Invigilator Instructions Web based exam

Invigilator Instructions Web based exam

Prior to the exam

Step 1: Get your exam details so that you know you are PEOPLECERT booked!
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: 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 and the Candidate credentials. If you are responsible for registering your candidates, you can now check that all candidates are registered correctly.

Please ensure that you read the instructions carefully so that you are familiar with the process prior to the day of the exam.

2 hours prior to the exam
Step 1: Set up System requirements
  • Make sure that PCs are available for all candidates. Spare equipment should be available whenever possible.
  • Check the computers’ compatibility with the PEOPLECERT System, by clicking on https://webates.peoplecert.organd look at the “Compatibility Check” box. A green check indicates compatibility and a red X sign indicates non-compatibility.
  • Ensure that each computer meets the system requirements as follows.
Software
Internet Explorer 8 or higher, Mozilla Firefox 2 or higher, Chrome 10 or higher. JavaScript needs to be enabled.

Hardware:
  • 16-bit monitor (at least 15”)
  • Graphics Adapter set on resolution 1024 x 768 or higher
  • Keyboard and mouse or compatible pointing device
  • Internet connection requirements:

Full-Time/Broadband connection
ADSL-connection, Double ISDN-connection, Cable-connection, Wireless connection

Minimum Screen resolution: 1024x768.

Java Runtime
To enable JavaScript follow these steps:

Internet Explorer
  • Open Explorer, click on Tools from the main menu, and then click on Internet Options.
  • Click on Security, then on the Internet icon and then on Custom Level.
  • Scroll down to the Scripting settings category and select Enable under Active Scripting.
  • Click OK in the Security Settings dialog box and then click OK in the Internet Options dialog box.
  • Restart the Explorer.

Mozilla Firefox
  • Open Firefox and click on Tools, then click on Options.
  • Click on Content, and look for the Enable JavaScript checkbox.
  • Make sure that the Enable JavaScript checkbox has a tick , otherwise select the checkbox to enable it.
  • Click OK to apply changes and close the Options dialog box.
  • Restart Firefox.
Note:
  • If the content of the web page is not legible you should:
  • For Internet Explorer, click on the View menu, then click Encoding and choose the appropriate
  • encoding format (you may define the Auto-Select option).
  • Make sure that Internet Explorer does not run under Compatibility View.
  • For Mozilla Firefox, click on the View menu, then click Character Encoding and choose the
  • appropriate encoding format (you may define the Auto-Detect option).
Chrome
  • Open Chrome and click on button or top right of the screen and then click on Settings.
  • At the bottom click on Show Advanced Settings, and under Privacy click on Content settings.
  • Make sure that the Allow Sites to run JavaScript is selected otherwise select the appropriate
  • radio button to enable it.
  • Click Done to apply changes and close the Content Settings dialog box.
  • Restart Chrome.

Step 2: 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 and the Candidate Credentials. Alternatively, you can login to https://passport.peoplecert.org/ using your PASSPORT username or registered e-mail and password.

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 then 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.
Step 3: View and print the Candidate list
Click Online and then Candidates, to view the list of candidates who have registered for the exam. If you supervise more than one exam, to view the candidates for a specific exam, you need to click Filters and select the exam by entering the Exam ID. If you supervise one exam, you may skip this step.
  • To export the Candidate list/Close Out Report in a PDF file, click Export.
  • To download the file, click Open or Save.
  • To print, select the landscape orientation.
Please note that in the Close Out Report only part of the Candidate’s Photo ID and birth date details is visible, ensuring we treat personal information with the highest discretion.

Step 4: View and print candidate credentials
  • Click Online and then Candidate Credentials, to view the Candidate Number and Exam PIN each candidate has to enter to access the examination system.

If you supervise more than one exam you need to click on Filter and select the exam you want, by entering the Exam Session ID. If you supervise one exam, you may skip this
step.
  • To export the Candidate Credentials in a PDF file, click on the Export button.
  • To download the file, click Open or Save.
  • To print, select the portrait orientation.
  • Each candidate’s details appear on a separate page.
Step 5: Prepare the room
  • Ensure that the examination 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. Seats must be placed so that candidates’ work is not visible by other candidates.
Step 6: 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 they match 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 7: Provide clear Candidate instructions
  • You must inform candidates of the exam regulations.
  • Provide candidates with their username and password (candidate credentials) along with the Web based Exam candidate instructions document.
  • If a candidate can’t access PASSPORT, please ensure that :
  • The PC has an active Internet connection
  • The candidate has entered his/her data correctly
  • The PC meets the hardware and software requirements
  • The Passport WEB ATES web address is not blocked / restricted in the browser’s option.
  • If the problem is not resolved, try to temporarily disable any running antivirus or firewall applications.
  • If it is still not resolved, use another PC.
  • If a candidate uses the correct login date but the system does not log him/her in:
  • Make sure that the candidate enters the correct username and password.
  • Verify that the candidate credentials you have provided are correct.
  • Please note that the password is case sensitive.
Step 8: 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/she may be allowed to take the exam, subject to your consent and provided that the time restrictions are met.
  • 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 monitors during or after the exam.
  • In cases of misconduct, the proctor (invigilator) is authorized to expel a candidate from the examination room, if he/she feels that their actions may disrupt the other candidates. The proctor (invigilator) must report the incident in the Close out Report.
Note: If a candidate needs to temporarily leave the room during the exam (ie if he/she needs to go to the bathroom), he/she may be allowed for a maximum of 5 minutes. Only one candidate can be excused at a time.

Troubleshooting. In case of a hardware or software failure during the exam please try to:

  • Step 1: Restart the web browser (you may use the Ctrl+Alt+Del key combination to open the Windows Task Manager) and navigate to the initial Passport WEB ATES site. The candidate should re-login using the same provided credentials.
  • Step 2: Restart the PC and follow Step 1.
  • Step 3: Use another available PC and follow Step 1. Automatic exam system disaster recovery ensures that answers are saved in case of system failure, so that candidates continue their exam from their last entry.
    If the candidate’s browser/screen freezes the proctor (invigilator) should:
    Click on the Refresh / Reload button on the browser’s menu or press the F5 button.
Step 9: Finish the Exam session
  • Ensure that candidates stop at the allocated exam end time.
  • Before candidates leave the room, ensure that the exam sessions have been closed correctly and that the answers have been submitted according to the system regulations.
  • Collect all exam papers before candidates leave the room and ensure that candidates do not bring any papers or notes outside the examination room (i.e. questions, answers, notes).

Step 10: Login to PASSPORT to complete the Close out Report

Click on the Close Exams button.

  • Find the exam by the Exam ID and click on it.
  • The exam status is uploaded and you can view all the exam data and add further information, including the invigilation start and end time, notes etc.
  • Once you have filled in the required data, click Save.
  • Click on Sign out to exit the application.

Alternatively:
  • Complete and submit the Close out Report Form by fax: +30 2103729101 or e-mail at customerservice@peoplecert.org. Please make any corrections in the candidate names if needed and indicate the exam’s actual start and end time.

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