Exam Day Booklet. Step 1: Setting Up. Materials provided by you (the center)

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1 Exam Day Booklet This booklet contains the regulations and instructions for the exam day conduct of the Examination for the Certificate of Proficiency in English (ECPE). Throughout this booklet, You means the center and/or the center examination manager in charge of administering the ECPE on behalf of the center, or any proctor or examiner. As required in your center agreement, you are responsible for ensuring these and other instructions from CaMLA are followed. Before the administration, become thoroughly familiar with the sections of the test, as well as the procedures in this booklet. To administer the ECPE Speaking Test, refer to the ECPE Speaking Test Examiner s Manual. You must have a copy of this booklet in each exam room. Step 1: Setting Up CaMLA supplies registration forms, test booklets, CDs, answer sheets, and writing answer documents. The exam materials have been checked by your test center upon receipt. Make sure you have everything you need to run your exam today. Materials provided by you (the center) Playback equipment for listening CDs One additional proctor for every 25 additional test takers Soft pencils (Number 2 or HB) Stopwatch or other device for timing the exam Blackboard or other means of displaying elapsed time Authorized and Unauthorized Materials Provide a designated area where test takers can store personal items during the exam (preferably outside the exam room). No smoking, eating, or drinking is allowed in the exam room (except for water in a clear plastic bottle). Examples of Authorized Materials Identification number, registration number, photo ID, pens, pencils, erasers, small pencil cases, water in a clear plastic bottle, and medicine are all allowed with test takers in the room. Examples of Unauthorized Materials Mobile phones, cameras or any other electronic items, and dictionaries or study aids of any type are not allowed in the exam room. CaMLA 2013 Last Update: 07/03/2014 1

2 Key Some items in this booklet are accompanied by symbols in the margin. Indicates that this portion is to be read aloud to test takers. M Indicates that the accompanying audio is necessary. a You may have to fill additional material that is available for download from CaMLA s secure Center Web. Contact your CEM for more information. M Administration Regulations The listening, GCVR, and writing sections must be administered during the same exam period. Play the recording prior to the actual test to ensure the recording is undamaged. During the exam, use the best available playback equipment. You should also use amplification in large auditoriums or any room requiring a microphone for your verbal instructions. CaMLA also provides a spare CD with testing materials. Registration Forms Test takers will have filled out registration forms prior to exam day. More information about registration forms is available in the Handbook for Centers. Registration Numbers You should have a list of the test takers that includes their names and registration numbers. Refer to this list if test takers forget their registration numbers. Exam Time ECCE exam time totals about 3 hours. Schedule approximately 30 minutes of extra time for distributing materials, giving instructions, and collecting test papers. Seating The exam room should be large enough to allow the test takers to sit in alternate seats, preferably 48 inches (1.25 meters) apart, a minimum of 36 inches (1 meter) apart. Assigned seating is required. Do not seat known family members and friends next to each other. Test Center Numbers & Language Codes Test center numbers and language codes can be found on the CaMLA website, or ask your center examination manager. Step 2: Before Starting Each Test Check Identification Make a thorough identity check of all test takers before they are allowed into the exam room. They should show at least two pieces of identification; for example, a passport, national identification card, driver s license, or police certificate bearing both name and photo. If none of these is available, use your discretion in determining what identification is appropriate. Test takers who cannot show proper identification are not eligible to sit for the exam. It is your responsibility to verify the identity of all test takers. Test takers have been known to attempt to cheat by writing each other s names on test papers. Therefore, have them leave their identification out on the seat next to them until you have confirmed each test taker s identity and have checked the names on the answer sheets. 2

3 Distribute Writing Answer Documents Once all test takers have writing documents, read the following instructions aloud: Welcome to the ECPE. My name is and I am the proctor in charge of this examination room. and are proctors who will help with the administration of the exam. If you have any questions during the exam, raise your hand and one of us will come to you. Please turn off your mobile phones, pagers, or other electronic devices at this time. If your phone rings or if other devices make noise during the exam, your exam may be invalidated. If you have mobile phones or other electronic devices, check them in with your proctors now. You will get them back at the end of the exam. Look only at your own test. Test takers giving or receiving answers or using notes or other aids will be disqualified, and they will not receive a score report. Examination fees will not be refunded. Today s ECPE consists of 3 sections. The first is the writing section, which consists of a written essay. Look at the box on the LEFT SIDE of page 1 of the writing answer document as I read these instructions aloud. Use a #2 (soft) pencil only. Do NOT use ink or ballpoint pens. Make heavy black marks that fill in the circle completely. Erase cleanly any answer you wish to change. Make no stray marks on the answer sheet. Do not fold or crease the answer sheet. Now look at the TOP RIGHT SIDE of the first page of the writing answer document. Use capital letters to fill in the following information in the blocks on top. Use the same spelling of your name that you used on your registration form: Last name: print your main family name in the blocks, one letter per block. There are thirteen blocks. If your name is longer than thirteen letters, print only the first thirteen letters. First name: print the first six letters of your first name. MI: print the initial of your middle name, if you have one. 3

4 Look at the columns of CIRCLES BELOW THE BLOCKS: Find the letter that is the same as the letter you have printed in the block above. Darken the circle completely so that you cannot see the letter inside. Do this for all the letters of your last name, first name, and your middle initial. Darken only one circle in each of the columns. If you do not understand how to do this, or if you have doubts, please raise your hand and a proctor will help you. The proctors must check that all information is entered correctly. They will be looking at and, in some cases, picking up your writing answer documents to check. Please help them by allowing them to look closely. Look at the BOTTOM RIGHT OF SIDE ONE of your writing answer document. Fill in the following information: ECPE Testing Date: fill in the date you are taking the test. Birth Date: find the month you were born and darken the circle next to it. Day: print the day you were born. If it is a one-digit day, write zero first. Darken the circles underneath these numbers. Year: print the year you were born. Darken the circles underneath these numbers. Sex: darken the circle M (male) or F (female). Form: darken the circle of the form letter on your test booklet. Make sure the form letter you darken matches the form letter on your booklet. Center no.: print the three-digit test center number. This test center number is. Darken the circles. [Test center code numbers are available on our website.] Reg. no. (registration number): print your six-digit personal registration number. Include all zeros, including those at the beginning of the number. Darken the circles. Now look at the box on the left-hand side of page 1 where it says Your Signature. Sign your name in the box. 4

5 When you have finished signing your name, please notice the box ECPE Writing Response. You will fill in this box at a later time. Step 3: Beginning the Exam Distribute Test Booklets When you are sure that the writing answer document has been filled in by all test takers, distribute the test booklets. Instruct test takers to wait to break the seal on the booklets. Then say: Do not open your test booklet at this time. First, print your name on your test booklet. Next, sign your name below it. Then print this test center number and your personal registration number in the boxes at the top of your test booklet. This is test center number. Break the seal now and open your test booklet to page 1. Do not turn past page 1 at any time during the writing section. Remember, do not write your essay in this test booklet. Write your essay on the writing answer document you have been provided. Use a #2 (soft) pencil only. You will have thirty minutes to write on one of the two topics. If you do not write on one of these topics, your paper will not be scored. You may make an outline if you wish, but your outline will not count toward your score. Write about one-and-a-half to two pages. Your essay will be marked down if it is extremely short. Write inside the boxes on pages 2, 3, and 4. Extra sheets of paper or scratch paper will not be scored. Please use ONLY the space provided on the writing answer document to write your essay. You will not be graded on the appearance of your paper, but your handwriting must be readable. You may change or correct your writing, but you should not recopy the whole essay. 5

6 Your essay will be judged on clarity and overall effectiveness, as well as on topic development, organization, and the range, accuracy, and appropriateness of your grammar and vocabulary. When you have completed the writing portion, close your test booklet and await further instructions. Do not look ahead in your test booklet. Doing so may cause your exam results to be invalidated. Do you have any questions? Read essay topics 1 and 2 out loud. Do not translate the prompts. Then say: After you have selected a topic to write on, 1 or 2, please flip back to the front page of your writing answer document and fill in the ECPE Writing Response box. You have 30 minutes to complete your essay. The time is now. Your papers will be collected at. You may begin now. List start time, current time, and stop time on the board. The current time can be updated at 5-minute intervals. After 25 minutes, announce: You have 5 more minutes to finish the writing section. At 30 minutes, say: Stop writing now. Put your pencils down and close your test booklet. You must stop writing now and close your test booklet even if you have not finished. (Repeat as often as necessary.) Be certain your name is on your writing answer document and that you have filled in the ECPE Writing Response box. The proctors will collect your writing answer documents. Remain quietly in your seats. Distribute the Answer Sheets Pass out the answer sheets and go over the instructions. Exam instructions may be translated into the native language of the test takers. You are not allowed to translate or explain any other part of the test booklet. Once all test takers have answer sheets, read the following instructions aloud: Open your test booklet and turn to page 3. I will read the instructions to fill out the information section of the answer sheets. This test is machine-scored, so you must follow the instructions carefully. 6

7 Look at the top right of side one of your answer sheet. Fill in the following information on the lines: Full name: print your full name in this order: family name, then first name, then middle initial. Use all capital letters. Your signature: sign your name. Test center: print the name of the test center. This is test center. Native language: print your native language. Today s date: print the month, day, and year. Today s date is. Now, darken the circle that best describes your main purpose for obtaining this certificate. Look at the top left of side one of your answer sheet. Use capital letters to fill in the following information in the blocks. Use the same spelling of your name that you used on your registration form: Last name: print your main family name in the blocks, one letter per block. There are 13 blocks. If your last name is longer than 13 letters, print only the first 13 letters. First: print the first 6 letters of your first name. MI: print the initial of your middle name. Look at the columns of circles below the blocks: Find the letter that is the same as the letter you have printed in the block above. Darken the circle completely so that you cannot see the letter inside. Do this for all the letters of your last name, first name, and your middle initial. Darken only one circle in each of the columns. If you do not understand how to do this, or if you have doubts, please raise your hand and a proctor will help you. The proctors must check that all information is entered correctly. They will be looking at and, in some cases, picking up your answer sheets to check. Please help them by allowing them to look closely. 7

8 Look at the bottom left of side one of your answer sheet. Fill in the following information: Birthdate: find the month you were born and darken the circle next to it. Day: print the day you were born. If it is a one-digit day, write zero first. Darken the circles underneath these numbers. Year: print the last two digits of the year you were born. Darken the circles underneath these numbers. Sex: Darken the circle M (male) or F (female). Lang. (Language): print the 2-digit code number for your native language. The code number for (predominant language group) is. Darken the circles. Center no.: print the 3-digit test center number. This test center number is. Darken the circles. Reg. no. (registration number): print your 6-digit individual registration number. Include all zeros, including all those at the beginning of the number. Darken the circles. Form: Make sure the darkened circle corresponds to the letter of the form listed on your test booklet. Look over the information you have entered and make sure that it is correct. Raise your hand if you do not understand or have doubts, and a proctor will help you. Proctors should check that the test takers have correctly completed the information portion of the answer sheet using a No. 2 soft pencil. They may recheck identification now. When the examiner is satisfied that all test takers have filled out the information section completely and correctly, they may move on to the next step. This test is machine scored, so you must follow instructions carefully. Do not bend or fold your answer sheet. Mark all your answers on the answer sheet, not in the test booklet. Use a number 2 (soft) pencil to mark your answers. Your mark must be dark enough to be picked up by the scanning machine. The scanner cannot detect very light marks. 8

9 Do not make any other marks on your answer sheet. If you change your mind about an answer, erase your first mark completely. Fill in only one circle for each problem. Any problem with more than one answer marked will be counted wrong. If you are not sure about an answer, you may guess. Now look through test booklet and check to see that it is complete. Check the pages quickly. You should have 23 numbered pages in your test booklet. If there are pages missing from your test booklet, raise your hand and a proctor will give you a replacement. M Administer the Listening Section Open your test books to page 4. We will begin the listening test now. Play the Listening CD. Test takers will hear the listening section instructions. Repeat if necessary to ensure that the test takers understand what is expected of them. Do not repeat actual test questions. Do not help test takers with actual test items. When you are completely satisfied that everyone understands the instructions, continue playing the CD. You may pause the CD following the examples for parts 1, 2, and 3 when you hear Do you have any questions? Otherwise, continue to play the recording straight through to the end of the listening section. After the instructions for Part 2, pause the recording to answer any questions the test takers may have about this part of the test. Remind the test takers that they may take notes in the spaces provided. At the end of the listening section, say: Put your pencils down. Do not begin the next section until I have read through the instructions with you. Administer the GCVR Section Read the GCVR instructions on page 11 of the test booklet aloud. (The instructions are not printed in this Exam Day Booklet.) After you have read the instructions, say: Please observe silence. Do not leave the room before the end of the time period. Please remain in your seat until the group is dismissed. Remember, you have 75 minutes to complete problems 51 through

10 Do not begin the test until I tell you to do so. Are there any questions before you begin? If there are no questions, you may continue: We will collect the tests at. Now, turn to page 12 in your test booklet and begin. List start time, current time, and stop time on the blackboard. The current time can be updated at 15-minute intervals. Proctors should move among the test takers to see that all are working on only the GVR section. After 70 minutes, announce: You have 5 more minutes to finish this section of the exam. At 75 minutes, say: Time is up. Stop writing now, even if you have not finished the examination. Give your test booklet and answer sheet to the proctors when they come to collect them. Any test taker whose test booklet has missing pages will be disqualified and will fail the examination. Remain in your seats, without talking, until all the test papers have been collected and counted and I have dismissed you. Step 4: During the Test You must proctor the exam and ensure there is no malpractice. You also need to be alert to any test takers who need assistance (such as toilet breaks). Be alert for the possible use of any camera or electronic device. Do not do any activities unrelated to the test; for example, do not read a book or work on your laptop or mobile device. Avoid making unnecessary noise or movements that may distract test takers. Leaving the Room The test taker can briefly leave and return to the exam room under supervision at any time. They must be escorted by a member of staff, have before-and-after search of toilets, etc. Never leave the test takers unsupervised. If you will be the only proctor in the room, plan ahead and be able to summon assistance at any time during the exam. Test takers should not leave the room during the listening section. Test takers should not leave the exam room until the entire examination is finished. Exceptions If test takers need to use toilet facilities, they may do so one at a time and should be accompanied by a proctor. Have a proctor hold the test papers of any test taker who 10

11 leaves the examination room. Inform the test taker that no extra time is given for those who leave the room. a a Room Plans Fill out the Seating Chart and Test-Taker Roster (available on CaMLA s secure Center Web) and return it to CaMLA following the test. Rules Violations, Irregularities, and Invalidations CaMLA takes test security and score validity very seriously and asks its test centers to help ensure the security and validity of CaMLA exams. See the Rules Violations, Irregularities, and Invalidations download available on our website for a description of violations, irregularities, and procedures as well as the process test takers can follow if they wish to appeal an invalidation. Step 5: Concluding the Test Proctors should collect all test booklets and writing answer documents. Before the test takers are dismissed, proctors should check to make certain that all test materials have been collected and that no test taker leaves with any part of the exam or with any notes concerning the exam. Each test booklet should be checked to see that it is complete and that no pages have been torn out. If there is any discrepancy whatsoever, test takers may not leave the examination room until all test booklets and answer sheets are accounted for. If the exam was administered simultaneously in several rooms, test takers should be instructed to leave the building as quietly as possible, without lingering. If they are to meet friends after the exam, they should meet them outside the building so as not to disturb others who may still be taking the exam. 11

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