U.S. Office of Personnel Management www.opm.gov - Recruiting, Retaining and Honoring a World-Class Workforce to Serve the American People

Introduction

Administering the written test is perhaps the most important aspect of the examining process. The atmosphere the test administrator creates in the test room and the attitude the test administrator displays in performing his/her duties is extremely important. The test administrator's manner, bearing, and attitude may well inspire confidence in competitors and put them at ease while participating in the testing process.

Test administrators should make certain that they and their monitors are well prepared to administer the test. There is an understandable tendency on the part of some test administrators to develop their own style of conducting tests because they have conducted the same test many times and are certain that they can do it correctly. While we encourage the creation of a personal style in establishing a good relationship with competitors, we consider it equally important that test administrators not deviate from the directions for conducting the test. The following material should serve as a reminder of decisions to be made before, during, and after each test. In addition, it should eliminate confusion and uncertainty that sometimes arises when administering tests.

Preparation for the test

It is important for test administrators to understand the nature and purpose of the particular test. What type of test is being given? What job(s) is it used to fill? What is the reason for giving this particular test? Is it a regularly scheduled or a special test situation?

To the extent possible, test administrators should:

• To ensure that the room is large enough to accommodate all competitors comfortably with adequate light and ventilation and that the noise level will be such that competitors will not be distracted.
• Seating arrangements are such that all competitors will be able to see any instructions written on a blackboard such as time the test will end, etc.

• To ensure that there is no conflict with other scheduled tests or with other functions- the test must not be interrupted.
• Monitors know they are to be in the examination room in advance of the scheduled time. A minimum of 30 minutes is recommended; for some situations where more specific advance preparations are required, more time will be needed.

• Arrangements should be made for the proper number of test monitors. There should be one test monitor for every 30 competitors. The ratio of test administrators/monitors should be as follows:

Competitors, Test Administrators, Monitors
1 - 30, 1, 0
31 - 60, 1, 1
61 - 90, 1, 2
91 – 120, 1, 3

• Since only OPM trained test administrators may conduct tests, it is advisable to have an alternate, OPM trained test administrator, available in the event the scheduled test administrator is unable to conduct the test as planned.

• The test administrator should be certain that they have the correct tests and related materials, including the Directions for Conducting the Test (DFC), # 2 pencils, a timer (or stopwatch), a "Testing--Do Not Disturb" sign, and other supplies (scratch paper, etc.) as required by the DFC. Test administrators should count the number of test booklets at least twice to verify that they have received the correct number.

The test administrator should study the Directions for Conducting the Test (DFC) carefully before the examination. He/she should be familiar with:

• The general make-up of the test;
• Time limits involved;
• Special directions;
• Method of indicating answers;
• Any sample questions (if they are to be answered in the test room); and
• Any changes to the instructions in the DFC. These instructions will be provided by the appropriate OPM Services Branch.

The test administrator should review with the monitors the order in which materials are to be handed out and collected. He/she should also discuss how doors of the room are to be covered during entrance by competitors before the test and exit following the test.

(Note: Advance preparation can help preclude potential for compromise of test material by competitors leaving through unattended doors, taking test material with them - one of the more common reasons for reported test material losses).

Guarding against fraud or cheating

These steps can help reduce fraud or cheating in the test room:

• Physical seating arrangements and proper stationing of monitors are essential for the proper administration of a test;
• Careful adherence to the DFC, accurate timing and guarding against disturbing interruptions, all contribute to suitable test environment;
• Monitors should always be on alert to detect wrongdoing. Monitors should be stationed at the side or rear of the test room. Test administrators and monitors must never be occupied in reading or other distracting activities. Any observations of apparent cheating should be recorded immediately. Do not wait until the test is over. Notify your local OPM Services Branch immediately after the test of any instances of cheating, fraud or test compromise/loss.
• Alertness in the test room should be tempered with a positive, helpful attitude. While the test must be carried out in a thorough and fair manner, test administrators should not become so extreme as to give the appearance that they trust no one.

Guarding against competitor impersonation in the test room

Impersonation can result in debarment of a competitor from Federal employment.

Methods of detecting possible impersonation:

• Comparing date of birth with obvious age, sex, name or known personal identity; and
• Observing a competitor's behavior will help in detecting possible impersonation.
  

Persons suspected of impersonation should be requested to sign in a second time. If the competitor refuses to cooperate, the test administrator should allow the competitor to take the examination. Test administrators should not outwardly accuse any competitor of impersonation. Any discussion with persons suspected of impersonation should be carried on without disturbing other competitors.

After the test session, the test administrator should collect the competitor’s test material and keep it separate from other competitors’ answer booklets. The test administrator must attach a full detailed report to the test papers of any competitor suspected of impersonation and send them to your local OPM Services Branch.

When fraud or cheating occurs

When fraud or cheating occurs:

• Your local OPM Services Branch will review reports of cheating or fraud submitted by test administrators and send copies of the report to the OPM Test Security Officer;
• In all cases, an investigation of the incident must be conducted by your test control officer. If the test administrator suspects cheating or fraud has occurred, void the examination, even if the investigation is inconclusive;
• OPM will then notify the competitor that his/her test is canceled and the reason for such cancellation. The competitor will be notified that he/she may continue to participate in future tests, but he/she should be cautioned about his/her future conduct in the test room; and
• If the results of the investigation definitely establish the existence of cheating or fraud, the OPM Test Security Officer will prescribe additional action.

Instructions for conducting the test

These instructions should be followed when conducting the test:

• A "Testing--Do Not Disturb" sign must be posted outside the room's primary entrance.

• Test administrators will collect admission notices or complete other registration procedures.
• All competitors must sign and print their names on a sign-in roster, as well as present a picture ID before admission to the test room

• Desks should be cleared of all personal items

• Sufficient test booklets, answer sheets, pencils, and scratch paper should be on hand.
• Test booklets must be counted (at least twice) before being distributed to competitors

• Materials should be distributed according to predetermined order. To avoid test security problems, the test administrator and/or monitor should hand distribute test material personally to each individual competitor.
• After the tests are distributed, a check should be made to ensure that each person has a test. If there is a discrepancy, the test administrator must stop and immediately resolve it; the test cannot proceed until this has been accomplished.
• After test booklets have been distributed to the competitors, the number of remaining test booklets must be counted. If multiple versions of a test are to be used, an equal number of all versions should be distributed by being passed out alternately

• Competitors are to be cautioned not to begin until told to do so.

• No competitors will be permitted to leave the room until they have turned in all test materials including scratch paper.
• Procedures of collection should be briefly outlined, assuring that materials are received individually from all competitors.

• All identifying information is to be written on the answer sheet only.
• Competitors must be instructed that they do not write any information on the test booklets (OPM reuses test material).

• Instructions should be given as directed. Included in each test package is a booklet containing the DFC
• The DFC should be studied before the test begins
• The directions are to be read exactly as shown – test administrators must not improvise. Just as poor physical conditions may affect the performance of some competitors, so will a test administrator who stumbles through the reading of the directions.

It is important for test administrators to remember that many competitors have not tested before and are not familiar with the forms or what is expected of them. Test administrators may find the following points helpful:

• A copy of the form should be shown to the competitors or clearly described to them as the directions for completing it are being read.
• Competitors should always be given enough time to fully answer all preliminary questions on the forms and answer sheets.
• If the directions are printed on the form or booklet, competitors should be instructed to read along silently.

• The test room should be scanned regularly to check for signs of competitors with puzzled looks or lack of understanding.
• Competitors should frequently be asked before the test if they have any questions.
• Questions are to be encouraged and answers given which are short and easily understood.
• Answers should be repeated as many times as necessary for complete understanding.
• Answers should be given in a manner that makes the competitors feel that their question is justified, even if it seems simple to the test administrator.
• Directions should be read in a warm, friendly, well-modulated voice.

• If practice questions are to be answered in the test room, the test administrator should circulate among the competitors to make certain that each competitor understands the directions.

• The signal to begin should be given in a matter-of-fact way
• The words of the DFC must be used exactly; a test administrator must not trust his/her memory. Substitution of a word - even one with the same literal meaning - may alter the tone of the direction.
• A test administrator should not insert exclamation marks in the reading. When the DFC says "READY, BEGIN the test," the test administrator should not read "READY, BEGIN!" This may stimulate speed and nervousness. Rather, the test administrator should say, "Ready," then glance around the room to be sure all competitors have pencils and materials in order. The words, "Begin the test," should be delivered clearly, but not so sharply as to suggest a violent push.

Test administrators should move quietly about the test room and, if necessary, make suggestions to individuals to make sure that:

• Competitors are marking answers in the proper manner; for example, applying appropriate pressure, within the lines on the proper section of the answer sheet.
• Competitors are continuing to go on to the next page of each section after finishing the previous page.
• Competitors stop at the end of each section as required.
• There is no copying from other competitors or other unfair practices.
  

In addition, no outside interruptions will be permitted; this includes distracting activity by test administrators or monitors such as unnecessary conversation, reading newspapers, or receiving telephone calls during the test. Monitors should be stationed at the side or rear of the test room, and must always be on the alert to detect wrongdoing. Any observations of apparent cheating should be recorded immediately.

Time limits must be observed precisely.

Those competitors still working when time is called must be instructed to stop immediately.

If competitors finish ahead of time, the test administrator may decide whether the papers may be turned in when finished, or whether they must wait until the group has finished.

The test administrator should normally cover this before the test starts by telling the group what the "ground rules" are.

• Normally, no one will be released during the last ten minutes of the test so that no last minute confusion poses a test security problem.
• Early departures should not be permitted when there is any question on accounting for all test material.
• If anyone abandons his or her test, the answer sheet should be noted in pencil at the top “ABANDONED.” The answer sheet should be put on the top of the stack for processing.

Giving examinations to persons with disabilities

It is OPM's policy to offer individuals with disabilities equal consideration for any job for which they can perform all duties efficiently and safely. In line with this policy, OPM arranges special examinations to ensure that the disabled have a fair chance to demonstrate their abilities.

You should be familiar with the most common of these special arrangements:

• An interpreter for the deaf;
• Larger print test booklets for the partially sighted;
• Readers for the test, tapes, and Braille for the blind;
• Enlarged answer sheets and/or test administrator assistance in marking answers for persons with motor-coordination disabilities.
  

The specific modified testing procedures will depend upon the individual competitor's disability. While method of administration can be modified for persons with disabilities, do not attempt to modify any examination.

You should contact your local OPM Services Branch to discuss specific areas, as well as refer to OPM’s “Guide for Administering Written Employment Examinations to Persons with Disabilities."

Disposition of materials

• Materials, including scratch paper, are collected, according to predetermined order. Any missing material must be obtained from the competitors(s) if possible. If necessary, competitors MUST be confronted with the fact that their test booklets are missing.
• Used and unused booklets and answer sheets are counted (at least twice), and the tally is recorded on the OPM 1291. Competitors are not to be dismissed from the test room until all test booklets are accounted for.
• A record should be made of any incidents observed that may tend to invalidate competitors' scores on the OPM 697 in the remark section. (Attachment 7)
• Competitors may not be allowed to wait in the test room for friends, test results, or for any other reason, after they have completed the test and turned in their test material.

Answer sheets

After competitors are dismissed, answer sheets should be carefully checked to verify that the test identification data (name, social security number, test number, test series, and test part) are properly entered and coded.

Typically, answer sheets should be packaged and sent (via Federal Express) to your local OPM Services Branch. The package should include:

• An identification of the test administered; and
• Instructions for providing test results to the agency.

Processing answer sheets

The local OPM Service Center will batch and send the answer sheets to OPM's Macon Technology Services Branch for scoring. When the scores are received in the OPM Services Branch from Macon, they will be forwarded to you. The answer sheets will be maintained in Macon.

FOIA requests for answer sheets

If you receive a request to review OPM test materials (including answer sheets) under the Freedom of Information Act, the Privacy Act, or as part of a court request, you should contact your local OPM Services Branch for appropriate instructions. In those cases where you have assumed responsibility for the scanning and scoring of the answer sheets, your local OPM Services Branch will provide separate instructions.

Performance tests

If you provide performance tests, you may obtain rating instructions from your local OPM Services Branch when needed.