Submitting Site Visitor Log Sheets and letters of authorization

This section is applicable at PVTC Selects only. For more information about the differences between a PVTC and PVTC Select, see About the test center network. For more information about handling site visitors and accommodations personnel at a PVTC Select, see Site visitor security.

Certain visitors at your test center must sign a Site Visitor Log Sheet. Some of the visitors must also present a letter of authorization. For more information, see Site visitor security and Handling the letter of authorization.

After completing a Site Visitor Log Sheet, you must submit it and (if applicable) the letter of authorization. This process includes scanning the documents, attaching the scan files to a case, and securely storing the documents. Follow these steps to submit these documents:

Create a case, selecting these options:

Admissions/Check-in

Site visitor

Select the type of site visitor from the drop-down list, and submit the case.

Create only one case for groups of visitors from the same organization. A case for each visitor from the group is not necessary.

Write the case number onto the Site Visitor Log Sheet.
Verify that the Site Visitor Log Sheet contains the following information:

The test administrator's name and signature
The proctor's name and signature (if there was a test administrator proctoring)
Your site ID
The date

Create a copy of the Site Visitor Log Sheet and (if applicable) the letter of authorization.

Refer to the user guide for your scanner or printer for specific details on using the scanner and scanner software.

Set the file name to the current date (MMDDYYYY) and the document number (even if you have only one document to submit).

Examples: 01012023_01, 01012023_02

Set the file type to .png or .jpeg.

Attach the scan files to the case.

The case you created in step 1 auto-closes after you submit it. You will need to search for the case in ServiceDirect to attach the scans to the closed case.

Be sure the file you attach is in .png or .jpeg format and not in .html format.

Delete the scan files from the computer.
Securely store the Site Visitor Log Sheet and letter of authorization according to date.

Retain the Site Visitor Log Sheet and letter of authorization for 12 months. After 12 months, shred these documents.