allows you to view the schedule and start candidate exams. Admitted Status Indicates candidates who have been admitted in Site Manager.

Part II: Launching Exams This section will explain how to start exams for candidates: Launching Exams: How to start an exam and what the exams look like.

Part II: Launching Exams Delivery Manager: Launching Exams The following steps describe how to launch exams: Log into Delivery Manager. You will need a username and password assigned to you from Site Manager. Highlight the candidate whose exam you want to launch. Verify and check the candidate’s information and exam. Click Start. The candidate’s exam will begin after you click Start. Some exams contain introductory screens that are not timed, such as a tutorial.

Part II: Launching Exams Delivery Manager: Launching Exams The following shows a sample exam in Delivery Manager: This exam contains an introductory screen providing basic exam information to the candidate. Candidates must click Next to go to the next screen. When the candidate’s exam has finished, a score report will automatically print at the printer.

Part II: Launching Exams Viewing Exam Status in Site Manager Site Manager communicates with Delivery Manager and will allow you to see the status of the candidate’s exam. The following steps describe how to view exam status: Type Click the Exam Monitor folder. This candidate is In Progress and testing.

Part III: Managing Breaks and Stopping Exams This section will explain how to: Manage Breaks: How to put exams in break mode Stop Exams: How to stop an exam for emergencies or technical problems

Part III: Managing Breaks and Stopping Exams Delivery Manager: Managing Breaks The following steps show how to manage breaks: During the exam, concurrently press the CTRL+SHIFT+F12 buttons. Select Start unscheduled break. Click OK. A break screen will appear as shown in the bottom graphic, indicating the break information and times. Have the candidate sign out on the log sheet. When the candidate returns, have the candidate sign the log sheet. Click the Resume button on the break screen.

Part III: Managing Breaks and Stopping Exams Delivery Manager: Stopping Exams In some cases, you may need to manually stop a candidate’s exam. This procedure stops the exam and the exam clock so the candidate does not lose any testing time. Fire drills Potential candidate misconduct Major distractions Emergencies when time still permits exams to be stopped Technical Problems Why? Press CTRL+SHIFT+F12 on the candidate’s workstation. A Login dialog box displays. Type your username and password, and click the Login button. The Administrator Overrides dialog box displays. Click the Stop the exam option, then click OK. How?

Part III: Managing Breaks and Stopping Exams Delivery Manager: Resume a Stopped Exam When the candidate returns, have the candidate sign the log sheet. Click the Resume button on the break screen.

Part III: Managing Breaks and Stopping Exams Background Policies/Information: Managing Exams Candidates are permitted to take breaks during the exam, but they will lose time on the exam. Remember! Candidates must sign the log sheet every time they enter or exit the testing room. Candidates are not permitted to study during breaks nor access personal items. Depending on the exam, an official or unofficial score report will automatically print when the exam is finished. Give the report to the candidate immediately after the exam.

CONGRATULATIONS You have finished this training module. Practice using Site Manager and Delivery Manager by creating a candidate record for yourself, and then registering yourself for your Certification Exam or TDFTs (a dummy practice exam).