JVIDÊÓƵ

Scheduling an exam session

Instructions on how to schedule an Exams from Home (EFH) event are detailed on the EFH home page. Review all technical requirements and training materials prior to scheduling your first session.

When using the Exams from Home solution please note that there are two time limits you need to be aware of:

• Session time: the amount of time the virtual machine is active (approx 3 hours) or until the Test Candidate finishes the exam and disconnects from the session
• Exam time: the actual timed portion the Test Candidate has to complete the certification exam - between 45-60 minutes for all standard exams

Session time is used by the Test Candidate to log in, select their exam group and payment method, review the tutorial, ask the Exam Administrator (Proctor) any questions, review their results, send feedback, or to complete other similar tasks. If the Test Candidate arrives later than 30 minutes to their scheduled session, they will be locked out and need to reschedule their exam as there may not be enough overall time to complete all tasks as well as the exam itself.

Technical requirements (Exam Administrator - Proctor)

• Laptop or Desktop with Windows 10, Windows 11, or Mac OS X Monterey 12.x or higher
• Chromebooks with the most current operating system (OS)
• The language of your OS must match the exam language the Test Candidate is scheduled to take
• Keyboard and mouse
• Webcam (for the identity & environment check)
• Recommended minimum screen resolution of 1920 x 1080 (resolutions lower than the minimum will still work, but will require the user to scroll to the right or zoom out in order to see the Chat feature)
• The preferred internet browser is Chrome. Internet Explorer, Edge, and Safari are also acceptable
• A bandwidth download speed of at least 10Mbps*

 
Important: Before using the EFH product, we strongly encourage all Exam Administrators (Proctors) to test their bandwidth to verify it is adequate and ensure the session will not be interrupted. A reputable third-party site you may use is .
 
*Please Note: Using video conferencing software may put an additional burden on you and your Test Candidate’s bandwidth that may exceed the baseline technical requirements we have set forth above. JVIDÊÓƵ's Technical Support team will also not be able to troubleshoot any issues related to third-party software use.

User training for Exam Administrators (Proctors)

The following is a quick summary to the more detailed guide available below. Please review all available training materials before administering your first session.

1. You will schedule the event for up to 50 Test Candidates using the calendar tool.
2. You will receive two emails, one for yourself and one to forward to each Test Candidate.
3. Five minutes prior to the scheduled session time, you will log in using the session link in the email to start the Exam Administration Dashboard tool. The tool will show each of the joined Test Candidates in separate windows on the page.
4. Each of the Test Candidate's sessions in the Dashboard will have a Chat window to communicate.
5. At session time, the Test Candidates will log in. You will check the Identity & Environment of each participant (see the Identity & Environment section on this page). 
6. You will guide each Test Candidate through the exam launch process and then unlock each exam with your JVIDÊÓƵ credentials.
7. You will monitor from the Dashboard in case any issues should arise.
8. The Test Candidate takes their exam, reviews their score report, and then exits from the session.
9. Once all Test Candidates are finished, you sign out of the Dashboard tool.

Exam Administrator user guide

Exam Administrator Guide

Process summary

On the Verify & Unlock Exam screen in Compass, the Exam Administrator (Proctor) verifies the Test Candidate's identity and environment before unlocking the exam.

To facilitate the verification process, Exam Administrators can use a video conferencing platform, like Zoom, Microsoft Teams, Google Meet, FaceTime, or other options. Test Candidates will need a webcam or other device with a camera capable of joining the video call in test centers where verification and monitoring by video are required. Given the limited time frame of the Exams from Home sessions, we recommend performing this immediately before the start of the exam session.
 

Identity Check

Confirm the identity of the Test Candidate. For example, in test centers where verification by video is required, if the candidate is not immediately recognizable the Exam Administrator could direct the candidate to present a school or government-issued photo ID to the webcam, then compare the photo to the live candidate.

Environment Check

Validate that the test candidate has followed the steps to prepare their environment for taking the exam:

• The candidate should be in a private, quiet, well-lit room
• The candidate should clear their workspace:
  • The candidate should only have their computer and accompanying keyboard, mouse, and webcam
  • The candidate is not allowed to use multiple monitors
  • The candidate is not allowed any recording devices (including paper, pens, pencils, cameras, etc.)
  • Unless specifically cleared by the exam administrator as a means of communication with the candidate, the candidate should not have a mobile device within reach
• The candidate should remove all non-religious head coverings

Verifying candidate identity and environment

Unlock the Exam

When the candidate has met the qualifications, check the box to certify that you have validated the candidate identification and environment, enter your proctor credentials, and then unlock the exam.

Monitoring the candidate during the exam

After verifying the candidate identification and environment and unlocking the exam, exam administrators monitor the candidate during the exam.

In test centers where monitoring by video is required, you can direct candidates to join a video call where you can see all candidates during their exam.

If you suspect the candidate is not abiding by the rules of the examination, contact the candidate directly to verify the situation. If you need to terminate the session due to a candidate infraction, direct the candidate to close their web browser and contact JVIDÊÓƵ immediately at 888-222-7890. If technical support is needed, contact JVIDÊÓƵ for help.

Additional items to watch out for:

• In the Dashboard tool, each candidate machine should only have one IP address join and exit once during the session. If more than one unique IP address joins, contact the candidate immediately. Make sure that no one else has access to the candidate link. If the same IP address joins and exits repeatedly, the candidate may be having internet connectivity problems (these gray message boxes appear in the bottom right-hand corner of the screen)
  
• In test centers where monitoring by video is required, if the candidate leaves the view of the webcam, someone else enters the private space, or you hear non-compliant activity, contact the candidate immediately

Ready for your Exam?

After you have reviewed the training materials and scheduled your session, see our exam readiness checklist to review a list of common issues that can be addressed prior to your session.

Frequently asked questions

Q: How do I cancel a session?
A: As long as you are at least 1 hour prior to the scheduled start time you can cancel your session. Log in to our website and access the EFH calendar dashboard. Locate your scheduled session, click on the "More" button at the end of the row, then click "Cancel" in the dropdown.

Q: What if I scheduled a session for 20 (or any number) of Test Candidates and I know before exam day that 1 or more can not attend?
A: Even if 1 Test Candidate cannot make it you should cancel your existing session and schedule a new session for the exact number of participating Test Candidates so that no virtual machines are wasted. You will not lose your place in line, or your desired date/time, as long as you perform the cancellation and reschedule at least 1 hour prior to your desired start time.

Q: What should I do if I suspect the Test Candidate may be cheating?
A: Please review our Exam Administration policies and follow the steps outlined in the “Cheating” section.

Q: Does the Secure Browser that the Test Candidate needs to take their exam require Admin Rights to download?
A: The Secure Browser for Windows and Mac is not an installed program, it’s a few files temporarily running in memory during the session and should not require Admin Rights to execute. However, permissions or parentals access controls could be implemented within a browser or security software to prevent browser downloads or the execution of program files, and such permissions would need to be relaxed temporarily to allow this to occur. For Chromebooks, the app is installed locally, and managed devices may require the app to be allowed to install, or be by an IT Admin. See the Test Candidate User Guide for more information.

Q: How does the Test Candidate communicate with the Exam Administrator (Proctor) during exam launch?
A: A chat feature is part of the secure browser that Test Candidates will download and install. A Test Candidate can click on the blue "Show/Hide Chat" button on the right-hand side of the screen to open or minimize the chat window and communicate with the Exam Administrator (Proctor) outside of the timed portion of the exam.

Q: Can multiple Exam Administrators (Proctors) join the same Proctor Dashboard?
A: Yes, another Exam Administrator (Proctor) associated to your CATC could join. However, keep in mind that you would be sharing focus (mouse and keyboard control) with any other person that joins and only one person could “drive” at any given time.

Q: Can I schedule multiple calendar events at the same hour in order to deliver different exams to our Test Candidates at the same time?
A: Yes. You would launch one set of up to 50 candidates using your unique Exam Session Link and manage the sessions in one browser window/tab, but at the same time launch another set of up to 50 candidates with a different link in a separate browser window/tab. We recommend trying Exams from Home with just one session and only 10 candidates before attempting larger sessions, or multiple sessions, to ensure you are providing the best experience for your Test Candidates. 

Q: What if I have not received my session hyperlink by the time our scheduled session has begun?
A: We will be sending out the emails within 5 minutes after a session is scheduled in the calendar. If you have not received your email within that time, please check your spam folder. If you still have not received the emails, log in to the calendar again and click the “More” button at the end of your calendar session and click “Send confirmation email”. If you continue to experience issues receiving your communications, please delete the session and create a new event.

Q: What happens if a Test Candidate tries to join a session before the session is active or after it has ended?
A: They will be met with an “Access code is not active...” message. If they log in during the session but you are not ready, they will sit in the Lobby until you have started the session.

Q: What is video conferencing software used for?
A: Third-party video conferencing software may be used to communicate with your Test Candidates (outside of the timed portion of the exam or in the event of a technical issue). It may also be used for identity and environment checks. It will never be used to communicate with a JVIDÊÓƵ representative. Using such software will occur simultaneously with your separate virtual session(s) occurring within the Proctor Dashboard tool. Third-party video conferencing software may only be used to communicate with your Test Candidates during said scheduled session; they cannot be used to administer the actual exams - only the JVIDÊÓƵ Proctor Dashboard can deliver the virtual sessions. Note that using video conferencing or other software may put an additional burden on you or your Test Candidate’s bandwidth that may exceed the baseline technical requirements we have set forth for the Exams from Home solution. JVIDÊÓƵ's Technical Support team will also not be able to troubleshoot any issues related to third-party software use.

Q: The Test Candidate requires an ADA accommodation; can I still apply for one with Exams from Home?
A: Yes. ADA accommodations are supported in the Exams from Home solution in the form of extended testing time for pre-approved candidates. However, accessibility tools such as JAWS and other screen readers are not supported in Exams from Home. JVIDÊÓƵ’s Compass for Windows and Compass for Mac locally installed solutions still support all forms of accommodations detailed on our ADA page.

Note: With the current iteration of Exams from Home, there are no longer special calendar blocks for ADA that must be selected when scheduling an exam session for a Test Candidate with an accommodation. Simply schedule a Test Candidate that is already approved for an accommodation, and they will have extended time when they launch their exam. If a Test Candidate does not have extended time but has been approved, please contact Customer Service (it can take up to 10 days after submitting an ADA request and all supporting documentation to be approved).

Q: Can we schedule a mix of ADA-approved Test Candidates along with regular-time Test Candidates in one scheduled exam session event?
A: Yes. Since the accommodation approval “flag” comes from the Test Candidate’s profile, EFH will adapt to the different types of exam lengths and stay active as long as required (or until the exam time runs out). However, this scenario will require the Exam Administrator (Proctor) to potentially stay monitoring the Test Candidates with accommodations through the JVIDÊÓƵ Dashboard for a significant time longer than regular-time Test Candidates.