Exam Administration Procedures Checklist

On This Page: Coordinating Exam Events ♦ Exam Administration Procedures ♦ Closing Out Exam Events 

The Site Coordinator, Exam Proctor(s), and any other personnel involved in administering the exam should review these exam administration procedures as a team. 

Coordinating Exam Events

A Biotility-Certified Site Coordinator manages these procedures.

The Site Coordinator should take steps to prepare the site and personnel for On-site Testing. The following procedures serve as a guide in coordinating the exam event.

Exam Site Registration & Approval

Recommended four months in advance; Required at least six weeks in advance

• Review the Registration Quick Guide

• Go to the Exam Site Support Hub

  • Complete the Registration Form

  • Ensure the Exam Room Logistics, and then complete the Order Form

Technical Preparation Essentials

Recommended three months in advance; Required at least two weeks in advance

• Review the Technical Guide for UF e-Learning with IT staff

  • Verify that all computers meet the system requirements

  • Confirm network can support multiple candidates without interruption

  • Ensure Chrome is installed on all stations and updated to the latest version

  • Confirm that all required URLs are whitelisted 

• Conduct a mock test
• Optional: Save the UF e-Learning login URL to the desktop of each computer for easy access

Exam Room Logistics

Recommended three months in advance

• Select and reserve the exam room

  • Refer to the Exam Environment Standards & Optimum Layout in the Exam Administration Policies for On-Site Testing

  • Reserve the exam room in advance

• Plan exam room setup with the Exam Proctor(s)

  • Identify and prepare proctor station(s)

  • Identify and prepare candidate stations

Testing Logistics

Recommended three months in advance

• Confirm candidate count

  • Finalize candidate roster

  • Verify that the number of exams ordered matches the roster

• Ensure one Biotility-certified Exam Proctor is scheduled for every sixteen candidates per session 

• Verify that dates are set, and all stakeholders are informed

Pre-Exam Personnel Checklist

Recommended one month in advance; Required at least two weeks in advance

• Verify that all personnel have earned or renewed their certification

• Submit Accommodation Requests (if applicable)

  • Submit exam accommodation requests via the Exam Site Support Hub

  • Email Reader/Scribe/Interpreter Non-Disclosure forms to Client Services

  • Optional: Preparation Meeting

    • Meet with personnel in the exam room(s) prior to the exam event

    • Review the plan for exam room setup

    • Role-play the Exam Administration Procedures, including reading the Script for Proctoring Exams and completing the administration form within Signs and Forms.

Receiving Exam Materials

Required at least one week in advance

Receive the BACE Exam Information Email from Biotility which:

• Confirms the scheduled exam date(s)

• Provides the Exam Enrollment Link 

• Provides the Exam Access Code

Distributing Exam Materials

Required the week of the exam

• Coordinate with Exam Proctor

  • Oversee distribution of materials to candidates

  • Track candidate enrollments

• Provide materials to Exam Proctor(s)

  • Distribute Exam Access Code one day prior to the exam event

• Provide materials to candidates

  • Share the Exam Enrollment Link (do NOT share Access Code)

  • Distribute the Candidate Information Bulletin

Exam Administration Procedures

A Biotility-Certified Exam Proctor manages these procedures.

The following procedures serve as a guide for administering the exam.

Exam Setup

Recommended one day prior to the exam; Required 1 hour prior to the exam

• Confirm you have the Exam Access Code

• Print the following documents

  • Script for Proctoring Exams

  • Signs and Forms

    • Prohibited Items Poster

    • Quiet Testing in Progress Poster

    • Candidate Sign-in Sheet

    • Exam Administration Report

• Prepare the exam room

  • Verify the room meets theExam Environment Standards

  • Implement your plan for exam room setup

  • Open UF e-Learning in Chrome on each computer, OR write the website URL (https://elearning.ufl.edu) on the board for candidates.

  • Remove any science or biotechnology-related posters

  • Post the Prohibited Items Poster

  • Post the Quiet Testing In Progress Poster

  • Place the Candidate Sign-in Sheet at the Check-in Station

  • Pre-distribute the permitted items

    • Scratch paper

    • Pencils

  • Review the Script for Proctoring Exams

  • Review the Exam Administration Report Form

Candidate Check-in

Required 15 minutes prior to the exam

• Dismiss all unauthorized individuals from the exam room prior to starting the exam

• Organize candidates

  • Ask candidates to form a line

  • Remind candidates of the prohibited items and reference the Prohibited Items Poster

• Process candidates individually

  • Have each candidate sign the Candidate Sign-in Sheet

  • Verify each candidate's identity using a valid school, state, or federal ID

• • Direct candidates to a seat and record the assigned seat number on the Candidate Sign-in Sheet

Exam Session Start Up

Required at the beginning of the exam

• Read the Script for Proctoring Exams to the candidates, which will walk them through the following processes:

  • Greeting

  • Exam Sign In

  • Candidate Account Verification

  • Exam Instructions and Academic Policy

  • Additional logistical information

• Answer procedural questions

• Provide Access Code and start the exam

Candidate Monitoring

Required during the exam

• Document activities on the Exam Administration Report

  • Record exam start and end times

  • Note candidates who did not appear

  • Document anyone entering or leaving the exam room

  • Record testing abnormalities (interruptions, technical difficulties, candidate complaints, etc.), including time, actions taken, and candidate names

• Maintain Exam Security and Integrity

  • Follow the Academic Honesty Policy and standards

  • Follow the Exam Monitoring Policy

  • Give time prompts as indicated in the script

  • Enforce Candidate Restroom Break Policy

• Dismiss Candidates

  • Call candidates individually to the proctor station

  • Collect all permitted items, including scratch paper

  • If a candidate used a personal computer, confirm their exam has been submitted and complete the Secure Computer steps below

  • Dismiss the candidate from the exam room 

Exam Session Close Out

Required immediately following the exam

• Secure Computers

  • Confirm each computer is logged out of UF e-Learning
  • Confirm the web browser is closed
• Collect all exam materials
  • Candidate scratch paper
  • Script for Proctoring Exams
  • Prohibited Items Poster
  • Quiet Testing in Progress Poster
  • Candidate Sign-in Sheet
  • Exam Administration Report
• Scan the desktops and floor for any missed exam materials
• Return all exam materials to the Site Coordinator immediately

Closing Out Exam Events

A Biotility-Certified Site Coordinator completes these procedures.

The following procedures serve as a guide for closing out an exam event.

Closing Out an Exam Event

Recommended immediately following last testing event; required one day following last testing event

• Receive and verify returned materials
  • Review the Exam Administration Report with the proctor(s)
  • Verbally verify the return of all exam materials 

• Submit the following documents via the Exam Site Support Hub
  
  • Exam Administration Report
  • Candidate Sign-in Sheet
  • If applicable, include a description of any testing abnormalities, the candidates affected, and the resolution.
• Shred candidate scratch paper

Last Updated: 09/18/2026