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Exam Site Personnel Certification Process for On-Site Testing

Information for staff preparing to certify as Site Coordinators and/or Exam Proctors 

On This Page: Personnel Roles Defined ♦ Certification Course 

Exam Site Personnel Approval Process

Exam Site Personnel earn their certification by completing the required course(s) in UF e-Learning. This training is mandatory for all Site Coordinators and Exam Proctors, and Biotility must certify all personnel involved in exam administration. Certifications must be renewed annually.

The classifications of personnel listed in this guide are roles. A single individual may complete all trainings and perform all tasks associated with each role. While there may only be one Site Coordinator, multiple individuals may be trained as an Exam Proctor. Exam Sites are encouraged to assess their needs and resources and build the best personnel team for their specific location. 

To ensure personnel are fully prepared to uphold Biotility’s exam administration policies and procedures, all role-specific training modules in UF e-Learning must be completed at least two weeks prior to the testing event. A single individual may be assigned to more than one role, provided they do not violate the Teacher/Student Conflict-of-Interest Policy and all required training is completed. Administrators performing more than one role must complete each training module pertaining to their selected roles and earn the corresponding certifications.

Primary Roles:

  • Site Coordinator - Biotility's point of contact and the individual coordinating the program

    • Sites are required to have one Site Coordinator
  • Exam Proctor - Proctors the exam
    • Sites are required to have one Exam Proctor per sixteen candidates per session

Additional Roles (optional with approved testing accommodations):

  • Interpreter

  • Reader

  • Scribe

Accessing the Certification Course

Biotility sends each individual serving in a Site Coordinator or Exam Proctor role an enrollment invitation by email, based on the personnel information submitted during the Exam Site Registration process. This email includes a unique enrollment link and instructions for logging into UF e-Learning. Personnel must:

  1. Use the link provided to enroll in the certification course
  2. Sign in to UF e-Learning using same account used to enroll
  3. Complete the modules required for their assigned role(s)

Approximate Time Commitment

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Personnel Roles Defined

Site Coordinator

Each Exam Site will have one Site Coordinator, who shall be held accountable for the control and correct implementation of the exam. Site Coordinators may also serve in other personnel roles.

The preferred individual for this role is an Assessment Coordinator, CTE Coordinator, Administrator, or Guidance Counselor. Teachers are permitted to be Site Coordinators if they do not violate the Teacher/Student Conflict-of-Interest Policy.

Site Coordinators are responsible for:

  • Registering the Exam Site and testing personnel
  • Earning their own Site Coordinator Certification online through UF e-Learning by:
    • Completing the Site Coordinator Quiz
    • Signing the Certificate of Understanding and Non-Disclosure Agreement
  • Ensuring testing events are properly staffed and monitored
  • Verifying the Exam Proctor is certified and prepared to administer the exam
  • Ordering exams
  • Ensuring payment is processed by the Billing Contact
  • Managing candidates (enrolling, scheduling exam dates, and providing results)
  • Receiving and disseminating the Practice Exam Enrollment Link and Access Code (BACE only)
  • Receiving, returning, and securing Exam Materials
  • Reporting academic dishonesty
  • Completing an Exam Administration Report for each testing session

Exam Proctor

Each Exam Site will have at least one Exam Proctor who, along with the Site Coordinator, shall be held accountable for the correct implementation of the exam. Exam Proctors may also serve in other personnel roles.

Proctor-to-Candidate Ratio Policy: There must be at least one Exam Proctor for every sixteen candidates at each exam session. More may be utilized for fewer candidates at the discretion of the Site Coordinator.

The preferred individual for this role is a testing expert. A teacher may serve as the Exam Proctor as long as they do not violate the the Teacher/Student Conflict-of-Interest Policy.

Exam Proctors are responsible for:

  • Earning their own Exam Proctor Certification online through UF e-Learning by:
    • Completing the Exam Proctor Quiz
    • Signing the Certificate of Understanding and Non-Disclosure Agreement
  • Identifying candidates
  • Starting and monitoring the exam
  • Maintaining a controlled exam environment
  • Collecting and securing Exam Materials
  • Reporting academic dishonesty
  • Completing an Exam Administration Report for each testing session

Interpreter

With written approval from Biotility, Exam Sites are permitted to use interpreters. Interpreters may also serve in other personnel Roles. Interpreters must complete an Exam Administration Report for any testing session they attend.

Arrangements for an interpreter must be made between the Exam Site and the interpreter. To ensure other candidates are not disturbed by the candidate/interpreter interaction, the candidate should be tested separately.

The preferred individual for this role is an ESOL teacher, heritage language teacher, or other trained employee. A teacher may serve as the Interpreter as long as they do not violate the Teacher/Student Conflict-of-Interest Policy. Individuals with a personal relationship to the candidate are not permitted to act in this role.

Approval Process: Exam Sites requesting testing accommodations for candidates must submit the request through the Exam Site Support Hub. Once approved, interpreters will be contacted directly. All interpreters are required to complete a Non-Disclosure Agreement before participating in any exam session.

Reader/Scribe

With written approval from Biotility, Exam Sites are permitted to use Readers and Scribes for candidates with an Individual Education Plan (IEP) or Section 504 Plan. Readers and Scribes may also serve in other personnel Roles. Readers and Scribes must complete an Exam Administration Report for any testing session they attend.

Arrangements for these roles must be made between the Exam Site and the individual performing the role. To ensure other candidates are not disturbed by interactions with a reader/scribe, the candidate should be tested separately.

The preferred individual for these roles is a trained employee with the following skills:

Reader:

  • Ability to read aloud clearly, at a normal pace, and with good pronunciation
  • Familiarity with scientific words, terms, and symbols
  • Ability to read the words in the test booklet or on the screen, without changing or adding words or assisting the test taker in selecting a response
  • Ability to work with the test taker comfortably and compatibly, without creating unnecessary pressure or unrealistic expectations

Scribe:

  • Ability to write exactly what the test taker dictates
  • Ability to not prompt the test taker

A teacher may serve as the reader/scribe as long as they do not violate the  Teacher/Student Conflict-of-Interest Policy. Individuals with a personal relationship to the candidate are not permitted to act in this role.

Approval Process: Exam sites requesting testing accommodations for candidates must submit the request through the Exam Site Support Hub. Once approved, Readers and/or Scribes will be contacted directly. All Readers and Scribes are required to complete a Non-Disclosure Agreement before participating in any exam session. 

Certification Course

Access to the personnel certification course is determined by the information provided by the Site Coordinator during registration.

Individuals are required to complete only the modules specific to their assigned role(s). Administrators performing more than one role must complete each module pertaining to their selected roles and earn the corresponding certifications.

Each module contains training, a quiz, a Certificate of Understanding, and a Non-Disclosure Agreement. Upon completing the specified module(s), a digital certificate is issued immediately.

Certification Quizzes

There is a unique quiz for each personnel role. Each quiz is based on information provided in the training and in BACE administration documents. Quizzes are open book and may be taken up to three times. Each quiz takes approximately 15-20 minutes to complete. A score of 90% or above is required to pass.

Certificate of Understanding and Non-Disclosure Agreement

The Site Coordinator and Exam Proctor(s) are asked to sign a Certificate of Understanding and a Non-Disclosure Agreement confirming their dedication to upholding the policies and procedures outlined in the training modules. Personnel sign the Certificate of Understanding and Non-Disclosure Agreement electronically as part of the certification course in UF e-Learning.

Digital Certificate

Upon completion of a module, a digital certificate is issued. These certifications may be displayed on Facebook or LinkedIn and may be verified online by anyone.

 

Last Updated: 09/02/2026