Proctor Testing Procedures

Following are the testing procedures, which the proctor must carefully follow. They are arranged in time sequence for ease of reference.

Thirty days (or more) before the test date

Complete an Exam Order Form and mail or fax it to The International Maintenance Institute Executive Office (IMI) at the address or fax number indicated on the order form. Type or print, preferably in black ink. Make sure that all information is supplied, and that the form is easy to read. If you expect additional last-minute examinees, order extra exams; the tests may not, under any circumstances, be copied.

One proctor is required for every 35-test candidates. If you will be testing more than 35 individuals at one time, make arrangements to have (an) additional approved proctor(s) available on the test date. A proctor planning to take a certification exam cannot be a proctor of record for that testing event.

Four hours of actual testing time are allowed. The four hours are divided into two sessions of approximately two hours each. It is suggested that the exam sponsor provide coffee, tea, soft drinks, water, etc., or advise the candidates to bring their own.

Seven days before the test date

If your order was placed thirty days (or more) before the date of the exam, you should receive, prior to the exam date, a package containing:

  • A packing list
  • One or more copies of the Exam Enrollment form
  • An envelope for each of the exam candidates, to return for correction:
  • Exam question booklet
  • Registration form/answer sheet

Do not open the exam question booklets; they may only be opened by the individual examinees, at the start of the exam.

Carefully inventory the package to be certain that all materials have been supplied. If anything is missing, call or fax IMI office immediately, to report any missing item(s).

Note the “Version No.” on the front of the exam envelopes. There are 3 versions of each exam. You should receive an equal mix (or as close as possible) of the three versions. If there are any discrepancies call or fax IMI office immediately.

Proctors are responsible for security of the exam envelopes from the time they are received by mail until they are returned for scoring.

At this time the proctor should be certain of an adequate supply of no. 2 or 2-1/2 pencils with good erasers and a supply of blank scratch paper for the test day.

On the date of the test

Prior to the candidate’s arrival

All proctors should arrive at the test site early. One approved proctor must be provided for every 35-exam candidates.

Room temperature and ventilation should be adjusted for comfortable conditions. Sufficient table space must be provided; a working space of 54″ for each candidate is recommended. The table surface should be hard and smooth, and an adequate supply of sharpened no. 2 or 2-1.2 pencils with erasers and a supply of scratch paper should be available.

As exam candidates arrive

Certification testing must be provided to any candidate who applies, regardless of IMI membership. (Non-members pay a higher fee).

Attendees must turn off any portable phones, switch pager alert tones off, and either leave calculators with the proctor, or erase memories in the proctor’s presence.

Candidates not personally known to the proctor are required to show photographic identification before being registered and given their exam booklet and answer sheet. Acceptable photo identification includes, but is not limited to: driver’s licenses, government identification cards, passports, and military identification.

Before being admitted to the testing room, or at least before being issued any testing materials, each candidate must be listed on an Exam Enrollment form. The information may be entered by each individual or by the proctor (except for signatures), but the list is not to be simply left on a table or passed around for completion. The proctor of record for the testing event must personally supervise the listing of each candidate on this form. At this time the photographic identification, explained in the previous paragraph, is to be presented and verified, including signatures.

Preparing to test

After the examinees are seated, spacing at their tables should be re-checked.

Remind the group that all certification exams are “closed-book”; no notes or reference materials of any kind or in any form may be used during the test.

Distribute the exam booklets and Part One answer sheets with envelopes to each examinee. Direct the candidates to not open them until told to do so. At this time, make any seating changes necessary to avoid candidates with the same version number (as indicated on the front of the exam envelope) sitting next to each other.

After everyone is seated properly, instruct the candidates to locate their registration form on the answer sheet.

One step at a time, carefully lead the candidates through the process of completing the registration form on the exam answer sheet. This form may be completed in pen or pencil.

Where the “Exam Version No.” is asked for, each candidate is to enter the version number, which appears, on his or her exam booklet. Note that, if the version number is omitted, the exam cannot be graded.

The candidate’s Social Security number is called for on the registration form. It will be used as the certification number assigned to successful exam candidates. This is the only reason the Social Security number is requested. If anyone prefers not to provide it, direct that they leave this space blank; the exam evaluator will assign and identification number, which will be just as valid.

During the test

Once the registration form has been completed, the candidates may open their exam booklets and begin the test.

Scratch paper is not needed. It is permitted, but not supplied. If requested by a test candidate, it may be supplied by the proctor or testing organization. If scratch paper is issued, it must be supplied blank, and must be returned with the used exam booklet along with the examinee’s answer sheet.

As the proctor, you must maintain vigilant supervision of the exam room at all times during testing. Examinees are permitted to leave during the exam only to use the restroom, and only when absolutely necessary. Only one person is permitted to leave at a time. Candidates with diabetes or other eating/snacking schedule needs must be accommodated.

No conversation among participants is permitted. The proctor is not allowed to provide interpretation or explanation of any exam questions or answers. If an examinee feels that none, or more than one, of the given multiple-choice answers is correct, he or she must choose the answer that is most correct.

After the test

The participants may turn in their tests as they finish; they need not wait until others are ready. They are to place their answer sheet/registration form and scratch paper (if used) inside their exam question booklet, and return them to you.

If the exam was administered orally to anyone, or if a translator was used, a copy of the letter requesting verbal testing or use of a translator must also be included in the returned exam question booklet.

Instruct all exam candidates to put all materials used into the envelopes and seal the envelopes before returning them to the proctor.

Place the sealed exam envelope in the mailing envelope (or box, if used instead of a mailing envelope), along with original of the Exam Enrollment form (make yourself a copy, if desired) and all unused exam booklets, and mail to IMI International office within 24 hours.

Note – all exam booklets must be returned. Exam scoring cannot proceed if question booklets are missing from the returned materials. You may keep any left over answer sheets or exam enrollment forms for future testing events, if you wish; however proctors should not maintain supplies of exams.

Thirty days (or less) after the test date

IMI Executive Office will provide test results and certification to those who passed the exam, within 30 days of the test date. This is the reason for the need to return exams promptly for scoring. If the exams are returned shortly after the date of the test, all examinees should receive their results well within the 30-day limit.