Book room proctor training

1. Book room proctor training CHARTERED FINANCIAL ANALYST (CFA) EXAM June 2016

2. As a book room proctor, you are vital to a successful exam administration. • You maintain exam security by controlling the handling and distribution of the exam materials. • You facilitate the grading process by reconciling and packing the materials correctly for return shipment.

3. To prepare for your duties, please read pages 41-49 in the June 2016 Procedures Manual. • Make sure you understand all of the procedures. • Ask your supervisor if you have questions.

4. Set up the book room for efficiency and security. • Place work tables along the perimeter. • Place barrier tables between the work tables and the entrance. • Use signs to help with • crowd control.

5. Book room security: • Never leave the book room unattended. • Allow only authorized personnel in the restricted area of the book room (e.g., supervisor, assistant supervisor, EAS, book room proctors). Restricted Area

6. Supplies you’ll need: • Rubber bands • Strong shipping tape • Pens • Permanent markers • Materials provided by CFA Institute: • Envelopes for administrative paperwork and tickets • Plastic envelopes for answer sheets • New: Cardboard sheets to protect the answer sheets • These replace the black laminated sheets used previously

7. Organizing Exam Cartons Each exam carton is labeled with the contents: form number, level, session, and number of books. The labels are color coded to match the cover of the exam book. Use the labels to separate cartons by level and session. Do not open any exam cartons until exam day. 1XXX Level I Afternoon - 100 1XXX Level I Morning - 100 2XXX Level 2 Afternoon - 100 2XXX Level 2 Morning - 100 3XXX Level 3 Afternoon - 100 3XXX Level 3 Morning - 100

8. Exam Cartons Exams will be shipped to you in bright green cartons like these.

9. Exam Cartons The cartons will be taped with blue FedEx tape. • Use clear packing tape to seal your return shipment. You do not need to use blue tape.

10. For the AM session the carton labels and exam book covers are the following colors: • Level I – Brown • Level II – Blue • Level III – Purple

11. For the PM session the carton labels and exam book covers are the following colors: • Level I – Green • Level II – Orange • Level III – Gray

12. Special Print Exams If you have a candidate approved for a special print exam, the carton that contains the special print exam will be marked with a white label printed with blue lettering. Ask your designated supervisor for additional instructions. Special Print/Pack

13. Distribution of books – both sessions • Unpack only the books for the current session. • Confirm each carton contains the correct number of books, using the quantity shown on the label. • If the carton does not contain the correct number of books, • Notify your designated supervisor • Note the discrepancy on the Exam Book Log • Complete an Incident Report

14. Distribution of books (continued) • Set out the books to be picked up for each room or section. Ensure each proctor picks up the correct: • Session • Level • Number of books • Track the distribution of books on the Exam Book Log.

15. If section proctors ask you for additional exam books, call Supervisor Support before distributing the last exam book for any session/level. This includes AM and PM books for all levels. Please ask your designated supervisor if you have questions. Replacement/Supplemental Exam Materials

16. Collection of materials – AM session • Collect and count books returned by room proctors. • Record appropriate information on the Exam Book Log. • Collect answer sheets. • Ensure all materials are in roster order by room or section.

17. Collection of materials – AM session (continued) • Reconcile the Exam Book Log • Collect reports • Violation Reports • Suspected Cheating Reports • All other forms should be kept in the testing room or section for use in the PM session.

18. Collection of materials – PM session • Collect and count books returned by room proctors. • Record appropriate information on the Exam Book Log. • Collect answer sheets. • Collect admission tickets. • Ensure all materials are in roster order by room or section. • Reconcile the Exam Book Log.

19. Collection of materials – PM session (continued) • Collect all forms: • Candidate Rosters • Seating Charts • Incident Reports • Violation Reports • Suspected Cheating Reports • ID Reports • Passport Data Mismatch Logs • Packing Forms

20. What to pack: • All exam books (used and unused) • Answer sheets • Paperwork

21. Paperwork Pack rosters, reports, and other administrative paperwork in the envelopes labeled for paperwork. • Make sure ALL pages of the roster are packed, in order –even pages that are blank or for rooms in which all candidates were absent. • Place the rosters on top of the other forms.

22. Tickets • Make sure the tickets for each room/section are in roster order. • Arrange tickets for all rooms/sections in the order the room/sections are listed on the roster. • Pack tickets in the envelopes labeled for tickets.

23. Answer Sheets • Ensure answer sheets are in roster order. • Pack answer sheets, along with the cover sheet and cardboard sheets, in the plastic envelopes that are clear on one side. • Make sure the cover sheet shows through the clear plastic.

24. Please do not pack the following items: • Vests • Badges and lanyards • Procedures Manuals • Unused forms and signs • Unclaimed candidate belongings

25. Did you know? In June 2015, CFA Institute received: • 3,956 cartons of exam materials, • 223,418 answer sheets, and • 27,468 Level III essay exam books from 264 test centers around the world. That’s a lot of materials to sort, reconcile, and grade – in a very short time! That’s why it’s so important to follow the packing directions in the Procedures Manual (pages 43-48), the Exam Packing video, and in this presentation. By doing so, all of the shipments will be organized in the same way and CFA Institute can process them efficiently.

26. Special situations

27. If you have a Religious Alternate Date (RAD) exam… • RAD materials will be clearly marked with pinklabels on the top and side of each carton. • Separate the RAD cartons from the cartons for the regular exam date. • Store the RAD exam materials securely until the RAD exam date. • Do not open the cartons of RAD exam materials until the RAD exam date.

28. Packing RAD Exam Materials • Pack and ship RAD exams separately from the regular test center’s exams. Do not combine any RAD materials with the materials for the regular test center. • Be sure to label the boxes with the correct test center code.

29. If you have accommodated (ADA) candidates who have been granted extended testing time: • ALL materials for these candidates for the AM session AND the PM session (including the rosters) must be packed and shipped together. • If necessary, return the materials in a separate shipment from the main center’s materials. Call Supervisor Support for assistance. • See page 48 in the Procedures Manual.

30. Thank you in advance for all your hard work to handle exam materials properly and return them to CFA Institute promptly.