Chapter 4 Daily Startup and Shutdown

Daily Startup and Shutdown
The test center must be prepared before the first candidates arrive to take their exams each day. This chapter
contains the startup and shutdown procedures your test center must follow each day the center is open.
This chapter contains the following sections:
Daily startup summary
Unlocking the door and disarming the security system
Logging in on the workstations
Checking headphones
Checking RMA
Checking the schedule in Admissions Manager
Checking the schedule in Site Manager
Checking the schedule in the IntelliVUE reporting application
Email
Testing the admissions data equipment
Setting up the proctor workstation
Daily shutdown summary
Filing and deleting backup files and documents
Creating and updating cases
Checking email and voicemail
Checking the schedule
Shutting down equipment
Turning off the lights
Arming the security system
Weekly shutdown procedure

Materials management
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Daily startup summary
The Daily Startup Checklist lists all daily startup procedures, which this chapter discusses in detail. If you
would like to print a copy of the Daily Startup Checklist to keep at the front desk, it is available in the Resources
application in the Connect portal.
Unlocking the door and disarming the security system

Each employee who is authorized to open and close the test center has a key. (For more information, see Test
center access.) If you arrive at work without a key, contact the building manager at your facility, or call another
test center employee who may have a key. If you lose your key, contact your test center manager, lead test
administrator, or regional manager for instructions.
Disarming the security system
The security system should be armed when you enter the test center in the morning. If the system is not armed
when you arrive, call your test center manager, lead test administrator, or regional test center manager. Try to
research the reason why the system was not armed. (For example, talk to other test center employees, the
building manager, and so on.)
If the security system is armed, disarm it by entering your assigned security code on the security system
keypad. You may choose to turn on just some of the security system functionality if you are in the test center
alone and want to prevent anyone else from coming in. Do this only if you are sure that no one else will be
coming into the test center. Anyone who comes in the door while the system is in this mode needs to enter his
or her own security code to disarm the system.
Handling false alarms
If you accidentally set off the security alarm, use the following process:
1. Call the security company immediately after you recognize your error to avoid dispatching the local
police department.
See the ExamiNet website for information specific to your test center's security company. Some security
systems might not be connected to a security company. In these instances, skip to step 2.
Post your security company's phone number in a central location where all staff
members can see it but where an intruder will not be able to find it.
2. Contact your test center manager.

Your test center manager will notify your regional manager. If you cannot reach your test center manager,
notify your regional manager directly.
Logging in on the workstations

Use the following usernames and passwords when logging in on the various workstations in your center.
• Administration workstation
To log in on the workstation itself, use your personal username and password so that you have access to all
of the applications and features that you need.
• Proctor workstation
To log in on the workstation itself, use your personal username and password so that you have access to all
of the applications and features that you need.
• Exam delivery workstations
Do not use your personal network username and password to log in on the workstations in the testing room
and in the accommodations room. You must use a special login on these workstations to restrict activity and
prohibit applications other than Delivery Manager from running on the machine. For example, when you use
this special login, candidates using the workstation cannot access the network, use the Control Panel, or
shut down the delivery workstation.
Use the following information to log in on the testing workstations, and type all letters in lowercase:
Username: test[five-digit site ID #]
Password: password
Example: If your site ID is 12345, you would enter "test12345" as your username. (You can find your site ID
in the Site Manager application.) The password is "password."
• Pearson VUE applications
When you log in to any of the Pearson VUE Testing System applications (Site Manager, User Management,
Admissions Manager, Delivery Manager, or Registration Manager), you must use the personal username and
password that you have been assigned for the Pearson VUE applications (in the User Management
application). Additionally, when you take a break, go to lunch, end your work day, or leave the test center
for any period of time, log out of all applications that you have logged into. The test administrator who is
currently registering, proctoring, or administering exams must log into the applications with his or her
personal username and password.
Checking headphones
Each exam delivery workstation is equipped with headphones in case candidates need to listen to exam items
that contain audio. Some headphones also include a microphone for voice recording. At the start of each day,
test the headphones at the exam delivery workstations to make sure that they are working properly. Also check
the schedule in advance to see whether any upcoming exams require a specific headphone model. Completing
these tasks at the start of each day helps you to resolve issues in advance so that there are fewer disruptions
when candidates are testing.
When you check the headphones, complete the following tasks:
• Check the day's schedule and determine whether any exams require a specific headphone model.
After you look at the schedule, check the exam sponsor's client reference to determine whether a specific
headphone model is required for an exam. To help you determine which headphones to provide, refer to
the Headphone Models Chart, which is available in the Resources application in the Connect portal. This
chart provides an overview of the different headphone models that are used at company-owned sites and
lists which exam sponsors require a specific headphone for exams. It also contains information on how to
adjust the volume either on the workstation or on the headphone.
After you have determined which exams require a specific model, place the headphones at the proctor
workstation so that you will be ready to provide the headphones when you are seating the candidate. If you
will not be proctoring the exams, leave a note at the proctor workstation to inform the test administrator
who will be proctoring about the exams that require the specific headphones.
• Test the headphones at each exam delivery workstation to ensure that they are working
properly.
Follow these steps to test the headphones:
1. Put on the headphones. On the workstation, click Start on the Windows taskbar, point to Control
Panel, and click Sound.
The Sound window appears.
2. On the Playback tab, click Speakers, and then click Properties.
The Speakers Properties window appears.
3. On the Levels tab, make sure that the Mute icon is not displayed. If it is, click the icon so that the
unmuted speaker shown in the following image appears. Click OK.
4. Next, click the Sounds tab and select Windows Default in the Sound Scheme drop-down menu, if it is
not already selected.
5. Select Asterisk in the Program Events list.

In the Sounds drop-down menu, Windows Error.wav should automatically be selected, as shown above.
If it is not, select it in the menu.
6. Click Test next to the Sounds drop-down menu to test the volume.
You should hear a sound when you click Test.
7. When you are finished, click OK to close the window.
Checking RMA
The Remote Maintenance Agent (RMA) automatically connects to the Pearson VUE hub system over the
internet at scheduled intervals. Normally, the Application Wrapper runs RMA at midnight and periodically while
your test center is open. (The Application Wrapper is a scheduler that automates RMA. For more information
about the Application Wrapper, see Application Wrapper and Remote Maintenance Agent.) During these
connections, files and information transfer between Pearson VUE and your test center.
At the beginning of each testing day, you must verify that RMA ran properly overnight to ensure that your test
center has the latest schedule and exam information. The RMA connection log application in the Connect
portal allows you to look at your test center's RMA connection history for a specific time period.
For more information about how to use the RMA connection log application, see Application instructions in the
Connect portal.
The RMA connection log application should show when RMA connected since
midnight on the previous day. If there were no connections during the night, call
VSS immediately.
Checking the schedule in Admissions Manager

Check your test center's exam schedule frequently using Site Manager, Admissions Manager, or the IntelliVUE
reporting application. This section describes how to view the schedule in Admissions Manager. You cannot
change the information as it appears on the schedule, but you can use it to check in advance how many exams
you will deliver throughout the day, which exams candidates will take, whether candidates require
accommodations, and other schedule details. Also check the schedule for future days and weeks to be aware of
when candidates are scheduled to test at your test center.
The schedule window in Admissions Manager provides details about your test
center's schedule. For security reasons, never leave Admissions Manager running
unattended. When you are done using the application or if you need to leave your
desk, be sure to close it.
When you take a break, go to lunch, end the work day, or leave your test center for
any period of time, log out of all applications. The test administrator who is
currently registering, proctoring, or administering exams must log in to the
applications with his or her personal username and password.
Follow these steps to view the schedule in Admissions Manager:
1. Click Start on the Windows taskbar, point to All Programs, VUE Applications, and click Admissions
Manager.
An introductory screen appears, followed by the VUE Admissions Manager Login window.
2. In the VUE Admissions Manager Login window, type your username and password, and click OK.
Admissions Manager opens to the schedule window. (If the schedule window does not open, click the
schedule icon in the left pane.) The following image and table explain the main features of the window.
Feature Description
Previous and Next Show you the schedule for previous and upcoming weeks.
Appointment slots Click the numbered time slots on the schedule to see the candidates scheduled
during that time. The number indicates how many candidates are scheduled to
begin an exam during that one-hour period.
Notes section The section at the bottom of the schedule window lists the exam status, the
exam, and the candidate's phone number.
When applicable, this section also lists information about accommodations.
The Native Language Details information appears only when a candidate's
registration profile lists the candidate's name in multiple languages. When
applicable, this section displays the name in non-Roman characters.
Sort Columns Allows you to sort the schedule to your preferred order for viewing or printing.
Sort in ascending or descending order based on one of these criteria: time +
candidate name, candidate name, exam sponsor name, or the candidate's client
ID number (CCID).
Admit and Revoke Allows you to perform the admission steps to admit the candidate or revoke the
Admission admission.
Refresh Schedule Click Refresh Schedule at the bottom of the window to update the status of the
exams. This updates the schedule if RMA has run since you opened Admissions
Manager.
Print Prints the schedule for the selected date. To print a schedule, select a date at the
top of the schedule, and then click Print. When the Print dialog box appears,
select your options and click OK.
Schedule information is printed for each time period during the selected day. If
there are no exams scheduled for that day, a message stating that appears on
the printout.
After you select an appointment slot on the calendar, a list of exams scheduled during the slot appears in a
table format below the calendar. The table includes the following details about each scheduled exam:
Detail Description
Time The time at which the candidate is scheduled to take an exam.
Candidate The name of the candidate.
Client The name of the exam sponsor offering the exam.
CCID The candidate's client ID number.

The CCID column only contains the candidate's client ID number if the exam sponsor is
configured to populate the column with information.
Exam The identification code or number assigned to the exam.

Code
Length The length of the exam in minutes.
D The D represents "deliverable." If you see a checked box under this column, the exam is
available for delivery. An empty box means the exam has not yet downloaded to your test
center.
When you check your schedule each morning, make sure all exams for the day are marked
deliverable. If they are not, run RMA manually. If an exam is still not deliverable after you
run RMA, click the exam on the list to see a status message at the bottom of the window
that explains why the exam is not available, and then call VSS immediately.
When a connection is made to the Pearson VUE hub, RMA transfers exams from Pearson
VUE to your test center. Exams are transferred as close to the delivery date as possible to
ensure your test center has the most current version of the exam that the exam sponsor
has available. This means that a box may not be checked for exams that will be delivered
sometime in the future. RMA will transfer the exam a day or so before it needs to be
delivered.
A The A represents "accommodations." If you see a box with an A under this column,
accommodations have been granted for the exam. Click the exam on the list to view a
description of the accommodation in the Notes section at the bottom of the window.
In most cases, the accommodation is a time extension for a non-native English speaker. In
some cases, Pearson VUE contacts you in advance about accommodations, such as when
there is special equipment required or there is a special task you need to perform during
the exam.
For more information about accommodations, see Accommodations
guidelines and Accommodations. See the exam sponsor's client reference for information
about the accommodations offered by the exam sponsor.
You can click an exam on the list to see a status message at the bottom of the window. If an exam has
notes supplied by the exam sponsor, those notes appear below the status message in your test center's
preferred language. If the notes have not been translated into your test center's preferred language, they
are written in English.
These are the most common status messages:
Status message Meaning

Prepared The exam is ready for delivery. The appointment has been processed by RMA,
and the necessary files are available, so the exam can be delivered.
Appointment Scheduled A future appointment that has not yet been processed by RMA, usually
because it is more than seven days in the future.
Event will be ready today An appointment for which RMA has selected an exam version but has not yet
or marked as being ready.
Event will be ready within x

days
Event undeliverable for the An exam that is undeliverable. For example, the exam may have been
following reasons: XXXXX suspended at the request of the exam sponsor.
Admitted Candidate has been admitted through Admissions Manager but has not yet
started the exam.
Delivery started The exam is in progress.
Delivered The exam was successfully delivered.
Checking the schedule in Site Manager
reporting application. You cannot change the information as it appears on the schedule in Site Manager, but
you can use it to check candidate and exam details in advance. It is also important to check the schedule for
future days or weeks to be aware of when candidates are scheduled to test at your test center.
The Calendar and Roster tools in Site Manager provide details about your test center's schedule. For more
information, see Application instructions in the Connect portal.
Checking the schedule in the IntelliVUE reporting application

reporting application. You cannot change the information as it appears on the schedule, but you can use it to
check in advance how many exams your test center will deliver during the day, which exams candidates will be
taking, whether candidates require accommodations, and other schedule details. Also check the schedule for
future days or weeks to be aware of when candidates are scheduled to test at your test center.
The Site Registrations report in the IntelliVUE reporting application provides details about your test center's
schedule. The report lists exams that are scheduled at your test center for the current day or selected time
period.
For more information about creating the Site Registrations report, see Application instructions in the Connect
portal.
Email
Check your Pearson VUE email at the beginning of each testing day before the test center opens to see
whether there are any important messages that may affect the current day's testing. Also check your email
periodically during the day, but never check your email from the proctor workstation. This is a prohibited
activity while proctoring because it can distract from monitoring candidates in the testing room.
Testing the admissions data equipment

The Test Admissions Equipment application on the administration and proctor workstations allows you to verify
that the admissions data equipment is working properly. The admissions data equipment includes the
following devices:
• Signature pad
• Digital ID authentication (DIA)
• Palm vein
• Candidate photo camera
Test each device at the start of each day that your test center is open. This helps ensure candidates can be
admitted for their exams and signed in and out of the testing room.
Follow these steps to perform the tests:
1. Click Start on the Windows taskbar, point to All Programs, VUE Applications, VUE Support Tools,
and click Test Admissions Equipment.
The Test Admissions Equipment window appears.
2. Select an admissions data type from the drop-down list, and then click Test.
Different windows appear depending on which type of equipment you are testing. Follow the on-screen
instructions to test the equipment.
The Test Admissions Equipment application only tests the DIA device's connection
to the DIA server. It will not try to authenticate an ID. For more information,
see About the DIA server.
For more information about collecting admissions data with each device, see the following sections:
Device Section
Signature pad Capturing and verifying signatures
Digital ID authentication (DIA) Performing DIA
Palm vein Capturing a palm vein pattern
Candidate photo camera Capturing a photograph
If you cannot capture an admissions data, call VSS immediately. If you are
instructed to use a backup process, see the following sections:
Backup signature process
Handling DIA technical problems
Backup palm vein process
Backup photograph process
3. Close the Test Admissions Equipment application after you have tested all the equipment.
To close the application, click the red button located in the top-right corner of the window.
Setting up the proctor workstation

The audio/video monitoring equipment at the proctor workstation is left on at all times and generally should
not require intervention. The proctor must start the video application that allows control of the camera views
that are displayed from the cameras positioned in the testing rooms. The proctor must also start Admissions
Manager on the proctor workstation.
Note that the audio/video recording schedule and the required settings are set up for you and are managed by
test center specialists at Pearson VUE. Audio and video is automatically recorded from 7:00 a.m. to 10:00 p.m.
in your local time zone, seven days a week.
Follow these steps at the beginning of the day to prepare the proctor workstation:
1. Verify that the audio amplifier (the small box at the proctor workstation) is on.
• The amplifier should be on at all times. To turn the amplifier on, turn the volume
control dial on the left side of the front panel to the right.
As part of the monitoring process, the proctor should be listening for clues that
cheating may be occurring. This includes listening for the rustle of paper that may
contain notes or whispered conversations between candidates. The testing room is
soundproofed; therefore, you will not hear these sounds clearly unless the amplifier
is on and the volume is at an audible level. Refer to chapter 2 for more information
on ways candidates may attempt to cheat.
The amplifier on the monitoring equipment has a volume knob that adjusts
the volume in the proctor area. It does not affect the signal strength of the
"LINE OUT" signal to the DVR device, which records the audio, so you may
turn the volume down when necessary. However, if you turn the amplifier
off, the audio is not recorded. The audio can be just as important in some
cases as the video; therefore, do not turn off the amplifier in the proctor
area.
• Verify that the two large buttons in the center of the front panel are not pushed in.
Note that these two button labels may vary depending on what version of the
amplifier your test center has. In older versions, the buttons are
labeled Filter and VCR. In newer versions, the buttons are labeled Mute and Push
for Playback.
2. To start Admissions Manager, click Start on the Windows taskbar, point to Programs, VUE
Applications, and click Admissions Manager.
An introductory screen appears, followed by the Login window.
3. In the Login window, type your username and password for the Pearson VUE Testing System
applications and click OK.
Admissions Manager opens to the schedule window. (See Checking the schedule in Admissions Manager for
details about this window.) Leave Admissions Manager running on the proctor workstation throughout the
day. The two Admissions Manager applications that the proctor must use are Entry Monitoring (for
capturing palm vein patterns from candidates each time they enter and exit the testing room) and Exam
Monitor (for viewing the status of exams that are in progress). See Performing entry and exit
monitoring and Using the entry monitoring pane.
4. Drag the Admissions Manager window to appear on one monitor with the view of the video display on
the other monitor.
The proctor workstation contains two monitors that act as one large monitor. When you move the mouse,
the cursor slides from one monitor to the next. The Pearson VUE Testing System application windows
should be displayed on the monitor situated closest to the palm vein device. To move a window, just click
in the window's title bar and drag it to the appropriate monitor.
5. Start the video application. Your test center has either the EZWatch PRO or Chateau system installed.
Both are described here.
ChateauXP
a. Launch ChateauXP from the proctor workstation.
b. Press Esc, Enter Digital Recorder Username and Password (user, user).
c. Press the up arrow button to the right of the VGZ door at the bottom of the screen.
d. Click the link button indicated below to verify that the server is connected.
e. A window appears showing connection status. If the status does not indicate "Con..." (for
connected), double-click on the server for your site. This should change the status to "Con..."
connected.
Troubleshooting: In some cases, this display box is blank and no server appears, so you cannot
double-click on the server to connect it. When this occurs, there is probably a connectivity issue
between the DVR in the server room and the proctor workstation. Call VSS to fix this problem.
f. Click the round button with left and right arrows just to the left of the Link button.
g. The name of your center's DVR should be listed on the "Remote Control" that pops up. Double-
click it, and then click the Rec button on the lower-right side of the screen.
h. Check the All Monitor Only box and click OK. Once this step is complete, the images from the
video cameras in the testing room should appear on the screen. This will allow you to view the
images at the proctor workstation. If no images are on the screen, contact VSS.
Troubleshooting: Do not select All record or any of the Record boxes. If you select All record,
the images will be recorded directly to the proctor workstation.
To move the ChateauXP interface to the right monitor, follow the step below. You can also contact
VUE Support and ask for a member of the NOC team to assist you.
i. Using the right mouse button, click ChateauXP on the taskbar. Next, select Monitor 2.
EZWatch PRO
a. Launch EZWatch Pro-Remote Live Viewer from the proctor workstation. It should
remain on monitor 1. It cannot be changed from monitor 1 so you will need to drag
Admissions Manager to monitor 2 to check candidates into the testing room.
There should be an icon on the desktop. Double-click the icon to run the application.
If the software has been properly installed, it should automatically log into the DVR system
and start displaying cameras.
b. Move Admissions Manager and any other applications to monitor 2.
View Admissions Manager, sign candidates into the testing room, and use all other
applications on monitor 2.
The following is a list of issues that can be resolved in the test center. If you have further
difficulty, contact VSS.
• The cameras are all black: The EZWatch application must be on monitor 1 at the proctor
station. It cannot be viewed on monitor 2 or the cameras will go black. Run all other
applications on monitor 2.
• Some or all cameras are not displayed: The cameras should be listed on the right side of the
application on the remote. Double-click each camera that is not displayed and the image
should appear on the screen. As long as the camera is not double-clicked again, the image
should appear automatically next time the application is launched. If the camera is double-
clicked again, the image disappears. If this does not work, highlight the checked icon above
the camera listings as shown in the figure above. Right-click and you will see the option
to Connect all. Click on Connect all and your camera images should appear. If this does not
work, call VSS.
• Only one/four of the cameras are being displayed: Below the main image display are the
camera grid layout buttons. These buttons determine how many images are shown on the
main display screen. If you would like to see a close-up of any camera, double-click the
image and a large version appears in the main display screen. Double-click again to
minimize.
• Only part of a camera image is displayed: EZWatch Pro has a digital zoom feature. Click on
the affected camera located on the right side of the application on the remote once. Then
use the digital zoom buttons (look like trees) located on the bottom of the screen to
maximize or minimize the image. (Three trees will minimize, one tree will maximize)
• One or more cameras are showing as "Stopped": Double-click on the affected camera
located on the right side of the application on the remote and the image should appear. If
the image does not appear on the screen, contact VSS.
With this system test administrators will not be able to hear live audio from
the testing room through the speakers attached to the proctor workstation.
They will be able to continue to hear live audio through the Louroe
Electronics brand amplifier that sits on the proctor desk (small black box).
Daily shutdown summary
The Daily Shutdown Checklist lists all tasks that you need to complete at the end of every testing day. These
procedures are discussed in further detail in the rest of this chapter or in other chapters of this guide. The
checklist can be found in the Resources application in the Connect portal. Keep a copy at the front desk for
easy reference.
Locking doors
Make sure that all candidates have left the test center, and lock all doors to the test center. If there is more
than one door leading outside the test center, be sure to lock the door that you will not be exiting through
before you leave.
Cleaning and organizing
Test administrators are responsible for cleaning and organizing the test center on a daily basis. The necessary
cleaning supplies and equipment are provided at each test center.
Light cleaning in the testing room is permissible during testing, but make sure that this does not disturb
candidates. Do not spray cleaning solution inside the testing room or dust a workstation right next to a
candidate. If an area requires scrubbing or other cleaning that could be noisy, wait until candidates are done
testing.
Perform the following tasks as part of the daily shutdown process:
• Dust the furniture and vacuum the floors when needed.
• Empty all trash cans each day according to your building's policy.
• Clean and organize the administrator desk and proctor desk areas. Wipe the furniture as necessary.
• Use the microfiber LCD cleaning wipes included with your center's supplies to dust the exam delivery
workstation screens as needed or at least once a week. Also dust and clean the workstation desks and
the outside of the computers each day, including the keyboard.
• Wash the mouse pads with soap and water if they are noticeably dirty.
• Check that a chair, keyboard, mouse, and mouse pad, if applicable, are in place at each exam delivery
workstation.
• Make sure the numbers on the workstation cubicles are in place and are in the correct order.
• Make sure that all erasable noteboards are cleaned and stored properly.
• Put away all confidential exam sponsor materials, such as exam exhibits/supplements, in a secure area.
(Refer to the Exam Sponsor Guide for details on exam sponsor requirements.)
• If candidates used pencils during the day, sharpen them, or sharpen new pencils, if necessary, and store
them at the proctor workstation.
Checking lockers
At the end of each day, make sure that each locker is empty and that the key is in the lock.
If a candidate leaves any personal items behind, see Lost and found items for details.
If a locker key is missing or broken, replace it with the spare key from the key file at the front desk. To request a
replacement locker key, create a case, selecting these options:
Test center request
Test center fulfillment
In the case, explain that you are requesting a replacement locker key, and list the serial number or letters that
appear on the spare key itself. Note that these letters or numbers are different from the locker number that is
listed on the key tag.
Checking inventory
• Verify the supplements and exhibits against the inventory list.
• Check the inventory of other test center supplies (pencils, copy paper, earplugs).
Filing and deleting backup files and documents
If you used any of the backup admissions data processes described in chapter 6, you must process the
information that was collected before you leave for the day. You must also process log sheets that were signed
by assistive personnel and site visitors.
Filing and storing backup admissions data information
If one or more of the admissions data capture equipment is not working, you may be required to capture
backup admissions data. Pearson VUE or an exam sponsor may request a copy of the original backup files to
verify a candidate's identity. Therefore, all backup admissions data sheets and files must be stored for 30 days.
• Any electronic files (including photographs and copied IDs) should be saved on the administration
workstation in the location described in Backup signature process, Backup palm vein process,
and Backup photograph processes.
• File all backup signature sheets in the file cabinet at the proctor workstation or in your test center's
locked storage according to date.
After 30 days, all backup sheets must be destroyed and all backup admissions data
electronic files must be deleted. See Deleting or shredding admissions data for more
information.
Deleting or shredding admissions data
For security and privacy purposes, copies of backup admissions data sheets and electronic files must be
shredded and deleted after 30 days. After completing the monthly task, it must be documented on the
"Monthly Tasks" spreadsheet.
At the beginning of each month, locate all backup sheets for signatures that are over 30 days old and shred
them. Also locate all electronic files, such as copied photos and IDs, saved on the administration workstation
and delete the files that are over 30 days old.
Testing Room Log Sheet
Store Testing Room Log Sheets at the test center for one year.
Submitting Site Visitor Log Sheets and letters of authorization
All visitors at your test center must sign a Site Visitor Log Sheet. Some of the visitors must also present a letter
of authorization. For more information, see Site visitor security and Handling the letter of authorization.
After completing a Site Visitor Log Sheet, you must submit it and, if applicable, the letter of
authorization, Testing Room Log Sheet, and Data Closet Entry Log. This process includes scanning the
documents, attaching the scan files to a case, and securely storing the documents. Follow these steps to
submit these documents:
1. Create a case, selecting these options:
Admissions/Check-in
Site visitor
Select the type of site visitor from the drop-down list, and submit the case.
Create only one case for groups of visitors from the same organization. A case for
each visitor from the group is not necessary.
1. Write the case number onto the Site Visitor Log Sheet.
2. Verify that the Site Visitor Log Sheet contains the following information:
3. The test administrator's name and signature
The proctor's name and signature (if there was a test administrator proctoring)
Your site ID
The date
4. Scan a copy of the Site Visitor Log Sheet and, if applicable, the letter of authorization, Testing Room
Log Sheet, and Data Closet Entry Log.
You can find instructions about scanning with the HP and Dell printers later in this section.
5. Attach the scan files to the case.
The case you created in step 1 auto-closes after you submit it. You will need to
search for the case in ServiceDirect to attach the scans to the closed case.
6. Delete the scan files from the computer.

7. Securely store the Site Visitor Log Sheet and letter of authorization in the file cabinet at the proctor
workstation according to date.
Retain the Site Visitor Log Sheet and letter of authorization for 12 months. After 12 months, shred these
documents. For more information about storing the Testing Room Log Sheet and Data Closet Entry Log,
see Testing Room Log Sheet and Server room visitor access.
Scanning with the HP printer

Follow these steps to scan a document with the HP printer:
1. Place the sheet in the top, front slot of the printer.
2. Click Scan when the Scan window opens.
3. Set the Select where scan should go option to Image File.
4. Click Scan.
5. Set the file name to the current date.
6. Select .PNG in the Save as Type field, and click Save.
Files are saved in this format: date01.png, date02.png, and so on. By default, the files are saved in
the following location:
C:\my documents\all in one\directory
For more information about scanning document copies, see the user guide for the HP printer.
Scanning with the Dell printer

Follow these steps to scan a document with the Dell printer:
1. Click Start on the Windows taskbar, and point to Programs, Dell, Dell Printers, Dell Laser MFP 1815,
and click Dell ScanCenter.
The following toolbar opens.
2. Make sure the second big button from the left with the orange arrow is selected. Click it if it is not.
This button is the PaperPort Desktop icon.

3. Click the button with a picture of a scanner.
This is the first button on the left side of the toolbar. The scan interface opens after you click it.
4. Click the tall rectangular button on the right side of the window.
This button has an arrow in the middle that points to the right. The settings control area opens after you
click this button.
5. Click the Image Type drop-down menu in the upper, right corner, and choose Gray 256 scales.
6. Click the Resolution drop-down menu, and select 100dpi.
7. Click Scan.
The device will now scan a copy of the document. After a short wait, the PaperPort application opens.
8. Locate the scan file in the main PaperPort window.
9. Click the scan file, and choose Save as.
10. Select Portable Network Graphics (*.png) in the Save as type drop-down menu.
11. Click the Save in drop-down menu, and choose the location where you would like to save the scan file.
12. Type your desired name for the scan file in the File name box, and click Save.
Creating and updating cases

Make sure that cases have been created properly for all incidents that occurred during the day, even if VSS or
someone else at Pearson VUE created the case. For more information about cases, see the Working with
Cases chapter.
Checking email and voicemail

Check your email for last-minute instructions or information from Pearson VUE or your test center manager.
Check the test center voicemail for any phone messages and respond as necessary.
Checking the schedule
Check the next day's testing schedule to familiarize yourself with the next business day's activity. You can check
the schedule in Site Manager, Admissions Manager, or the IntelliVUE reporting application. For more
information, see the following sections:
• Checking the schedule in Admissions Manager
• Checking the schedule in Site Manager
• Checking the schedule in the IntelliVUE reporting application
After you have reviewed the schedule, ensure that the necessary materials and rooms are available for the next
day's exams. Also be sure that you are aware of any accommodations that are required. Note that the schedule
may change during the night.
Shutting down equipment

• Close the applications on all test center workstations at the end of each day, including the applications
on the administrator, proctor, and exam delivery workstations. Then click Start on the Windows
taskbar and click Shut down. In the dialog box that appears, choose Restart. This restarts Windows
on the system and displays the login prompt. Leave the login prompt displayed on the workstation
screen.
• The amplifier at the proctor workstation should be left on at all times.
Be sure that power is left on to the administrator and proctor workstations before
you leave for the day. The administration workstation connects to the Pearson VUE
Testing System hub at specific times of the day and night. Your test center will not
receive the appropriate exams and other files if the administration workstation is
not left on.
Turning off the lights

Turn off all lights in the test center.
Arming the security system

All doors, including the data closet door, must be closed before you arm the alarm system.
If there is more than one door that leads outside of the test center, be sure to lock the door that you will not
be exiting through before you enter your code to arm the security system.
Weekly shutdown procedure

There are two procedures that you must perform at your test center every Friday (or on the last testing day of
each week):
• Take a supply inventory.
Your test center manager/lead test administrator orders all supplies and forms for your test center. Each
week complete the Supply Checklist and send it to your test center manager or lead test administrator
(either fax it or copy and email it). The test center manager or lead test administrator will provide copies
of the Supply Checklist.
• Check the calculators.
Check that all of the calculators are working. The calculators that are used for some exams run on solar
power with a battery backup. Your test center receives one calculator per exam delivery workstation and one
extra calculator. You may find that calculators stored in a file cabinet do not charge properly. If this is the
case, organize and store them at the proctor workstation, where they can be constantly recharged. If you
need replacements, order them through your Supply Checklist.
Materials management
Different types of office supplies, hardware, and software are needed to operate the testing center. At the end
of each day, take inventory of what items were used and the remaining supply. Items such as ink cartridges and
earplugs are examples of these items. Make sure that your hardware (printers, fax machines) is in good working
order.
Inventory management is a key factor. Try to anticipate your material needs and order supplies accordingly.
Your test center supply order should be in accordance with the projected volume of candidates testing.
Rules for Shipping Equipment and Receiving Materials
If equipment malfunctions at your test center, corporate will send a replacement part or equipment and may
ask you to return the defective part. If this happens:
• Ship equipment back once you get a replacement piece and use the same packaging if possible.
• Ship UPS Ground unless otherwise directed.
• If no boxes are available, order the appropriate materials from UPS. Pack and place in the UPS drop box
or call for pickup.
• Always use your individual test center UPS account number.
• Check with VSS or the fulfillment team where, when, and how equipment is to be shipped.
• If your test center has UPS pickup available, only call for pickup if you do not have a UPS drop box or
the package will not fit within it.
• Send an email that lists the tracking number and delivery date to your regional test center manager and
the recipient.
Placing a supply order in a Pearson Test Center
All test centers should have a minimum of one month's (30 days) and a maximum of three months' (90 days)
supplies on hand. Unless otherwise noted, allow at least three weeks for supply order deliveries. Keep a record
of the supply order, listing the date of the order, item, and quantity of items.
Test administrator responsibilities:
Test administrators do not order supplies directly from the corporate office supply vendor. Instead, orders will
be submitted through the supply list to an assigned supply test administrator who has been appointed by the
regional test center manager.
Lead test administrators at each test center select supplies from the provided supply list. Once the lead test
administrator completes the order on the supply list form, he or she sends the form to the assigned supply test
administrator in an email or fax, whichever method the supply test administrator prefers. Lead test
administrators are limited to ordering only the items on the supply lists. If there is an item that they feel is
needed that is not on the list, the lead test administrator should contact the supply order test administrator,
who will need to get permission from the regional test center manager before placing the order. Regional test
center managers let test centers know when and how often to order supplies. There is a $30 minimum in order
to avoid shipping charges.
Supply order test administrator responsibilities:
There are at least two supply order test administrators per region, appointed by the regional test center
manager. Each supply order test administrator is assigned specific test centers and is responsible for placing
orders. If one supply order test administrator is on vacation or out sick, another supply order test administrator
can step in to cover.
Supply orders from the test centers are received in an email or fax, whichever method the supply order test
administrator prefers. When and how often supplies are placed is decided between the regional test center
manager and supply order test administrator and is conveyed to the test centers. Test centers and supply order
test administrators are limited to ordering only the on the supply list. If supply order test administrators receive
requests for items that are not on the list, they must get permission from the regional test center manager
before placing the order.
Rules for shipping and receiving equipment
Declared Values for Shipping
• Monitors: $250.00
• CPU: $900.00
• Router: $1500.00
• Hub: $700.00
• Personal laptops: $1500.00
• Fingerprint scanners: $8000.00
• Fingerprint PCs: $1500.00
Keep a record of tracking information numbers supplied by UPS on shipments. These numbers are assigned
whenever a shipment is sent through their service. When you return equipment to the corporate office,
package equipment using the original box and packing materials, if available. If your test center does not have
the original packaging, it may be necessary to obtain packaging materials from UPS or the corporate office.
Obtain a claim number if a UPS representative determines that damage has occurred.
A claim number is different from a tracking number.
Receiving equipment
• After you receive a shipment containing replacement equipment, check for damage to the carton or
shipping crate.
• After you receive the equipment, keep all shipping cartons secure until the merchandise has been
determined to have shipped safely and is not damaged. Pearson VUE cannot make a claim without
the container and packing material used to deliver the shipment.
• The test administrator must notify the regional test center manager when any equipment has been
received.
Test Center Packages
The standard shipping procedure for returning packages to corporate is to send packages on the last test day
of the week through UPS Second Day Air unless instructed differently in the exam sponsor client reference.
Reimbursement of purchased supplies
At times, test center staff must purchase items using their personal funds. This should only occur with the pre-
approval of your regional test center manager. Reimbursement of these items is obtained by filling out an
expense form in Oracle.
If you are uncertain about the reimbursement of a purchased item, contact your regional test center manager.
You must list the purchased items and submit the original receipts from all purchased items along with a copy
of your expense report.

Chapter 4 Daily Startup and Shutdown

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Chapter 4 Daily Startup and Shutdown

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Daily Startup and Shutdown

This chapter contains the following sections:

Daily startup summary

Unlocking the door and disarming the security system

Logging in on the workstations

Checking the schedule in Admissions Manager

Checking the schedule in Site Manager

Checking the schedule in the IntelliVUE reporting application

Testing the admissions data equipment

Setting up the proctor workstation

Daily shutdown summary

Filing and deleting backup files and documents

Creating and updating cases

Checking email and voicemail

Checking the schedule

Shutting down equipment

Turning off the lights

Arming the security system

Weekly shutdown procedure

Unlocking the door and disarming the security system

Disarming the security system

Handling false alarms

2. Contact your test center manager.

Logging in on the workstations

• Exam delivery workstations

Username: test[five-digit site ID #]

• Pearson VUE applications

When you check the headphones, complete the following tasks:

Follow these steps to test the headphones:

The Sound window appears.

2. On the Playback tab, click Speakers, and then click Properties.

The Speakers Properties window appears.

5. Select Asterisk in the Program Events list.

You should hear a sound when you click Test.

7. When you are finished, click OK to close the window.

Checking the schedule in Admissions Manager

Candidate The name of the candidate.

Client The name of the exam sponsor offering the exam.

CCID The candidate's client ID number.

Exam The identification code or number assigned to the exam.

Length The length of the exam in minutes.

These are the most common status messages:

Status message Meaning

Event will be ready within x

Delivery started The exam is in progress.

Delivered The exam was successfully delivered.

Checking the schedule in the IntelliVUE reporting application

Testing the admissions data equipment

• Candidate photo camera

Follow these steps to perform the tests:

The Test Admissions Equipment window appears.

Signature pad Capturing and verifying signatures

Digital ID authentication (DIA) Performing DIA

Palm vein Capturing a palm vein pattern

Candidate photo camera Capturing a photograph

Setting up the proctor workstation

An introductory screen appears, followed by the Login window.

a. Launch ChateauXP from the proctor workstation.

b. Move Admissions Manager and any other applications to monitor 2.

Cleaning and organizing

Perform the following tasks as part of the daily shutdown process:

• Dust the furniture and vacuum the floors when needed.

Test center request

Test center fulfillment