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

TUTORIAL

Using Site Manager and Delivery Manager

Managing your Test Center, Admitting and Testing Candidates

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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

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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

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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 allows you to manage your test center. This includes:

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

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GET NEW AND MAKE PRETTIER!

Site Manager is installed on the Admin workstation.

To open, go to Start, All Programs, VUE Applications, Site Manager.


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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:

AssetsAllows you to assign workstations for delivering exams.

PersonnelAllows you to add and edit users.

ScheduleAllows you to view the schedule and admit candidates for exams.

Local SiteIndicates 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.

Exam MonitorAllows you to view status of candidates taking 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.


Notactivated

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Before you can offer exams to candidates, your test center mustbe set up properly in the Pearson VUE system.

Usernames and passwords must be created for test administrators sothey can deliver exams and use the Pearson VUE system.

Directions must be available so that candidates may find your testcenter.

Billing and contact information must be provided so that Pearson VUEmay contact your test center.

Your test center must show at least 4 available open hours so thatcandidates may schedule exams.


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Part II: Adding New Users

This section will explain how to:

Add and edit new users

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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 UsersBackground Policies/Information: Adding and Editing Users

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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.

The following steps describe how to enter a new user:

Part II: Adding New UsersSite Manager: Entering New Users

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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.


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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.


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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 UsersSite Manager: Passwords and Security Questions

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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.


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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.

The following steps describe how to edit and delete users:


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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.

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Click on the Local Site folder.

Notice that your Site ID is displayed here.

Click on the Connect button.

The following steps describe how to enter contact information:

Part III: Adding Contact Information Site Manager: Entering Contact Information

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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.


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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 toyour test center.

Click Save.

The following steps describe how to enter address and directions:


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Click on the Authorized tab.

A list of all exam sponsors you may deliver exams for will be listed.

The following steps describe how to view exam sponsors:


Site Manager: Viewing Authorized Exam Sponsors’ Addresses and Directions

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Create open hours for your test center through

availability rules

Edit availability rules

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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 Background Policies/Information: Entering Availability

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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 orClosed for the rule type.

The following steps describe how to enter open and closed hours:

Type

Part IV: Creating Testing Availability Site Manager: Entering Availability

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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.


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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.


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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.


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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: 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:

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Select the rule you want to

delete and click Remove

Rule.

Click Yes to delete the rule.

The following steps describe how to delete an availability rule:


Site Manager: Deleting an Availability Rule

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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 IV: Creating Testing AvailabilityTips: Availability Rules

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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

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Viewing your test center’s exam

schedule

Admitting candidates for exams

Viewing exam status information

Site Manager allows you to admit candidates for exams. This includes:

Part V: Site Manager for Admissions Overview Overview of the Application

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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

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 Schedule

Next and Previous

Allows you to view the next week and previous week’s schedule.

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Type

Exam information

Provides additional information regarding the exam.

Refresh Schedule

Refresh schedule will update your schedule when you have run RMA.

Revoke Admission

Allows you to reverse the admissions process and “unadmit” candidates for their exam.

Print

Allows you to print your schedule.

Part V: Site Manager for Admissions Overview Overview of the Application

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Part VI: Viewing your Schedule and Admitting Candidates


View your test center schedule

Admit candidates for exams

Take photographs of candidates during the

admissions process

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Part VI: Viewing your Schedule & Admitting Candidates Site Manager: Viewing 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.

The following steps describe how to view your schedule:

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If you want to see schedules for other weeks,click the Next or Previousbuttons.

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: Viewing Your Schedule

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Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates

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.

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:

Type

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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


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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.


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candidate’s ID.

Click Next.


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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.


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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!

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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.


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Ask candidates to store personal belongings

Candidates are not permitted to bring personal items into the testing room

Click Next.


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Give the candidate an

erasable noteboard and

pen.

Click Next.


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Click the Admit button.

The candidate is now admitted for the exam and you can launch the exam.


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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 CandidatesBackground Policies/Information: Admissions Policies

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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:

Highlight the candidate’s

name.

Click the Revoke

Admission button.

Type

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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.


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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

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This section will explain how Delivery Manager works:

Delivery Manager: Overview of the features

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Launching exams

Managing breaks

Ending exams

Delivery Manager allows you to manage candidates’ exams. This includes:

Part I: Delivery Manager Overview Overview of the Application

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Delivery Manager is installed on the test delivery workstations.

To open, click on the icon installed on your desktop


Overview of the Application

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When you log into Delivery Manager, the Appointment Selection window will be displayed. From this window you will be able to launch exams:

Candidate InformationAllows you to view the schedule and start candidate exams.

CalendarAllows you to view status of candidates taking exams.

Admitted StatusIndicates candidates who have been admitted in Site Manager.


Overview of the Application

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This section will explain how to start exams for candidates:

Launching Exams: How to start an exam and what the

exams look like.

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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.

The following steps describe how to launch exams:

Part II: Launching Exams Delivery Manager: Launching Exams

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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.

The following shows a sample exam in Delivery Manager:


Delivery Manager: Launching Exams

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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:

Click the Exam Monitor

folder.

This candidate is In Progress and testing.

Type

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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

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Part III: Managing Breaks and Stopping Exams Delivery Manager: Managing 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.

The following steps show how to manage breaks:

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Part III: Managing Breaks and Stopping Exams Delivery Manager: Stopping Exams

Fire drillsPotential candidate misconductMajor distractionsEmergencies when time still permits exams to be stoppedTechnical Problems

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.

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.

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Part III: Managing Breaks and Stopping Exams Delivery Manager: Resume a Stopped Exam

When the candidate returns, have the candidate signthe log sheet.

Click the Resume button on the break screen.

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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.

Part III: Managing Breaks and Stopping Exams Background Policies/Information: Managing Exams

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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).

CONGRATULATIONS

Documents

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