TUTORIAL
Using Site Manager and Delivery Manager
Managing your Test Center, Admitting and Testing Candidates
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Contents
Welcome!
This training module will begin with a section that provides you with step-by-step instructions for using Site Manager. It will cover these main topics:
Part I: Site Management Using Site Manager
Part II: Adding New Users
Part III: Adding Contact Information
Part IV: Creating Testing Availability
Part V: Site Manager for Admissions Overview
Part VI: Viewing your Schedule and Admitting Candidates
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Part I: Site Management Using Site Manager
This section will explain how Site Manager works for
managing your test center.
Site Manager: Overview of the features
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Providing you with your test center’s unique Site ID
Adding, editing, and deleting new users
Entering directions to and information about your test center
Entering contact information for your test center
Specifying your schedule for offering exams and the hours you will be open and closed
Viewing the list of exam sponsors for which your test center is authorized to deliver
Site Manager allows you to manage your test center. This includes:
Site Manager is also used to admit candidates for exams, which will be explained later.
Part I: Site Management Using Site Manager Site Manager: Overview of the Application
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GET NEW AND MAKE PRETTIER!
Site Manager is installed on the Admin workstation.
To open, go to Start, All Programs, VUE Applications, Site Manager.
Part I: Site Management Using Site Manager Site Manager: Overview of the Application
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When you log into Site Manager, the Schedule view will be displayed. From this window you will be able to navigate to other areas of Site Manager:
AssetsAllows you to assign workstations for delivering exams.
PersonnelAllows you to add and edit users.
ScheduleAllows you to view the schedule and admit candidates for exams.
Local SiteIndicates your Site ID* and allows you to connect to the Pearson VUE HUB to create open hours, enter contact information, and add directions to your test center.
Exam MonitorAllows you to view status of candidates taking exams.
*Site ID: Your Site ID is a unique number assigned to your test center. You should always know what your Site ID is and you can find it easily in Site Manager.
Part I: Site Management Using Site Manager Site Manager: Overview of the Application
Notactivated
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Before you can offer exams to candidates, your test center mustbe set up properly in the Pearson VUE system.
Usernames and passwords must be created for test administrators sothey can deliver exams and use the Pearson VUE system.
Directions must be available so that candidates may find your testcenter.
Billing and contact information must be provided so that Pearson VUEmay contact your test center.
Your test center must show at least 4 available open hours so thatcandidates may schedule exams.
Part I: Site Management Using Site Manager Site Manager: Overview of the Application
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Part II: Adding New Users
This section will explain how to:
Add and edit new users
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Usernames and passwords provide test administrators with access to the Pearson VUE applications
and VSS website.
Test administrators must be assigned their own unique username and password set up in Site Manager.
All test administrators with usernames and passwords must be certified to deliver exams.
Usernames and passwords must not be shared among other administrators or employees at your test
center.
Usernames and passwords must not be posted on your desk or anywhere that another person can view
them.
When an administrator leaves, you must delete the username and password from Site Manager.
Pearson VUE reserves the right to suspend your test center for violating any username and password
rules.
Part II: Adding New UsersBackground Policies/Information: Adding and Editing Users
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Log into Site Manager.
Click on the Personnel
Folder.
Click on the Connect
button.
Clicking the Connect button will connect you to the Pearson VUE HUB database so that the information will be saved “real-time.”
Your Internet connection speed will determine how quickly you get connected.
The following steps describe how to enter a new user:
Part II: Adding New UsersSite Manager: Entering New Users
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Enter the administrator’s
name, phone number, fax,
and email address.
Enter a username for the
Administrator.
The username should be unique to the test administrator.
Click on Password.
Part II: Adding New UsersSite Manager: Entering New Users
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Enter your Site Manager
password.
Enter and assign a
password to the new user.
The username and password will be used to access all Pearson VUE applications and the VSS website.
Click OK.
Part II: Adding New UsersSite Manager: Entering New Users
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Users are expected to set up a unique password and security questions.
If you need to change/update your security questions or password, you may click the “Manage Account” button after you enter your user name and password. You will be able to change your password and/or security questions and answers.
Click Save & Close to save your changes or Cancel to cancel.
Part II: Adding New UsersSite Manager: Passwords and Security Questions
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Select the permissions you
wish to assign to the new
user.
Only certified administrators should be given the “May admit candidates and deliver exams” permission.
For most administrators, you should generally assign all other permissions except “May add and edit (other) users.”
Click Save.
The new user will appear under the Personnel tab on the left.
Part II: Adding New UsersSite Manager: Entering New Users
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Click on the Personnel tab
and select the user you wish
to edit or delete.
If you are making an edit,
change the information in the
appropriate location and click
Save.
If you are deleting a record,
click Delete.
Click Yes to delete the user.
The following steps describe how to edit and delete users:
Part II: Adding New UsersSite Manager: Entering New Users
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Part III: Adding Contact Information
In this section you will learn how to:
Add contact information for your test center:
Directions, location, and phone numbers
View which exams you are authorized to deliver.
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Click on the Local Site folder.
Notice that your Site ID is displayed here.
Click on the Connect button.
The following steps describe how to enter contact information:
Part III: Adding Contact Information Site Manager: Entering Contact Information
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Click on the white space
corresponding to the contact
type under the User column.
The initial view after connecting displays the Identity tab.
A drop-down menu listing all of the users in Site Manager will appear.
Chief Administrator: Main test administrator.
Select the appropriate user as
the contact.
Click Save.
Part III: Adding Contact Information Site Manager: Entering Contact Information
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While in the Local Site folder,
click on the Address tab
Enter your test center’s
address.
Make sure you enter the address correctly. The Pearson VUE system will match your address to a coding system in the online Internet map service Mapquest
Enter detailed directions toyour test center.
Click Save.
The following steps describe how to enter address and directions:
Part III: Adding Contact Information Site Manager: Entering Contact Information
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Click on the Authorized tab.
A list of all exam sponsors you may deliver exams for will be listed.
The following steps describe how to view exam sponsors:
Part III: Adding Contact Information
Site Manager: Viewing Authorized Exam Sponsors’ Addresses and Directions
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Part IV: Creating Testing Availability
In this section you will learn how to:
Create open hours for your test center through
availability rules
Edit availability rules
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Open hours determine when candidates can schedule exams at your test
center.
The hours you enter in Site Manager must be current and up-to-date. Enter open rules for the hours you wish to deliver exams. Enter closed rules for the hours or days that you wish to be closed;
doing so will ensure that candidates do not schedule exams when you are not available to administer them.
Whenever your test center must change hours of operation or close, you must
always remember to change your hours in Site Manager.
Before you modify your hours, you should always look to see if you already
have candidates scheduled so that you may reschedule them if necessary.
Part IV: Creating Testing Availability Background Policies/Information: Entering Availability
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While in the Local Site
folder, click on the
Availability tab.
Click on the New Rule
button.Enter a name for your rule.
Give your rule a name that reflects the nature of the rule, e.g. Regular Schedule, Business Hours, Open, Closed, New Year Holiday, Summer Break, etc.
Select either Open orClosed for the rule type.
The following steps describe how to enter open and closed hours:
Type
Part IV: Creating Testing Availability Site Manager: Entering Availability
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Enter the dates that the rule
applies to by clicking the
calendar icon.
For open rules: If you do not enter dates, the system will assign the rule indefinitely into the future beginning immediately on the current day.
Closed rules require dates.
Part IV: Creating Testing Availability Site Manager: Entering Availability
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Enter the times that the rule
applies to.
The time defaults to AM, so be sure to indicate PM if needed.
If you do not indicate a time, the system will apply it to the entire day, 12:00am-11:59pm.
Part IV: Creating Testing Availability Site Manager: Entering Availability
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Select the days of the week the rule applies to.
In this example, the test center is open on Mondays, Wednesdays, and Fridays.
Click Save.
Make sure that you verify the rule is correct before saving.
If you did not enter dates, you will receive an alert message indicating that the rule will take effect immediately. Click No to save the rule without a start date.
As soon as the rule is saved, candidates can begin scheduling exams.
Part IV: Creating Testing Availability Site Manager: Entering Availability
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Highlight the rule you want to change.
Click Edit Rule.
Make the necessary changes.
In this example, the test center rule was changed from open to closed.
The rule name was also changed to reflect the change in rule type.
Click Save.
Type
Part IV: Creating Testing Availability Site Manager: Editing and Changing Availability
When the rule has been saved, it will appear under the Rule Name column. The following steps describe how to change open and closed hours:
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Select the rule you want to
delete and click Remove
Rule.
Click Yes to delete the rule.
The following steps describe how to delete an availability rule:
Part IV: Creating Testing Availability
Site Manager: Deleting an Availability Rule
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Assign easily recognizable names to your rules: Summer Holiday Closed: Closed in summer September Business Hours: Hours open in September Classroom Closed for Training: Classroom will not be available
Make sure you have closed rules entered well in advance: As soon as you know holidays and schedule interruptions, enter
them into Site Manager.
Before making any changes to your open hours and schedule, make sure
that candidates are not already scheduled: Candidates will arrive to take an exam, but you will not be there! Candidates will not be happy if you change your hours without
notifying them.
Part IV: Creating Testing AvailabilityTips: Availability Rules
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This section will explain what how Site Manager works for
admitting candidates to your test center:
Site Manager: Overview of the features
Part V: Site Manager for Admissions Overview
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Viewing your test center’s exam
schedule
Admitting candidates for exams
Viewing exam status information
Site Manager allows you to admit candidates for exams. This includes:
Part V: Site Manager for Admissions Overview Overview of the Application
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Time: Time, listed by hourly time slots, at which the candidate is scheduled to begin the exam.
Candidate: Name of the candidate Client: Sponsor of
the exam
Exam Code: The exam identification code or number.
Length: Length of the exam, in minutes
D (Deliverable):“X” in this box = the exam is available for delivery.
An empty box = the exam has not been downloaded. A (Accommodations):“A” in this box = special accommodations have been granted for the exam.
Part V: Site Manager for Admissions Overview Overview of the Schedule
Next and Previous
Allows you to view the next week and previous week’s schedule.
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Type
Exam information
Provides additional information regarding the exam.
Refresh Schedule
Refresh schedule will update your schedule when you have run RMA.
Revoke Admission
Allows you to reverse the admissions process and “unadmit” candidates for their exam.
Allows you to print your schedule.
Part V: Site Manager for Admissions Overview Overview of the Application
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Part VI: Viewing your Schedule and Admitting Candidates
In this section you will learn how to:
View your test center schedule
Admit candidates for exams
Take photographs of candidates during the
admissions process
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Part VI: Viewing your Schedule & Admitting Candidates Site Manager: Viewing Your Schedule
Log into Site Manager.
Click on the day you want to
view the schedule for.
Scroll down to see how many
exams are scheduled in each
time slot.
The following steps describe how to view your schedule:
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If you want to see schedules for other weeks,click the Next or Previousbuttons.
In this example, there are 4 candidates scheduled on Tuesday, June 19th. On June 20th, there is one candidate in the 7:00am time slot, and one on June 21st, one in the 9:00am time slot.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Viewing Your Schedule
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Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
From the Schedule folder in
Site Manager, locate the date
and time of the exam.
Highlight the candidate’s
name that you want to admit.
Verify and check that the
exam is deliverable in the “D”
column.
Download exams by running
RMA, if necessary, and click
Refresh Schedule.
Site Manager will walk you step-by-step through the admissions process. You must admit candidates in Site Manager before you can launch the exam. The following steps describe how to admit a candidate for an exam:
Type
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If you try to deliver the
exam early, a warning
message appears
indicating that you may be
violating the exam
sponsor’s policies.
You will need to call Pearson VUE VSS technical support to obtain an override code, if the exam sponsor permits.
Type
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Verify and check the
candidate’s name in the upper
left-hand corner.
The Admissions Manager window will be displayed. This window will walk you through all of the required admission steps.
View the admission steps on the
left, and the instructions on the
right.
Click Next after you have
requested two forms of ID.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Verify and check the
candidate’s ID.
Click Next.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Ask the candidate to sign
the signature pad and click
OK.
Compare the signature to the signature on the candidate’s ID.
Click Accept.
Click Next.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Take the candidate’s photo
then click OK.
Make sure the photo shows a clear view of the head and the top of the shoulders.
You can switch from Live and Freeze to take the picture as many times as needed.
Click Next.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
Important Note: If you are unable to take a picture, the candidate cannot test!
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Distribute the Rules Agreement.
Candidates who provide a digital signature do not need to sign the document.
Each exam sponsor has different admissions steps.
Click Next.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Ask candidates to store personal belongings
Candidates are not permitted to bring personal items into the testing room
Click Next.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Give the candidate an
erasable noteboard and
pen.
Click Next.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Click the Admit button.
The candidate is now admitted for the exam and you can launch the exam.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Candidates are required to sign a log sheet
before entering the testing room to begin
their exams.
Candidates must sign the log sheet each
time they enter and exit the testing room.Some candidates may take breaks and will
need to sign in and out on the log sheet.
Test Administrators must also sign this log
sheet and store the log sheets for 12
months.
Part VI: Viewing your Schedule and Admitting CandidatesBackground Policies/Information: Admissions Policies
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Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Revoking an Admission
Site Manager will allow you to revoke an admission in case you admit the incorrect candidate. You must do this BEFORE the exam has started. The following steps describe how to revoke an admission:
Highlight the candidate’s
name.
Click the Revoke
Admission button.
Type
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Verify and check the
information for the exam you
wish to revoke.
Click Revoke, then Yes.
The candidate’s admission is now revoked. The exam can not be launched unless you admit the candidate again.
Part VI: Viewing your Schedule and Admitting Candidates Site Manager: Admitting Candidates
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Now it is time to test the candidate!
The second part of this training module will provide you with instructions for using Delivery Manager:
Part I: Delivery Manager Introduction and Overview
Part II: Launching Exams
Part III: Managing Breaks
Part I: Delivery Manager Overview
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Part I: Delivery Manager Overview
This section will explain how Delivery Manager works:
Delivery Manager: Overview of the features
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Launching exams
Managing breaks
Ending exams
Delivery Manager allows you to manage candidates’ exams. This includes:
Part I: Delivery Manager Overview Overview of the Application
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Delivery Manager is installed on the test delivery workstations.
To open, click on the icon installed on your desktop
Part I: Delivery Manager Overview
Overview of the Application
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When you log into Delivery Manager, the Appointment Selection window will be displayed. From this window you will be able to launch exams:
Candidate InformationAllows you to view the schedule and start candidate exams.
CalendarAllows you to view status of candidates taking exams.
Admitted StatusIndicates candidates who have been admitted in Site Manager.
Part I: Delivery Manager Overview
Overview of the Application
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Part II: Launching Exams
This section will explain how to start exams for candidates:
Launching Exams: How to start an exam and what the
exams look like.
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Log into Delivery Manager.
You will need a username and password assigned to you from Site Manager.
Highlight the candidate whose
exam you want to launch.
Verify and check the candidate’s
information and exam.
Click Start.
The candidate’s exam will begin after you click Start.
Some exams contain introductory screens that are not timed, such as a tutorial.
The following steps describe how to launch exams:
Part II: Launching Exams Delivery Manager: Launching Exams
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This exam contains an introductory
screen providing basic exam
information to the candidate.
Candidates must click Next to go to
the next screen.
When the candidate’s exam has
finished, a score report will
automatically print at the printer.
The following shows a sample exam in Delivery Manager:
Part II: Launching Exams
Delivery Manager: Launching Exams
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Part II: Launching Exams
Viewing Exam Status in Site Manager
Site Manager communicates with Delivery Manager and will allow you to see the status of the candidate’s exam. The following steps describe how to view exam status:
Click the Exam Monitor
folder.
This candidate is In Progress and testing.
Type
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Part III: Managing Breaks and Stopping Exams
This section will explain how to:
Manage Breaks: How to put exams in break mode
Stop Exams: How to stop an exam for emergencies or
technical problems
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Part III: Managing Breaks and Stopping Exams Delivery Manager: Managing Breaks
During the exam, concurrently press the
CTRL+SHIFT+F12 buttons.
Select Start unscheduled break.
Click OK.
A break screen will appear as shown in the bottom graphic, indicating the break information and times.
Have the candidate sign out on the log sheet.
When the candidate returns, have the candidate sign
the log sheet.
Click the Resume button on the break screen.
The following steps show how to manage breaks:
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Part III: Managing Breaks and Stopping Exams Delivery Manager: Stopping Exams
Fire drillsPotential candidate misconductMajor distractionsEmergencies when time still permits exams to be stoppedTechnical Problems
Press CTRL+SHIFT+F12 on the candidate’s workstation.A Login dialog box displays.
Type your username and password, and click the Login button.
The Administrator Overrides dialog box displays.
Click the Stop the exam option, then click OK.
In some cases, you may need to manually stop a candidate’s exam. This procedure stops the exam and the exam clock so the candidate does not lose any testing time.
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Part III: Managing Breaks and Stopping Exams Delivery Manager: Resume a Stopped Exam
When the candidate returns, have the candidate signthe log sheet.
Click the Resume button on the break screen.
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Candidates are permitted to take breaks during the exam, but they
will lose time on the exam.
Remember! Candidates must sign the log sheet every time they enter or exit
the testing room.
Candidates are not permitted to study during breaks nor access personal items.
Depending on the exam, an official or unofficial score report will
automatically print when the exam is finished.
Give the report to the candidate immediately after the exam.
Part III: Managing Breaks and Stopping Exams Background Policies/Information: Managing Exams
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You have finished this training module.
Practice using Site Manager and Delivery
Manager by creating a candidate record for
yourself, and then registering yourself for your
Certification Exam or TDFTs (a dummy practice
exam).
CONGRATULATIONS