ACADEMIC PROCTOR CERTIFICATION TRAINING MANUAL

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2 ACADEMIC PROCTOR CERTIFICATION TRAINING MANUAL Objectives: Upon completion of this training, academic proctors will be able to: 1. Describe the benefits of standardized training 2. List the responsibilities of an academic proctor 3. Describe the appropriate check-in and check-out procedures 4. List the responsibilities of proctors during a testing session 5. Describe the required steps if there is a security breach/comprise 6. Describe how to use the Arkiv system to perform proctor tasks Performance Tasks: Proctors should be able to: 1. Configure a room for a testing session 2. Instruct a participant in how to complete a computer-based module exam 3. Demonstrate check-in and check-out procedures 4. Instruct participants in how to complete: a. Registration and Release Form b. Question/Comment Form 5. Perform the following activities in the NCCER Testing Management System a. Login and complete a computer-based module exam b. Retrieve participant score c. Change personal password Academic Proctor Certification Training Manual Page 1

3 1.0 Introduction Recognizing the industry s responsibilities to the general public and its effect on the economy and society, NCCER is dedicated to developing and maintaining a standardized training process in partnership with the construction and maintenance industries. The process developed specialized knowledge and skills required of workers employed in the construction and maintenance industries. This process is available without discrimination on the basis of race, color, religion, national origin, gender, age, veteran status, disability, sexual orientation, or any other reason prohibited by local, state or federal regulations. It is not the policy or intent of NCCER to training illegal or undocumented workers. 2.0 Benefits of Training As industries compete more fiercely for fewer qualified craft workers, a professional, accredited training program which offers industry-recognized credentials and a clearly defined career path will attract and retain high-caliber craft workers. These craft workers will gain a personal sense of accomplishment, professionalism and pride. In today s highly competitive markets, clients demand increased project quality. Only those contractors with trained and skilled craft workers capable of meeting that demand will succeed. Standardized training will create a national pool of construction and maintenance craft workers with documented, portable credentials and will improve organization productivity and increase profitability. With a well trained workforce, the construction and maintenance industries offer unlimited growth and career opportunities. In addition, many colleges award program credit to students and teachers for successful completion of NCCER craft training. Corporate commitment to improving workforce skills and professionalism provides career advancement opportunities and increases employee loyalty and motivation while reducing absenteeism and turnover. This clearly demonstrates a commitment to quality management, providing a critical competitive edge. A professional, well-trained workforce is more capable of identifying potential problems and making innovative, cost-reducing solutions while also increasing overall client satisfaction, thereby growing the potential for repeat business. 3.0 Program Description & Disclaimer NCCER Curriculum is designed to meet the industry s need for standardized training of the construction and maintenance workforce. Trainees who successfully complete training (including end-of-module written and performance tests) receive portable, industry recognized credentials. All NCCER Curricula are the intellectual property of NCCER. Any use of any portion of the NCCER Curriculum without the written consent of NCCER is expressly prohibited. NCCER curricula must be used in order to receive NCCER credentials. Other materials may be used as a supplement, but shall not replace NCCER curricula. Academic Proctor Certification Training Manual Page 2

4 This process is available without discrimination on the basis of race, color, religion, national origin, gender, age, veteran status, physical or mental disability, sexual orientation, or any other reason prohibited by local, state, or federal regulations. It is not the policy or intent of NCCER to train illegal or undocumented workers. 4.0 Ownership of NCCER Curricula All NCCER curricula, including module exams and performance profiles are the copyrighted, intellectual property of NCCER. Accredited Training Sponsors (ATSs), Accredited Training and Education Facilities (ATEFs), Accredited Training Units (ATUs) and Training Units (TUs) purchase the right to use the NCCER curricula in accordance with NCCER guidelines. 5.0 Terms and Definitions Accredited Training Sponsor (ATS) A fully accredited entity approved by NCCER as having an accredited training program. Arkiv Internet-based testing program administered by Prov, NCCER s testing partner. Automated National Registry (ANR) A national database maintained by NCCER which records training completions and issues appropriate credentials to individuals who ve successfully completed NCCER training under an Accredited Training Sponsor (ATS). Competency-Based An instructional process where the trainee acquires predetermined measurable skills and knowledge at his/her own pace. Credential Transcript, certificate and wallet card (as appropriate) earned by an individual who successfully completes an NCCER training program, assessment and/or performance verification under an NCCER accredited organization. Curriculum/Academic Proctor Individual certified in accordance with the NCCER Curriculum Proctor Certification Training Program and authorized to administer NCCER module exams. Curriculum Performance Evaluator - An individual certified in accordance with the NCCER Curriculum Performance Evaluator Training Program and is authorized to evaluate performance only (using the performance profiles within the NCCER curriculum). Intellectual Property All NCCER curricula are the copy-righted intellectual property of NCCER and are exclusively owned by NCCER. Any use of any portion of the NCCER Curricula without the written consent of NCCER is expressly prohibited. Level A predetermined number of NCCER Curricula modules designed and sequenced to form approximately one year of training and/or a minimum of 144 hours of instruction. Master Trainer An individual certified in accordance with NCCER s Master Trainer Instructor Certification Training Program and authorized to train instructors, training designees, performance evaluators and curriculum proctors. Academic Proctor Certification Training Manual Page 3

5 Module The smallest instructional unit in the NCCER curricula that can be completed and recognized under NCCER s Standardized Training Process. Module Exam Test that evaluates the trainee s content knowledge of an NCCER curriculum module. NCCER module exams are available in computer-based and paper/pencil format. NCCER Curricula A series of competency-based task-driven training programs developed by NCCER. Performance Profile A hands-on demonstration that measures the trainee s ability to perform the skills covered in an NCCER curriculum module. Prov NCCER s test development partner. Registration and Release in order for accredited organization and NCCER to have access to appropriate records for processing of credentials, all NCCER participants are required to have a registration and release on record. Sponsor Representative The primary liaison between an Accredited Training Sponsor and NCCER that is responsible for the management and oversight of the ATSs training program. System Generated Number (SGN) - NCCER uses social security numbers as the initial candidate ID for entry into the ANR. A System Generated Number (SGN) may be used in lieu of a social security number for the following reasons: 1) A high school student or a minor (under 18 years old) OR 2) A person residing outside the US and does not have a social security number. Transcript Official document which records successful completion of NCCER training. 6.0 Training Program Personnel Roles and Responsibilities Within the training program, there are several designations given to the various training personnel. Although the Sponsor Representative is the primary liaison with NCCER and the individual designated by the Accredited Training Sponsor to be responsible for the oversight and overall administrator of the ATS s training program, other individuals may be certified to assist in the training process. TRAINING PERSONNEL CERTIFICATIONS AND RESPONSIBILITIES Sponsor Representative Master Trainer Instructor Curriculum Performance Evaluator Curriculum/ Academic Proctor Comply with NCCER Guidelines, Policies & Procedures X X X X X Insure security and confidentiality of tests and records X X X X X Assign user responsibilities X Reset user s password X Administer module exams X X *X X Administer performance profiles X X Setup classes/students in NCCER Testing Management System X X X X Enable NCCER online module exams Train proctors X X *unless excluded by state regulation/requirement X Academic Proctor Certification Training Manual Page 4

6 6.1 Academic Proctor All academic proctors must meet the following requirements for eligibility and training. In addition, they must agree to fulfill certain responsibilities Eligibility To be eligible for academic proctor training and certification, candidates must meet the following conditions: Be approved by the Sponsor Representative In order to avoid conflict of interest and maintain the integrity of the program, NCCER recommends that academic proctors not be involved in training the individuals being tested. NOTE: some states require that someone other than the instructor of record administer the module exam Proctor Training and Certification Eligible individuals must successfully complete the Academic Proctor Certification Training Program. Training must be administered in person, by a certified master trainer with current credentials. At the completion of the Academic Proctor Training Program, the candidate must also successfully complete the closed-book academic proctor certification test. Academic Proctor certification will be issued for a period of three (3) years. Besides understanding how to administer module exams per NCCER guidelines, policies and procedures, academic proctors must also be able to answer basic questions about NCCER and the standardized training process. Once the academic proctor certification is showing in the Automated National Registry (ANR), the Sponsor Representative should setup an Arkiv user account with appropriate responsibilities. NOTE: No Arkiv access should be given and no testing activity should take place until the academic proctor certification is showing in the ANR Retaining Certification Academic proctors are required to recertify every three years by: Successfully completing the academic proctor recertification test prior to expiration OR Re-attending and successfully completing the Academic Proctor Certification Training Program at least once every three years Responsibilities Academic Proctors are charged with following NCCER s guidelines, policies and procedures in the administration and oversight of NCCER module exams. Academic Proctor responsibilities include: Have and maintain current credentials Have all participants complete and sign Registration and Release Form NEVER share module exam content Academic Proctor Certification Training Manual Page 5

7 Always maintain security and confidentiality of module exam content and participant information NEVER leave participant unattended NEVER share your Arkiv user name and password NEVER proctor module exam to themselves Administer module exams per NCCER Guidelines NEVER allow any observers in testing session, unless session is being evaluated per NCCER policy Maintain and submit accurate records and reports as required Follow all NCCER policies and procedures, including any implemented between publication dates of the Accreditation Guidelines Communicate with Sponsor Representative regarding any difficulties or issues during testing session 7.0 Preparing for a Testing Session Because testing is a stressful even for many people, the proctor should try to create the most suitable environment possible. Testing sessions should be setup in an area free from distractions and the proctor should be able to easily monitor all participants. NCCER suggests no more than 15 participants to 1 proctor; however, a training sponsor may choose to allow up to 30 participants per proctor. 7.1 Setting up for a Testing Session It is important that each testing room meet certain criteria to ensure that the testing process is fair and uniform. This section provides guidelines to follow in preparing for a testing session Room Setup Checklist Assessment area for participant o No more than 2 participants per 6 foot table o No more than 3 participants per 8 foot table o Surface space enough to accommodate computer, calculator and approved NCCER reference materials (if applicable) o Dividers between computer stations or privacy screens on each computer monitor with at least three feet between monitors. Participants should not be able to see other participant s screen. NOTE: All computer-based module exams must be delivered using a dedicated computer that is property of the ATS. If the computer is not the property of the ATS, it is the Sponsor Representative s responsibility to ensure that the computer(s) is secure for NCCER testing. Remove posters, charts, and educational materials that may be distracting to participants and/or applicable to the test. Post prohibited items sign Provide adequate space between rows for walking Setup proctor station Ensure adequate lighting and temperature control Academic Proctor Certification Training Manual Page 6

8 Ensure the testing room is isolated from noisy areas and room door is closed (recommend posting sign on door stating Testing in Progress ) Ensure restroom is within close proximity Ensure emergency exit(s) are identified Ensure participant ADA requirements are met (if applicable) If a proctor were to have a participant that requires ADA accommodations, they should contact their Sponsor Representative immediately so that the appropriate documentation requirements can be met and accommodations can be made Check-In Procedures Check-in time can be hectic if an established order is not followed. Preventing chaos not only helps the proctor stay organized, but also helps put the participants at ease. The following procedures have been proven to provide a smooth beginning to the testing session: Collect Prohibited Items Screen for and collect prohibited items. Prohibited items include but are not limited to the following: Scientific/graphing calculators or ones with printing/storage capabilities (only basic calculators are allowed see Appendix for illustration) Reference materials (other than those approved by NCCER) Paper (scratch paper must be provided by the ATS) Cell phones, beepers, PDAs, IPods, and any other electronic devices Pens, jewelry or other items that may conceal cameras A good practice is to place items in a zippered plastic bag and put them where the participant can see they are safe at all times Explain Rules Review the rules. These include, but are not limited to, the following: No food, drinks, or tobacco products Only one person may go to the restroom at a time. All testing materials must be returned while the person is out of the room No talking No share of reference materials No sharing of papers or other materials Remove jackets, caps, and other types of outerware Complete Registration and Release Form Every participant must complete and sign the most current Registration and Release Form (download from NCCER s website at All fields on the Registration and Release Form must be completed (unless participant is under 18 years of age). The form must be kept on file (see Sponsor Representative for ATS procedure). Academic Proctor Certification Training Manual Page 7

9 7.2 Administering Module Exams The academic proctor should conduct the following each time they are administering a module exam: Setup computers before participants arrive Ensure that computers are operational and ready to use Ensure that all check-in procedures have been completed Provide pencils and scratch paper. In order to help maintain security, NCCER recommends giving each participant 2 pieces of scratch paper. If the participant needs additional scratch paper, the proctor should collect the used scratch paper and give the participant 2 additional sheets. This allows the proctor to easily account for all scratch paper used in the testing session. Have every participant complete the required NCCER Registration and Release Form Circulate among the participants throughout the session Observe participants and watch for any irregularities or misconduct NEVER leave the room unattended Do not answer any questions about content or define words Collect all assessment materials for each participant upon completing of module exam If a participant needs to go to the restroom, the assessment proctor must collect all of their testing materials and then give them back upon returning. The testing time continues to count down and no time will be added to a test. 7.3 Challenges to Module Exam Content Participants have the opportunity to comment/challenge specific question(s) and/or possible answer(s) provided in a module exam. When administering a computer-based assessment, the comment function is available on each question/screen for the participant to select at any time. Any comments made are automatically submitted when the participant ends his/her exam. All questions/comments must be completed during the allotted time for the module exam. 7.4 Power and Internet Outages If there is a loss of power or connection to the internet during a testing session, the proctor should try to restart the test as soon as possible. If power/connection is not restored within a few minutes, the proctor should contact their Sponsor Representative and then NCCER immediately. If the Sponsor Representative is not reachable, the proctor should contact NCCER directly. The Sponsor Representative/Proctor will need to provide the following information: Training Sponsor/Site name Participant name(s) Participant SSN/SGN Time power/connection was lost The above steps allow NCCER to ensure that all participants are given the same testing experience and that the integrity of the program is maintained. Academic Proctor Certification Training Manual Page 8

10 7.5 Checkout Procedures An organized checkout procedure is vital for maintaining the security of the module exams. This is a critical time when a lack of vigilance could result in the breach/compromise of a module exam. The academic proctor should: Collect items from one participant at a time, ensure that all paperwork is accounted for (i.e. Registration and Release Form, Scratch Paper, etc.) Return any personal belongings collected from participant(s) Ensure participants clicked on end test 8.0 Retesting Policy In order to ensure the integrity of the program, the following retest policy applies to all participants: Retesting on module exams requires a minimum 2 day waiting period Performance retests will be given at the discretion and time designated by the Instructor/Performance Evaluator SECONDARY PROGRAMS Florida Department of Education Rule for Secondary Institutions (6A ) requires that a different module exam retest policy be followed by all Secondary Programs in the State of Florida. That retest policy is: Retesting on module exams requires a minimum 30 day waiting period AND No more than 3 attempts during an academic year Exceptions to any retest policy must be approved in advance by NCCER. Failure to follow this policy may result in cancelling of the module exam and additional disciplinary action. 9.0 Security Guidelines The purpose of this section is to discuss the measures taken in the event of a security breach/compromise. It is not possible to describe all potential problems; however, it is important to understand the guiding principles of test security so that immediate action can be taken in the event of a security issue. 9.1 Participant Liability All participants are charged with maintaining the integrity of the program and the confidentiality of the contents of module exams in their possession. Failure to uphold their responsibility could result in penalties imposed by NCCER up to and including discharge form the testing session, cancelling of module exam result(s), and disqualification without retest. Participants will be required, at the testing session, to verify by electronic affidavit that they understand their responsibilities and liabilities under the Program. 9.2 Guiding Security Principles Module exams are designed to assess the knowledge level of training participants. The ability to accurately identify qualified individuals depends heavily on the reliability of the testing instrument. If a module exam is compromised, the entire testing process becomes suspect because it is based on all Academic Proctor Certification Training Manual Page 9

11 participants having an equal opportunity to demonstrate their knowledge level. The goal of security is to ensure that every participant receives this fair chance. 9.3 Guarding Against Theft and Cheating When proctoring module exams, proctors must be vigilant to prevent intellectual property theft and cheating. Before the session begins, remind the participants that all content is the copyrighted intellectual property of NCCER. Cheating, stealing or attempting to do so can result in canceled scores, being barred from all NCCER testing, removal of existing credentials, and even legal action. As proctors walk around the testing room during the session, the following should arouse suspicion: Unusual behavior Repetitive movements Nervousness when proctor is near Attempts to distract proctor s attention Attempts to use unauthorized materials Talking to other participants Looking at another participant s materials Taking notes Using camera concealed in jewelry, pens, eyeglasses, or clothing These can be clues that a candidate is contemplating or committing unethical actions, or that the participant is studying or trying to memorize module exam content. Any questionable activities or results should be reported to the Sponsor Representative immediately. Watch participants carefully to make sure they don t try to remove any items from the room Potential Penalties NCCER takes all breaches or potential breaches of module exam security and the integrity of the program seriously and will take appropriate action against those who cheat, violate policies and procedures or otherwise breach module exam security. Penalties may include, but are not limited to: Discharging the participant from the assessment session Disqualifying the participant without opportunity for retesting Canceling module exam score(s) Barring the participant from all testing activity with NCCER for a minimum of 5 years Revocation of all the participant s NCCER credentials Listed on NCCER Watch List Legal action, including fines For security breaches or violations of NCCER policies or procedures by an organization and/or its employee/representative, penalties may include but are not limited to: A for cause audit at the ATS s expense Immediate suspension of the ATS Loss of NCCER credentials for involved personnel for a minimum of 5 years Academic Proctor Certification Training Manual Page 10

12 Revocation of the ATS s accreditation with no eligibility to reapply for a minimum of 5 years Organization and/or personnel listed on NCCER Watch List ATS being held responsible for costs related to replacing breached/compromised module exam Legal action *If an organization has training and assessment accreditation, revocation of one may result in revocation of the other pending results of an investigation Reports Within a few minutes of ending a computer-based module exam, a participant score may be retrieved from the Arkiv system Recognition and Credentialing NCCER issues credentials for all participants who successfully complete a training module (requires successful completion of both the module exam and performance profile). Upon completion of the module, NCCER issues an official transcript. Upon completion of a level of training (requires successful completion of all modules in the training level), the participant is issued a Certificate of Recognition, official transcript and NCCER wallet card. NOTE: Successful completion of Core is required for Level 1 completion. Entry level assessments may not be used in lieu of module exams for module credit via the Form 200. All credentials are mailed to the ATS Sponsor Representative for distribution One wallet card will be issued to the participant when the first credential is earned Replacement credentials can be requested by the ATS at a nominal fee for each Individuals can request replacement credentials by submitting the NCCER Credential Request Form (found on NCCER s website at: a copy of their photo identification and the fee Grievance Policy Participants who have a grievance over the administration of a module exam should follow the grievance procedure established by the ATS. Grievances regarding NCCER s administration of the testing process should be directed to NCCER by the Sponsor Representative Complaints and Appeals If certified training personnel or a participant has a complaint not addressed in the appeals process, he/she should: First discuss it with the person or personnel involved If unresolved, submit, in writing, a statement describing the nature of the issue to the Sponsor Representative The Sponsor Representative will review the complaint and provide a solution within thirty days If no satisfactory response is reached through the Sponsor Representative, submit a written statement to the NCCER accreditation department within the next 30 days (60 days from initial written statement) This dated and signed statement must include name, address, phone/cell number Academic Proctor Certification Training Manual Page 11

13 Verification Process NCCER will investigate claim and make a determination to its validity If found to be valid, NCCER will notify the ATS and ask that the corrections be made and documentation for such be provided within a timely manner NCCER will contact individual with determination and ATS within 60 days of the written notice to NCCER Academic Proctor Certification Training Manual Page 12

14 APPENDIX A SUITABLE FOR POSTING IN TESTING ROOM: Testing Center Rules Security Statement Which Calculator May be used During Testing? NCCER Retest Policy Academic Proctor Certification Training Manual Page 13

15 TESTING CENTER RULES NO FOOD NO DRINKS NO TOBACCO PRODUCTS NO CELL PHONES, PDAs, MUSIC PLAYERS, PAGERS, OR OTHER ELECTRONIC DEVICES NO OUTSIDE PRINTED MATERIALS NO TALKING DURING TESTING (Other items may be prohibited by testing site) Academic Proctor Certification Training Manual Page 14

16 SECURITY STATEMENT All participants in the NCCER standardized training process are responsible for maintaining the integrity of the program and the confidentiality of the contents of the module exams in their possession. I hereby acknowledge that I understand the following: Participants may not remove test materials or copy them in any form Participants may not assist others or receive assistance during the test from anyone other than the proctor, who may not comment on module exam content. Participants m ay not use any materials or devices prohibited by NCCER or the training sponsor. Participants may not transmit module exam questions in any form during or after the test session. Failure to uphold this responsibility may result in penalties imposed by NCCER up to and including discharge from the test session, cancellation of test result(s), disqualification without retest, barring from all testing for five years, and financial restitution. By acknowledging below, I (the participant) verify that I understand and accept my responsibilities and liabilities under the Program. This statement appears as part of the computer-based module exam. Participants must acknowledge ( I accept ) before they may continue. Academic Proctor Certification Training Manual Page 15

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18 NCCER TRAINING RETEST POLICY In order to ensure the integrity of the program, the following retest policy applies to all participants: Retesting on module exams requires a minimum 2 day waiting period Performance retests will be given at the discretion and time designated by the Instructor/Performance Evaluator Exceptions to this policy must be approved in advance by NCCER. Failure to follow this policy may result in cancelling of the module exam and additional disciplinary action. Academic Proctor Certification Training Manual Page 17