Exam Day & Post-Exam Activities

On This Page: Exam Day Administration Resources ♦ After the Examination ♦ Incidents & Irregularities ♦ Site Coordinator Online Administration Report

Exam-Day Administration Resources

Successful exam administration depends on the coordinated efforts of the Site Coordinator and Exam Proctors. The Site Coordinator prepares and supports the administration, while Exam Proctors manage the testing room, actively monitor candidates, and document the examination session. After testing, the Site Coordinator reviews the completed Session Records and submits required information to Biotility.

Two resources support exam-day administration:

Exam Administration Manual

The Exam Administration Manual establishes the requirements for secure, standardized examination administration. Refer to the Manual when you need to understand an administration requirement, responsibility, or required response.

Exam-Day Toolkit

The Exam-Day Toolkit contains the materials Exam Proctors use to carry out those requirements on exam day, including:

• Exam-Day Checklist
• Proctor Script
• Quick Response Guide
• Credential-Specific Info Sheet
• required signs
• Session Records

When Help Is Needed

For an immediate exam-day question or event, start with the Quick Response Guide in the Exam-Day Toolkit. Follow the applicable instructions, maintain active monitoring and examination security, and document the facts and actions taken. Refer to the Exam Administration Manual when additional requirements or clarification are needed.

If the situation cannot be resolved using the available resources, involves a significant irregularity or security concern, or requires Biotility direction, notify the Site Coordinator and contact Biotility as appropriate.

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After the Examination

What Site Coordinators need to review and submit after an examination session.

After testing, Exam Proctors provide the completed paper Session Records to the Site Coordinator. The Site Coordinator reviews the records for completeness and submits one Site Coordinator Online Administration Report for the examination session.

The Site Coordinator does not need to recreate the Exam Proctors' documentation or independently investigate events that occurred during testing.

Receive the Session Records

Exam Proctors must provide their completed Session Records to the Site Coordinator after testing.

Depending on the examination session, these may include:

• Candidate Sign-In Sheet;
• Exam Session Log from each Exam Proctor;
• Exit and Re-entry Log, if used;
• Absentee List, if applicable;
• Incident Report(s), if applicable; and
• other credential-specific records required by Biotility.

Any contemporaneous notes associated with an Exam Session Log or Incident Report should remain with the corresponding examination records.

Review the Records

Review the Session Records before submitting the online report.

Confirm that:

• required records are present;
• each Exam Proctor completed an Exam Session Log;
• candidate attendance can be reconciled with the Candidate Sign-In Sheet and Absentee List, when applicable;
• reported events or irregularities are documented; and
• an Incident Report is included when one was required.

The Site Coordinator's review is a completeness review. Do not alter an Exam Proctor's documentation or ask a Proctor to change an accurate record because another person remembers the event differently.

Address Missing or Incomplete Documentation

If required documentation is missing or incomplete, contact the appropriate Exam Proctor promptly.

A Proctor may complete missing administrative information or provide additional factual information based on their own observations. Any information added after the examination should be clearly identifiable as a later addition rather than represented as contemporaneous documentation.

If required documentation cannot be completed or an unresolved issue may affect examination security, fairness, or validity, contact Biotility for guidance.

Submit the Site Coordinator Online Administration Report

Submit one Site Coordinator Online Administration Report for each examination session after reviewing the Session Records provided by the Exam Proctor(s).

The online report documents the examination session and provides the process for reporting required information and submitting applicable Session Records. It does not replace the paper records completed by Exam Proctors during the examination.

Go to:

•  Site Coordinator Online Administration Report  

Report Irregularities and Concerns

If the Session Records identify an irregularity, security concern, significant disruption, or other event requiring Biotility review, ensure the event is identified in the Site Coordinator Online Administration Report and that the applicable supporting documentation is submitted.

The Site Coordinator reports the information available from the examination records. Biotility determines any examination or credentialing consequences.

Go to:

• Incidents & Irregularities

Retain Records

Retain the original examination records securely until Biotility confirms that the examination administration has been reviewed and approved.

Once approval is received, shred all paper records and permanently delete any electronic copies associated with the examination administration.

If Biotility requests that records be retained for additional review, investigation, audit, or other purpose, do not destroy them until Biotility provides authorization.

Post-Examination Workflow

Once the Site Coordinator Online Administration Report and required Session Records have been submitted, the examination administration is complete unless Biotility contacts the Exam Site for additional information.

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Incidents & Irregularities  

What Site Coordinators need to know when an examination incident, irregularity, or security concern occurs.

Exam Proctors are responsible for responding to events that occur during examination administration and documenting what they observe and the actions they take. The Site Coordinator supports escalation when needed, reviews the resulting Session Records, and ensures required information is submitted to Biotility.

Biotility determines any examination or credentialing consequences resulting from an incident or irregularity.

During the Examination

Exam Proctors should follow the Exam Administration Manual and Quick Response Guide when responding to an event during testing.

Depending on the circumstances, an Exam Proctor may need to:

• protect the safety of candidates and personnel;
• protect examination security;
• address the immediate situation;
• contact the Site Coordinator or Biotility;
• document the event on the Exam Session Log; or
• complete an Incident Report.

The Site Coordinator may be contacted for assistance even when not physically present at the examination session.

When an Incident Report Is Required

An Incident Report is required for events involving:

• suspected or observed misconduct or testing violations;
• examination security concerns;
• interruptions, irregularities, or technical abnormalities that materially affect testing;
• significant safety, medical, or accommodation-related events; or
• other events that may affect the fairness, security, or validity of the examination or require Biotility review.

When there is uncertainty about whether an event meets the reporting threshold, the Exam Proctor should document the event and complete an Incident Report.

Review the Examination Records

After testing, the Exam Proctor(s) provide their completed Session Records to the Site Coordinator.

When an incident or irregularity occurred, review the records to confirm that:

• each Exam Proctor has completed their own Exam Session Log;
• the event is documented in the applicable Exam Session Log(s);
• an Incident Report has been completed when required; and
• any related contemporaneous notes or supporting examination records are included.

When multiple Exam Proctors observe or respond to the same event, each Proctor documents their own observations and actions on their Exam Session Log. Only one Incident Report is required for the incident.

Preserve the Original Record

The Site Coordinator reviews examination documentation for completeness but should not rewrite, reconcile, or alter an Exam Proctor's account of an event.

If information is missing, ask the appropriate Exam Proctor to provide the missing factual information based on their own observations. Information added after the examination should be identifiable as a later addition.

Different observations do not necessarily indicate that one record is incorrect. Preserve each Proctor's account as documented.

Contact Biotility When Needed

Some events require Biotility involvement during the examination. Others may be identified or reviewed after the session.

Contact Biotility when:

• an issue cannot be resolved using the Exam Administration Manual or Quick Response Guide;
• guidance is needed to continue the examination securely and fairly;
• examination content or secure materials may have been exposed or compromised;
• an approved accommodation cannot be provided as authorized;
• an event may materially affect examination fairness, security, or validity; or
• Biotility review or action is otherwise required.

When contacting Biotility, provide the Exam Site, credential or examination, affected candidate when applicable, and a brief factual description of the issue.

Do not transmit examination content or other secure examination information by email unless directed by Biotility.

Submit the Incident Documentation

Identify known incidents and irregularities in the Site Coordinator Online Administration Report and submit the applicable Session Records and Incident Report(s) as required.

The Site Coordinator's role is to ensure that Biotility receives a complete record of the event. The Site Coordinator is not responsible for determining whether misconduct occurred or what consequence should result.

Biotility reviews the available information and determines whether additional information, investigation, or action is necessary.

If a Candidate or Other Person Raises a Concern After Testing

If a candidate, Exam Proctor, or other individual reports a concern after the examination session, document the information received and contact Biotility when the concern may affect examination security, fairness, validity, or administration.

Do not modify the original Session Records to incorporate information received later.

Biotility will determine whether additional documentation or follow-up is required.

Role Review

For incidents and irregularities, remember:

Site Coordinator Online Administration Report 

How Site Coordinators review and report each completed examination session to Biotility.

The Site Coordinator Online Administration Report provides Biotility with confirmation that an examination session was completed and that the required examination records have been reviewed.

The Site Coordinator submits one report for each examination session after receiving and reviewing the Session Records completed by the Exam Proctor(s).

The Site Coordinator does not need to have been physically present during testing to complete the report.

Before You Begin

Collect and review the Session Records provided by the Exam Proctor(s).

Depending on the examination session, these may include:

• Candidate Sign-In Sheet;
• Exam Session Log from each Exam Proctor;
• Exit and Re-entry Log, if used;
• Absentee List, if applicable;
• Incident Report(s), if applicable; and
• other credential-specific records required by Biotility.

Before beginning the online report, confirm that the required records are present and complete.

If documentation is missing or incomplete, follow the guidance in After the Examination before submitting the report.

Complete the Online Report

Submit a Site Coordinator Online Administration Report

The report will ask you to confirm information about the examination session, including:

• the Exam Site and examination administered;
• examination date and session information;
• candidate attendance;
• Exam Proctor(s);
• completeness of required Session Records; and
• known irregularities or concerns.

Use the completed Session Records as the basis for your responses.

The online report is not a replacement for the paper Session Records and should not be used to recreate the Exam Proctors' contemporaneous documentation.

Report Irregularities or Concerns

If an irregularity, security concern, significant disruption, or other reportable event occurred, identify it in the online report.

Provide a brief factual summary and submit the applicable supporting documentation. Do not attempt to recreate the full event narrative in the online report when it is already documented in the Exam Session Log(s) or Incident Report.

The Site Coordinator reports the information available from the examination records. Biotility determines whether additional review, investigation, or action is required.

Submit Required Session Records

Upload the Session Records requested by the online report.

Records that are required for every examination session should be submitted as directed. Records that apply only to particular circumstances, such as an Incident Report or Absentee List, should be submitted when applicable.

Follow the instructions in the online report for current submission requirements rather than relying on a previously saved list of required uploads.

Site Coordinator Attestation

Before submission, the Site Coordinator will be asked to confirm that they have reviewed the examination records, verified the completeness of the required documentation, and reported known irregularities or concerns to Biotility.

Submit the report only after completing this review.

After Submission

After the report is submitted:

• retain original examination records according to current Biotility instructions;
• store records securely because they may contain candidate or confidential information; and
• respond if Biotility requests clarification or additional documentation.

Do not dispose of original examination records until the applicable retention requirements have been satisfied.

One Session, One Report

Last Updated: 09/25/2026