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Administering an
Avid Exam
Guide for Avid Learning Partners
Administering an Avid Exam
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TAT101-V1-August 2011
Administering an Avid Exam
Avid Certification
Today more than ever, you need credentials to validate your professional expertise and to be visible in a competitive
landscape. Avid certification provides an acknowledged standard of excellence‐the best way to demonstrate your
proficiency in Avid products and solutions.
Avid Certification:
• Helps professionals build an acknowledged standard of excellence.
• Provides a valid and fair method to test relevant skills and knowledge.
• Connects a community of professionals.
Who certifies?
In the past, certification was relevant mainly to professionals who were required to provide measurable evidence of
a level of skill or knowledge. Medical staff, technicians, teachers, and other professionals achieved and maintained
certification as a professional requirement.
More recently, exam‐based certification is used to provide proven levels of expertise in specific tools, products, and
methodologies.
As a result, new certification programs are being established and are attracting a different type of candidate
including:
• Employees who play a critical role in their organization, to support, create, and innovate.
• Independent consultants who use certification credentials to ensure they have the knowledge, skills, and
resources to get the job done.
• Post‐secondary students completing a course or learning program.
Certification is high‐stakes
Achieving certification may have significant outcomes for exam takers.
• For independents, certification is a means to attract new clients and projects.
• For those employed by companies, certification may be required as part of a job role. For these candidates,
reward and recognition may be contingent on successful certification.
• For students, certification may be the exit requirement for a course or degree program.
As a result, exam takers may bring some anxiety to the exam room. It is, therefore, important that administrators
and proctors are sensitive to this and that they provide a conducive exam environment.
Administering an Avid Exam
Delivering Certification Exams and Course Assessments
Certification exams and course assessments are delivered online via the Avid Training Administration Tool (TAT).
Course assessments
Course assessments are managed and delivered in the Training Administration Tool. Course instructors use the Tool
to enroll students in an exam. Students use their Avid account to view and submit assessments and to view and
track assessment grades.
Instructors can view detailed exam results to provide directed feedback and guidance.
Certification exams
Like course assessments, certification exams are managed in the Training Administration Tool. Instructors cannot
view detailed exam results but can view pass or fail status for each exam taken.
Avid offers certification for several products and to varying levels of expertise. Certification exams are delivered
online, in a secure and proctored setting. Exams may be delivered at:
An Avid office location or event
An Avid Learning Partner (ALP) location
For more information on Certification Exams, contact your Avid Learning Partner Program Manager.
Exam process
As an Avid Learning Partner (ALP), you have been approved to host course assessments and/or certification exams.
The following lists show the tasks you will complete before exam day and on the day of the exam. This guide
includes detailed instructions for each of these tasks.
Before the exam
1. Create a Class in the Training Administration Tool.
2. Add students to the Class.
On exam day
3. Prepare the exam room
4. Review the exam policies with students
5. Activate the exam for students in the exam room
6. Start the exam
7. View results
Administering an Avid Exam
1. Create a Class in the Training Administration Tool (TAT)
2.
The Class is used to manage enrollment in your assessments and exams. You create a Class in the Training
Administration Tool where you will manage enrollment, assign exams to students, activate the exam, and view exam
status.
To create a Class:
1. Log into the Training Administration Tool https://training.digidesign.com/administration
Drop‐down menu
Left pane menu
The Home screen displays. From this screen you can navigate using the drop‐down menu or the left pane
menu.
2. In the Student Enrollment section, click Create Class.
3. Enter the Class Name.
TIP: Use the following format when entering the class name:
Including this information will help you when you search the Administration Tool for the Class.
4. Click Submit Query.
Note: In the TAT, you must click Submit Query to save changes you make to pages and dialog boxes.
Administering an Avid Exam
2. Add Students to the Class
You add students to the Class where you manage the exams they will take.
There are two ways to add a student to the class:
Add multiple students by importing student information from a text file
Add an individual student
A student cannot be included on multiple class rosters and cannot be assigned to more than one
exam simultaneously.
If the student in listed in another class roster, and you add the student to your class, then the
student will be removed from the other class and added to your class.
Similarly, a student may be removed from your class roster and added to another if that roster is
created after you roster is created.
About adding students
When you add a student to the Class, the Administration Tool searches the system for that student name and email
address.
If the student exists in the system, the student is added to the class using their existing Avid account.
If the student does not exist in the system, a new Avid account is created. An email is sent to the student
which includes the student user name and temporary password and a link to access the site.
Note: For some students, the email notification may be automatically sent to the Spam or Junk Mail folder
in their email system. If a student does not receive email notification it may be hidden in one of these
folders.
Note: It is possible for someone to create multiple Avid accounts using multiple email addresses.
However, Avid cannot merge these accounts.
Administering an Avid Exam
To add an individual student:
1. From the Web Navigation or left pane menu, select Add Single Student.
2. In the Add Single Student form, enter the student’s First Name, Last Name and E‐mail Address.
3. Confirm that the Class is correct.
4. You may select the exam for each student or wait until you activate the exam (task 3).
Do not click Ready to Take Exam. These actions are taken at the time the exam is delivered.
See Activate the exam for students in the exam room for more details.
5. Click Submit Changes.
Administering an Avid Exam
To add multiple students using the import feature:
1. Open a text editor (Notepad, or WordPad, for example).
2. Create a file that lists the student name and email address, formatted as shown below:
first name, last name, email address,
Note: Don’t forget to add the comma after the email address.
For example:
3. Save the file as a txt file.
4. In the Training Administration Tool, click Edit Class / Upload Roster.
5. Click Browse… and select the roster txt file.
6. Click Upload.
7. The Success! screen displays;
8. Click Return to Class View Menu.
9. Confirm the entries are correct.
10. You may select the exam for each student or wait until you activate the exam (task 3).
Do not click Ready to Take Exam. These actions are taken at the time the exam is delivered.
See Activate the exam for students in the exam room for more details.
Administering an Avid Exam
Class roster
The figure below shows a completed roster. Note that no exams have been assigned to students. This will be done
when students arrive in the exam room.
To remove a student from the Class:
1. Open the student record.
2. In the Drop Student section, click YES.
3. Click Submit Changes.
Administering an Avid Exam
3. Prepare the Exam Room
As an exam proctor, you are responsible to provide an environment in which exam candidates can access the online
exam without interruption. The exam room should allow for concentration, minimize distraction, and ensure that no
one has access to reference materials which could provide an advantage.
To prepare the exam room, the proctor:
• Turns on and connects each workstation to a Web browser.
• Removes paper, books, and other extraneous items from workstation areas.
• Ensures that space has been allocated for candidate to store personal belongings. These should not be stored at
the testing stations.
To prepare the exam room, the proctor may print:
• Sign in sheet. This form can be used to record the names and signatures of exam candidates. You may wish to
keep this as a record of the exam.
• Watermarked note paper for use during the exam. This paper must be collected when the student leaves the
exam room.
• Do not disturb sign can be posted outside the exam room.
These printable items are available from the Training Administration Tool Home page. Use the Click here to
download the Exam Administrator Kit link to download this kit.
Administering an Avid Exam
4. Review the exam policies
5.
If you have not presented the exam guideline to students, review this information with them now.
Exam Rules and Regulations
The following rules apply to the exam:
All exams must be taken at an Avid Learning Partner location in a proctored environment
Exam participants cannot use books, online resources or have access to any Avid products during the exam.
The exam proctor must verify identification for all exam participants.
Exam participants are not permitted to access personal items or belongings during the exam. This includes,
but is not limited to, cellular phones, personal computers, notebooks, and backpacks.
Course Assessment Retake Policy
Unless a candidate is banned from retaking the exams for reasons of fraud or rules violations, the following retake
policy applies:
If a candidate does not pass a course assessment, the candidate may retake the assessment immediately.
Once a candidate has passed a course assessment, it may not be taken again for that version of the Avid
product.
Certification Exam Retake Policy
Unless a candidate is banned from retaking the exams for reasons of fraud or rules violations, the following retake
policy applies:
If a candidate does not pass a certification exam, the candidate may retake the exam after 24 hours have
passed.
When a candidate has passed a certification exam, it may not be taken again for that version of the Avid
product.
Passing Grade
The passing grade for Course Assessments and Certification Exams is 80%.
Exam grades are emailed to students.
If you pass a Certification Exam:
A Certificate of Achievement t will be generated and sent to you from Avid.
Avid logos will be made available to you. You may use these logos in your professional correspondence and
literature.
You will be entitled to be listed in the Certification Directory on the Avid.com Web site. To enable this, you
must activate your listing through the Training area of your Avid Account.
Administering an Avid Exam
5. Activate the exam for students in the exam room
6.
You use the Class view to assign an exam or assessment to each student and create a live link to the exam. You do
this when the student is in the room, ready to take the exam or assessment.
You activate exams for students who are in the proctored environment in your classroom or test
center.
You should never activate an exam for a student you cannot identify or who is not present in the
exam room.
Note: The Training Administration Tool manages information about an exam’s prerequisites and the student’s
completion of prerequisites for an exam. You will not be able to assign an exam to a student who has not met the
exam prerequisites.
To activate an exam:
1. In the Training Administration Tool, open the Class record, if it is not open.
To open the Class record, in the navigation pane, click View Student Class. From the Show list, select the
class title and click Go.
2. From the Exam Type list, select the appropriate exam for the student.
3. Click READY TO TAKE EXAM
4. Repeat steps 2 and 3 for all students who are present in the exam room.
Tip: Click Ready All to activate all students in the class roster.
Note: In the MAIL INFO column, the NOW link is used to resend email to the student with exam enrollment
information. It is not necessary to click this link. You use this feature if a student has not received the
email.
Administering an Avid Exam
5. Click Submit Changes.
Result: Each student, for whom you have selected as ready to take the exam, will be sent the following
email:
6. Start the Exam
Before the exam starts you should:
• Visually inspect the room to ensure no electronic devices, notes, documentation, or other items are available to
the candidates.
• Remind candidates:
When the exam first opens, the student has the option to read or skip the tutorial on the exam interface.
The exam clock begins when the first question displays.
As a proctor, you can answer questions regarding test administration; you cannot answer questions
regarding test items.
To be respectful of other test takers, candidates should complete their exam and leave the room quietly.
When the exam is submitted the screen displays the exam score and the passing status.
Instruct students to:
1. Log in account.avid.com
2. Scroll to the Training section and click Take Certification Exam.
Administering an Avid Exam
7. View Results
7.
When the student submits an exam for grading, the exam screen displays a list of topic areas with questions a
student answered incorrectly. An email is sent to the student email account and includes the student’s exam score.
As the exam administrator, you can view additional information about the exams and assessments a student has
completed.
Assessments: As an instructor you can view the questions a student answered incorrectly.
Certification Exams: As a proctor, you can view the exams a certification candidate has completed.
To view the exam details:
1. In the Training Admininstration Tool, open the Class record, if it is not open.
To open the Class record, in the navigation pane, click View Student Class. From the Show list, select the
class title and click Go.
2. In the EMAIL column, click the student’s email address link.
Administering an Avid Exam
Frequently Asked Questions
What should I do if the test candidate:
• Does not know login credentials?
In the Login dialog box, click Forgot your password? to recover the password.
• Does not arrive?
Ensure that the READY TO TAKE EXAM checkbox is deselected for students who are not in the testing room.
• Needs to use the restroom during the exam?
You should discourage anyone from leaving the room. However, if the need is critical, the candidate may leave
the room. The exam clock continues to run. Additional time will not be added to accommodate the break.
• Doesn’t understand a word, question, or format of a question?
There is a risk that the proctor may give inaccurate information; you should avoid answering questions regarding
test content.
• Appears to be looking at another’s screen?
Warn the candidate that this behavior is not tolerated. If it happens a second time, you should ask the person to
leave the exam room and report the event to the your ALP Administrator
What should I do if the exam does not display?
Ensure that the READY TO TAKE EXAM checkbox is selected in the Class roster. Click Submit Changes.
What should I do if the student has not received email notification of enrollment in the exam?
1. Ensure the student’s email address in the Class roster is correct and that the READY TO TAKE EXAM
checkbox is selected.
a. In the MAIL INFO column, click the NOW link to resend the email.
b. Click Submit Changes.
The email notification may have gone to the Junk or Spam folder in the student’s email account.
What should I do if the incorrect exam displays?
In the Training Administration Tool, open the Class roster and ensure the correct exam is selected for the student.
If I pass the Certification Exam, what entitlements am I provided?
If you pass the Certification Exam, you will be sent:
A Certificate of Achievement
Electronic Avid logo files
You may be listed as a certified professional on the Avid.com Web site. To enable this, you must edit your
Avid Account settings.
Administering an Avid Exam