Prior to the exam
Step 1: Get your exam details!
You should have received an e-mail from PEOPLECERT with information on the exam you are registered for as a proctor (invigilator), including the exam date, time and location, exam ID and the step by step proctor instructions.
Step 2: Download your exam material
(This step does not apply if the exam material will be sent via courier or if you are not the exam material recipient.)
- Once the exam material is available, you will receive a notification e-mail with a link to PASSPORT Downloads.
- Click on the link to login by using your PASSPORT username or registered e-mail and password. If you don’t remember your login details, click on Have you forgotten your username or password to reset.
- Click on Download to download the exam material you need on the preferred page layout format where applicable.
- Print the exam material. To ensure that Answer Sheets meet the PEOPLECERT marking specifications, please ensure that you:
- Use either an Inkjet or a Laser printer. Dot Matrix printers are not supported.
- Print quality should be set to Normal or Better.
- Print on single page only, using white paper.
If printing a PDF, set the page scaling to None or Actual Fit (depending on your pdf reader application).
Note: A maximum of an additional 10% printed exam material is permitted for late registrations.
Step 3: Know who / how many your candidates are!
3 days prior to the exam an e-mail will be sent to you with the most up to date Candidate list. If you are responsible for registering your candidates, you can now check that all candidates are registered correctly.
2 hours prior to the exam
Step 1: Get the final exam Candidate registrations!
Once registration is completed, an e-mail will be sent to you with the final Candidate list/Close Out Report.
To access the latest list you can also login to https://passport.peoplecert.org/ using your PASSPORT username or registered e-mail and password and following the below instructions.
Note: If you are having trouble logging in, please click on Can’t access your account? and insert your last name and e-mail. You will shortly receive instructions on how to reset your credentials.
- On the Member Role menu, select the Invigilator role.
- On the Test Centre menu, select the Test Centre.
- On the Examination menu, select Exams on Demand.
To view the Candidate list, click on the Online button and then on the Candidates button, to view a list of candidates who have registered for an exam.
If you have more than one exam, to view the candidates for the specific exam, you need to click on Filter at the bottom left and select the exam you want, by entering the Exam ID.
If you only have one exam, then you skip this step.
Step 2: View and print the Candidate list/Close Out Report
You can do this either through the e-mail received or through PASSPORT. The Candidate list/Close Out Report includes useful information that you need to have before, during and after your exam, with highlighted the key items you need to familiarize yourself with, including the Exam Session ID and the Registration No.
In the form, you can also view:
- Registered candidates
- Candidates who were booked for the exam but have not completed the registration process
- To export the file as a PDF, click on Export.
- To download, click Open or Save.
- To print, select the landscape orientation.
You can write down the names and e-mails of any last minute candidates. Once the form is sent to PEOPLECERT, we will contact the candidates to complete the registration.
Please note that only part of the Candidate’s Photo ID and birth date details are visible, ensuring we treat personal information with the highest discretion.
Step 3: Prepare the room
- Ensure that the exam room is ready. The room must be in a quiet location, which will remain undisturbed for the entire duration of the exam and should have adequate space, heating, lighting and ventilation.
- Ensure that any display material relevant to the exam is removed or completely covered.
- A clock must be visible by all candidates.
- Seats must be placed in a way that candidates’ work is not visible by other candidates.
Step 4: Ensure candidates are ready
- Candidates must be in the exam location at least 30 minutes prior to the exam.
- Make sure that only candidates and persons required for the exam and are authorized by the centre can access the examination room during and after the exam. Candidates should not be allowed in the room until the room is prepared and seats are assigned for all candidates.
- Check candidates’ photo ID (National ID card, passport, driving license, military card, employer identification card, Academic ID and ensure that it matches with the candidates’ registration data.
- Mobile phones and any other electronic devices should be switched off and placed beyond candidates’ reach during the exam.
- Ensure that candidates do not bring any papers, books or notes inside the examination room.
- Desks must be clear of any materials or personal belongings except those needed for the exam.
Step 5: Start the exam
- You must inform candidates of the exam regulations.
- You must inform candidates of the exam start and end time, which we strongly recommend you write on a board/panel if available. Please note that an extra 5 minutes will be provided for each exam session, for candidates to fill in the required information in the Answer Sheets.
- You must ensure that candidates have pencils and an eraser as pens are not allowed to be used when completing the Answer Sheets.
- Provide the candidates with the exam papers and exam answer sheets and ask them to:
- Read the Answer Sheet instructions carefully
- Fill in their personal data, with their name in English, as used for their registration
- Complete the required fields:
- Registration No.: This is alphanumeric (may include both numbers and letters, e.g. F24), unique per candidate within the exam session and can be found in the Candidate list/Close Out Report.
- Candidates should not open their exam papers until you ask them to.
Step 6: Ensure that the exam session runs smoothly
- Every effort should be made to start the exam at the specified time, unless there are minor issues that need to be resolved prior to the exam session.
- If a candidate arrives after the exam begins, he may be allowed to take the exam, subject to the proctor’s (invigilator’s) consent and provided that the time restrictions are met.
- You must inform candidates when they can open their papers.
- Ensure you are alert and observe candidates at all times during the exam.
- Ensure that no candidate misconduct takes place during the exam. Rules concerning misconduct to
- be adhered to, are:
- Candidates will not use books or notes during the exam.
- Candidates will not speak to each other during the exam.
- Candidates will not look at each other’s papers during or after the exam.
- In cases of misconduct, the proctor (invigilator) is authorized to expel a candidate from the examination room, if he feels that his/her actions may disrupt the other candidates. The proctor (invigilator) must report the incident in the Close out Report.
- 15 minutes and 5 minutes before the exam finishes, ensure that you remind candidates of their exam remaining time.
Note: If a candidate needs to temporarily leave the room during the exam (i.e. if he/she needs to go to the bathroom), he/she may be allowed for a maximum of 5 minutes. Ensure that only one candidate is excused at a time.
Step 7: Finish the Exam session
- Ensure that candidates stop writing at the allocated exam end time.
- Before candidates leave the room, ensure that:
- You have collected all Answer Sheets.
- You review all Answer Sheets to ensure that all information, including the Registration No. and Candidate name is correct and matches the Candidate list/Close Out Report data
- Once you verify the above, tick on the relevant box in each Answer Sheet.
After the exam
Step 1: Return the Answer Sheets - Scan & Submit
You can scan and submit the answer sheets following the below instructions:
Step 1: Scan each Answer Sheet in:
- File Type: JPG (JPEG image).
- Resolution: 300 DPI.
- Color Format/Image Type: Grayscale.
- The maximum size per file is 30 MB. The maximum files’ size for the exam session is parametric and calculated according to the total number candidates x 40 MB.
- Please note that Scanning Properties names can be different depending on the scanner manufacturer.
- Please note that images scanned on wand scanners are not always clear, therefore wand scanners are not recommended.
- Exam papers must be destroyed after the exam using a certified shredding method. Answer Sheets must be kept until the issuing of results. Also the downloaded exam material must be permanently deleted from all devices.
Note: Although PDF files are not recommended, they can still be uploaded. The maximum size per file is 30MB.
Please note that files that do not meet the above specifications will not be accepted by the system and a pop up message will notify the proctor (invigilator).
Step 2: Submit the Answer Sheets to PEOPLECERT- Login to PASSPORT to complete the Close out Report. Please make sure that Internet Explorer does not run under Compatibility View.
- Click on Close Exams. Find the exam session by its Exam ID and click on it.
- Fill in the exam data required.
- If there are candidates on the candidate list who didn’t turn up, click on Absent, next to the relevant candidate’s name.
Note: You can edit a candidate’s name by adding the correct name in the field under the candidate’s name.
- Click on Add in the Add files field, select all the scanned files you wish to upload and then click on Upload. A pop up message will notify you that files have been successfully uploaded.
- The uploaded files appear on the left hand side of the form. You can use the scroll bar to view the files’ details.
- When you have completed the form, click on Save. Once saved, you can’t add any more files.
- Close the browser’s window to exit the application and close the exam according to PEOPLECERT’s regulations.