CPO Test Supervisor Guide Table of Contents

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PHTA CPO Instructor Proctor Instructions ……………………….……. 2 – 6

CPO Handbook eBook Access on TesTrac OR within

People Cert ………………………………………………………………… 7

Candidate Registration Procedures for Proctors ……………………… 8-12

Candidate Procedures for TesTrac’s Online Scheduling Site

with People Cert …………………………………………………………...13-35

Example Letter to Candidates ….............................................................36-38

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PHTA CPO Instructor Proctor Instructions

Introduction

This document covers the responsibilities of CPO Instructor proctors and the

procedures to be followed before, during, and after each exam administration.

Adherence to these procedures’ security and accuracy for PHTA Professional

Certification Exams. Test scores are meaningful only if the same instructions and

procedures are followed by all proctors and candidates.

The procedures outlined in this manual sets the standard for secure test

administration. As a proctor, your primary concern is safeguarding test security,

conducting the test efficiently and quietly, protecting the test takers from

disturbance, and ensuring protection of the test materials from loss or unauthorized

access. No one is permitted to copy or retain copies of test questions.

Proctors are expected to report any exam irregularities and security issues to PHTA.

If you have any questions regarding a PHTA examination administration, please

Proctor Responsibilities

• To adhere to all policies and procedures set forth in this document.

• You may not delegate test supervision to any individual who is not a currently

authorized PHTA CPO instructor.

• If you, as a PHTA proctor, encounter any suspected or documented exam

irregularities, you are required to report these to PHTA.

Equal Treatment

• All PHTA proctors are required to administer PHTA exams in a

nondiscriminatory manner and in accordance with all applicable laws,

including the Americans with Disabilities Act.

• The procedures described in this guide must be followed uniformly to ensure

a fair and equitable testing environment for all candidates.

Security of Candidate Information

• Candidate data, including personal information and exam scores, is

considered confidential and may not be shared.

• Any proctor found to be accessing candidate information other than for a test

administration they proctored will result in immediate revocation CPO

instructor privileges.

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Security of Test Materials

• PHTA exams are copyrighted and cannot be resold or redistributed for

commercial or other use. It is your responsibility as the proctor to ensure that

every possible effort is made to prevent students from copying the contents of

the test.

• At the start of the exam administration, you must clearly explain to candidates

that they are prohibited from copying the content of the examination,

including using a phone to take pictures, taking screenshots, or any other

means.

• If a candidate is observed doing so, you must report this activity to PHTA, and

the candidate’s test results will be disallowed.

Candidates with Disabilities or Special Needs

• If you have candidates who require special testing accommodations, there

are ADA versions of each examination which allow extra time for

completion. As the test supervisor, you can assign that version of the test

to a candidate.

• If a candidate requests an accommodation that is minor and one that you

can handle easily, you may, at your discretion, do so, provided that the

candidate understands the test is otherwise to be administered under

normal procedures.

• If a request is more involved, (e.g., asking that test questions be read

aloud), it may be necessary to schedule a separate testing session for that

individual so as not to distract other test takers.

SPECIAL NOTICE REGARDING ONLINE CLASSES ANDS TESTING DURING

COVID-19

Each state has their own requirements to grant approval to test online during and

after COVID 19; please check on the PHTA website and Instructor Updates for more

information about where approvals have been received. The following procedures

are to be followed if conducting online classes and testing.

Candidate Technical Requirements

• The candidate must have a device with webcam capability. Once you have

verified the candidate’s identity, that same person must remain visible

throughout the examination.

• If necessary, the candidate may use one device for providing webcam

capability (phone, tablet) while using another device to take the exam.

• Phones are not allowed for taking the exam because the small screen size

may make it difficult to read the test questions.

• Candidates should use either a wired internet connection or a secure WIFI

network for taking the test.

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Candidate Visibility While Testing

Test takers must be visible on webcam the entire time they are taking the exam.

Any candidate not visible on webcam may not take an exam.

If a candidate should become not visible while taking an exam, ask them to stop

taking the exam until the webcam is turned on again.

• If the candidate is no longer visible on webcam and the connection cannot

be restored, this must be reported to PHTA and the candidate’s exam

results will be disallowed.

• Limit the number of candidates testing at one time to ensure that you can

monitor them all consistently. A maximum of 20 candidates per testing

session is recommended.

Test Day Preparations

• Treat all test takers equally. Make certain that none of your procedures

makes one candidate feel different from any other.

• Be patient in responding to questions before the test begins.

• Candidates may not leave the room once the test has begun.

• If you suspect someone of cheating or disturbing others, treat the

individual reasonably but firmly, without disrupting the testing session or

the other test takers.

Prior to the Testing Session

• Register your candidates at https://reg.testrac.com//phta following the

directions in the next section of this document.

• Each candidate must send you a copy of their photo identification at the

beginning of the online class. Once you have received the picture and

confirmed their identity, delete the ID from your device after the test

administration is concluded.

• Enter each candidate’s information into the PHTA Testing Center as

described in the proctor instructions.

• Review the information and make any necessary edits.

• Verify that each candidate is assigned the appropriate test.

• Click on Import to send test login credentials to candidates.

• Email a test voucher to candidates.

• Remind candidates that they may not copy, remove, record, or

photograph any portion of the test materials.

During the Testing Session

• As the proctor, you must watch the candidates the entire time they are

testing.

• CPO is an open-book exam, so candidates may have a copy of the Pool &

Spa Operator Handbook with them during the test.

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• Candidates may also use the eBook during the exam but must be

provided a hard copy book.

• You may answer a candidate question during the test provided it is brief,

relates only to the mechanics of the test, and is not disruptive to the other

test takers.

• Candidates can bring a calculator, but it cannot be on a cell phone or

other smart device.

• Candidates may use a pencil and paper for math calculations.

• Candidates must be in an isolated room.

Disruptive Situations

• If a candidate should get disconnected during the testing session, the test

will pause at the time the interruption occurs. Have the candidate close

the browser, login again to the PHTA Testing Center, and under the bar

labeled “In Progress/Incomplete” find the exam they were taking. The

candidate can restart the exam right where they left off and time on test

will have been held.

• If a candidate’s behavior during testing has the potential to prevent others

from doing their best work, warn the candidate that he or she will be

dismissed if the disruptive behavior continues.

• You have the authority to dismiss a candidate for misconduct. You must

notify PHTA if this occurs.

• Use your best judgment in handling the situation.

After the Testing Session

• Candidates receive the results of their test immediately upon completion.

• Once you have completed the test administration, send your course roster

(both passing and failed students) to [email protected] within 5 business

days. The completed course roster should include the candidate’s first and

last names, candidate’s email address, the name of the test they took,

score, instructor(s), date(s) of course, and test result (pass/fail). Please

make sure to include any co-teaching instructors to your roster for credit.

• PHTA Client Services will extract data from TesTrac to compare with your

roster and then will contact you for payment for each passing student

($45).

• Once payment is received your course will be processed, and your

candidates will receive their electronic certificates within 5-7 business

days.

• Once processing is complete, candidates who passed will receive an

email asking them to complete a short survey, after which they can

download their CPO certificate and wallet card.

• A hard copy of the certificate may be ordered from PHTA for $10 by

contacting Client Services at [email protected] or 719-540-9119.

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Questions

• Contact PHTA Client Services at [email protected] or 719-540-9119.

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CPO Handbook eBook Access on TesTrac OR within People

Cert

Prior to answering the first question, make sure you click on the link Master English CPO

Manual or Master Spanish CPO Manual and it will be presented in a separate browse window

for your students to access.

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Candidate Registration Procedures for Proctors

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11. As a proctor, you can log into the PHTA Candidate Enrollment site and retrieve a list of

vouchers that you have used. Click on Voucher and then click on Used Vouchers and they will

appear. You can export them to your desktop in an Excel format.

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Candidate Procedures for TesTrac’s Online Scheduling Site with

People Cert

Once the proctor has completed the candidate registration process and provided the

candidate with the email below, the candidate will enter the scheduling site (

https://reg.testrac.com/peoplecert/ )

The following form will be completed by the proctor and sent to the candidate.

Welcome to the PHTA Scheduling Site

Dear XXXXXX YYYYYY:

Thank for registering for your Online Examination with PHTA. Please

note that the minimum technology requirements for taking your Online

Examination are the following:

1. A well-working computer with 1 GB of RAM or higher.

2. A wired high-speed internet connection (3 Mbps). A wireless internet

connection is not recommended if an Ethernet connection is available.

3. A camera, microphone and speakers connected to the computer

(consider a webcam with a built-in microphone).

4. Browser compatibility: IE, Firefox, Chrome, Safari.

5. Note: Tablets, ChromeBooks, iPads are not allowed to be used. One

must have a laptop or workstation.

6. Candidate MUST use handheld calculator and cannot use cell phone

and/or computer calculators.

Please proceed to the PHTA Scheduling

Site, https://reg.testrac.com/peoplecert/ where you can:

• Schedule your exam

• Prior to the day of testing, you MUST re-enter site and click on “Open

Portal” to connect to People Cert to setup your security profile and test

your computers compatibility.

• On the day of testing, at the time of testing or slightly before re-enter the registration

site (https://reg.testrac.com/peoplecert/) and click on “Start Assessment” to connect

to People Cert to begin your test.

“Open Portal” changes to “Start Assessment”.

Please note, if you are already registered, then can proceed directly to scheduling your exam

using the information below.

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Your Login ID is – PH12345678

Your password is – 123456

Test voucher – abc123

Select company – PHTA

Test to select – [name of test student is to take]

The date and time that you can take the examination is subject to availability of the virtual

Proctor and appointments must be booked in advance.

Thank you and best wishes for success on your examination.

The following are the screens the candidate will be accessing.

Candidate log in page – the candidate will enter their log in ID and Password and in the drop

down select PHTA.

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The candidate is then presented with candidate profile information. If there are errors, they

are to contact TesTrac at 952-953-6292 or email to tton[email protected] . The candidate then

clicks on “Select a Test to Schedule.

The candidate then selects their test to schedule from the drop down and their time zone and

clicks on “Build your Appointment”.

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Candidate then select their test and time zone and clicks on “Select”.

The candidate is presented with a list of dates they can select and then clicks on “Select

Date”.

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The candidate then selects a time from the list below

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A confirmation page is presented and the click on “Confirm”.

Reservation has now been confirmed and the candidate will receive a confirmation email

from PeopleCert.

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When the candidate re-enters, the following page will be presented. They have three

options:

They can click on “Start Assessment” and they will be connected to PeopleCert

They can click on “Reschedule” to reschedule their reservation

They can click on “Cancel” to cancel their reservation.

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Candidate Setup Procedures for PeopleCert

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PeopleCert email confirmation.

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• Once you have completed the setup process with PeopleCert you will click on “Let’s

Go”. You will follow the PeopleCert proctors’ instructions, and your test will

immediately begin, and the first question will be presented.

• As the candidate answers each question, they will have the ability to mark a question

for later review.

• Once the candidate has completed their test attempt, they will be presented with a

page that will allow them to review items they have answered by clicking on the item

ID. If they have marked item for later review, there will be check mark in the column

“Marked by you”. When the review process has been completed the candidate will

click on “Complete the exam”.

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The next page that I presented is their test results page which can be printed or sent to their

email account of record. They can also re-enter the site to access another copy they can print.

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Example Letter to students

Thank you for registering for the Certified Pool Operator course. Below is the

information you will need to access the optional practice session, course, and exam.

CPO Zoom Class link and info:

For Wednesday, June 2, 2021, and Thursday, June 3, 2021, from 8 am to 5 pm.

Since this class is rather large, if you can log on at 7:45 am that will assist with

the “check in” so please send in your driver’s license prior to class. Thank you.

Zoom Link for Course:

https://zoom.us/j/96414660753?pwd=Z3Z2U3Z0L1V6ejdvUG1rTlMvdURtPJ09

Meeting ID: 964 5400 0753 Passcode: 1596682

Dial Up Connection: +1 929 205 6099 US (New York)

***Please do NOT give your students their voucher code before it is time to take the

exam. Any student that takes the exam without being proctored will receive an

automatic FAIL on their exam and will need to retest with you, the instructor, at a later

time. ***

How to access your exam

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You are already registered to take the exam through PHTA.

Please realize that at no time do you need to enter ANY payment information, so

please DO NOT enter any credit card or payment information at all between

now and the end of the class.

To access the exam, you will need to enter this website:

https://app.testrac.com/phta/delivery

You will log in to take your exam using this information at the login screen:

Your Login ID is:

Your Password is:

Exam Voucher Code #

is:

Select company – PHTA Test to select = CPO English Imperial

1. Accept the terms and agreement, and click “Sign In.”

2. You should see the page titled “Welcome to Your Dashboard.” Toward the

bottom you will see the line named “Publicly Available.” Click on the bar and the

exam will appear. Select “CPO English, Imperial” then click “Yes.”

3. Once you click on it the “Test description and Instructions” appear. Click “Yes” to

proceed.

4. Next is the payment screen. The default setting is credit card. Change that to

“Voucher Only”. Copy and paste the “Exam Voucher Code” above into the

Payment Details “Voucher”. Once entered, click “Purchase” at the bottom of the

page.

5. Choose exam, “Imperial/English.”

6. While taking the test, you can mark any item for later review. Simply place a

check mark in the field below the answers.

7. When finished, you will be able to review items if “time on test” remains.

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8. Once you are finished reviewing, you can click to get your results. If time

remaining on test runs out, the test is automatically scored. When the test is

scored a “Results” page will appear.

If you have any questions or need assistance, please let me know.

Thank you and I look forward to seeing you soon!

Sincerely,

Instructor Name