Scheduling an exam

This section explains how to register and schedule a candidate for an exam appointment, which involves the following tasks on the Exams screen:

Selecting the exam.
Choosing the language in which the exam will be delivered.
Locating the test center at which the candidate wants to take the exam.
Choosing the appointment date and time the candidate wants.

For more information about the Exams screen, see Exams screen.

Sometimes candidates call to find out when a specific exam is offered at your test center or another test center. You can look up this information without registering a candidate. Select the desired exam sponsor from the Client drop-down list, and then continue with the following steps (without selecting or creating a candidate record).

Follow these steps to schedule a candidate for an exam:

Find or create the record for the candidate you want to register.

For more information, see Locating a candidate record or Creating or editing a candidate record.

Click Exams to switch to the Exams screen.
Select the exam that the candidate wants to take from the list in the What section. Read the exam title and number to the candidate and ask him or her to confirm that it is the correct exam.

To quickly locate an exam in the list, use the Exam Search or Exam Group filters. See Using the Exam Search and Exam Group filters.

At times an exam sponsor may remove an exam from its list of offered exams. In that case, when you select the exam, a message informs you that the exam has been suspended and that you cannot schedule appointments for it.

Some exam sponsors restrict test centers from scheduling appointments for certain exams. In that case, the exam is not listed in the screen.

When you select the exam, the language(s) the exam is offered in appears on the right side of the What section.

Select the exam language.

If more than one language is listed, ask the candidate his or her preferred language for the exam, and then select the language.

Click the Details button if it is active to open the Item Details window. In the Questions tab, enter the candidate's answers to the exam or registration questions.

If an exam sponsor does not have any questions or the questions are not editable, proceed to the next step without asking questions. For more information about the Questions tab, see Exams screen.

Select a test center in the Where section, if necessary.

For more information, see Selecting a test center.

Ask the candidate when he or she would like to take the exam. In the When section, find an available appointment date and time at the test center based on the candidate's response.

For more information, see Finding available appointment times at a test center.

Select the appointment date and time from the list in the When section, and then click Schedule.

When the Order screen appears, you can enter payment information and complete the registration. For more information, see Entering payment and completing the order.

You can also add more exams for the same candidate or add exams for other candidates to the order, if the exam sponsor allows it. To make another exam appointment for the same candidate, click Exams to switch to the Exams screen, and then repeat the procedure in this section. To add exams for other candidates, click Customers, find the other candidate record to add to the order, and then repeat the procedure in this section.

Messages may appear before the Order screen appears depending on how you have completed the registration so far. The following list provides more details about these messages:

The exam sponsor may specify a specific date range in which the candidate must take the exam. If you select a date outside of that range, you will not be able to make the appointment.
If an order contains more than one exam registration, all exam appointments on the order must be scheduled to be taken in the same country. If you try to select multiple countries and then click Schedule, a message notifies you that all items in the order must be priced in the same currency. You must edit the order so that all appointments take place in the same country.
Some exam sponsors grant automatic accommodations. When you click Schedule, Registration Manager looks at the characteristics of the registration and compares them to the exam sponsor's rules to determine whether an automatic accommodation should be granted. For example, to determine whether a language time extension should be automatically granted to the candidate, the software needs to determine if the candidate is registering for an English exam and if the candidate resides in a non-English speaking country. For more information about accommodations, see Handling accommodations in the VUE Testing System. See the exam sponsor's client reference for details about how an exam sponsor handles accommodations.
- If an automatic accommodation with a time extension is granted when you click Schedule, the software checks that the selected appointment time can be extended. If the extended appointment time cannot be made without interfering with another appointment, a message notifies you that you need to select a new time.
- If you have not yet saved the candidate's record when you click Schedule, Registration Manager will not have the information it needs to determine whether the candidate qualifies for automatic accommodations. A message notifies you that the candidate's record must be saved before it can be scheduled so the system can determine whether the registration qualifies for any automatic accommodations. If this message appears, click OK to close the message. Next, click Customers to go back to the Customers screen, and then click Save. You can then return to the Exams screen and click Schedule. Any automatic accommodations for which the candidate qualifies are now granted.