PSI ODA Procedures Manual Revision: June 2013cert.psiexams.com/docs/PSI Procedures Manual June...

PSI ODA Procedures Manual Revision: June 2013


Table of Contents

SECTION I - ........................................................................................................ LOG OF REVISIONS

SECTION II - .......................................................................................... LIST OF EFFECTIVE PAGES

SECTION III - ....................................................................................................... MANUAL CONTROL

CHAPTER 1 - .................................................................................. PREFACE AND INTRODUCTION

CHAPTER 2 - ........................................................ AUTHORIZED FUNCTIONS AND LIMITATIONS

CHAPTER 3 - ..........................................ORGANIZATION STRUCTURE AND RESPONSIBILITIES

CHAPTER 4 - ............................... ODA ADMINISTRATOR, UNIT (TEST SITE) & UNIT MEMBER

CHAPTER 5 - ...................................................................................... ODA UNIT MEMBER LISTING

CHAPTER 6 - ................................................................................. ODA UNIT (TEST SITE) LISTING

CHAPTER 7 - ....................................................................................................................... TRAINING

CHAPTER 8 - ................................................................................. SELF AUDIT RESPONSIBILITIES

CHAPTER 9 - .................................................................................................. GUIDANCE MATERIAL

CHAPTER 10 - ................................................................................................................. INSPECTIONS

CHAPTER 11 - ............................................................................................................... FACILITATION

CHAPTER 12 - ................................................................................................................. TEST SYSTEM

CHAPTER 13 - ................................................................................................ SERVICE DIFFICULTIES

CHAPTER 14 - ........................................................................................................................ RECORDS

APPENDIX A - ..............................................ODA HOLDER AND UNIT ORGANIZATIONAL CHART

APPENDIX B - ................................................................................... CORRECTIVE ACTION MATRIX


APPENDIX C - ............................................................................................................................. FORMS

APPENDIX D - ........................................................................................... SITE INSPECTION JOB AID

APPENDIX E: ...................................................................... MEMORANDUM OF UNDERSTANDING


Section I - LOG OF REVISIONS

Revision Level Rev: Feb 2011 Rev: Feb 2012 Rev: Feb 2013 Rev: Jun 2013

Page Numbers (See List of Effective Pages) All inclusive All inclusive Chap 11; p 5 & 13

Revision Description Updates to PM Updates to Job Aids Update to IIP Update to SAP Updates to Job Aid Update to Daily Log Removal of IIP Removal of SAP Update to Job Aid Update to Daily Log Update to PM Update to 2nd ID & Removal of 48 hr retest reqmt

FAA Approval Date Feb 23, 2011 Feb 2012 Feb 2012 Jun 2013


Section II - LIST OF EFFECTIVE PAGES Please insert the revised pages into this manual and delete the obsolete pages following the list of effective pages below. The letter “R” indicates a revised page, “A” is for added pages, and “D” for deleted pages. Remove superseded and deleted pages from the manual; keep them in a separate file. This list is a record of each page of subject revision and each previously issued page that is still current. Blank pages and pages that are no longer current do not appear on this list. If there is any question about the currency of the recipient’s manual, check each page in the manual against this list of effective pages. Remove any page that does not appear on the list of effective pages. Page Number R) - PM 23 R) - PM 24 R) - PM 26 R) - PM 46 R) - PM 56 – 59 R) - PM 82 – 86 R) - IIP 4 R) - IIP 6-9 R) - SAP 6 R) - LG OM Chap. 2 R) – PM (xx) R) – PM (xx) R) – PM (11-5 & 13)

Revision Number Rev: Feb 2011 Rev: Feb 2012 Rev: Feb 2013 Rev: Mar 2013

Revision Date Feb 23, 2011 Feb 9, 2012 Feb 28, 2013 Apr 5, 2013

FAA Approval Feb 23, 2011 Feb 2012 Jun 2013


Section III - MANUAL CONTROL

A. CHANGES REQUIRING FAA APPROVAL: Revisions to this manual, except those identified here, must be approved by the FAA before implementation. Minor changes to this manual do not require FAA approval. Minor changes are administrative in function only and do not require FAA approval. They are defined as: typographical errors; Unit Member name changes; FAA form updates; internal procedure form number changes; and format changes. The ODA Administrator(s) may incorporate minor changes in the Procedures Manual without approval of the FAA. The ODA Administrator(s) will insert “N/A” in the FAA approval column and initial.

Changes regarding correction of typographical errors as well as changes not identified in Order 8100.15 will be approved and incorporated by PSI.

B: FAA CONTROL:

All revisions to this manual requiring FAA approval will be submitted by the PSI’s ODA Administrator(s) and approved by the FAA prior to incorporation into the manual. 1. This manual, identified as PSI FAA Procedures Manual, provides necessary

procedures and general information in accordance with FAA Order 8100.15 and 8080.6(). Page numbers are self-contained within each chapter to allow a chapter to be revised without requiring repagination of the entire manual. PSI will provide the FAA with a complete manual once a revised chapter is approved by the ODA Administrator(s) and the Organization Management Team (OMT) on behalf of the FAA. Each revision of this manual is independent of other related documents and carries a sequentially assigned revision letter and a synopsis of all changes associated with the revision.

2. Revisions to this manual, except those identified in paragraph III.a and III.b (1), will

be submitted by PSI’s ODA Administrator(s) and approved by the FAA Administrator OMT (address provided in paragraph (3) below) prior to incorporation into the manual.

3. Federal Aviation Administration

Airman Testing Standards Branch (AFS-630) PO Box 25082 Oklahoma City, OK 73125


C: PSI CONTROL: 1. The ODA Administrator(s) is responsible for manual revisions and distribution. If a

manual revision needs FAA approval, the ODA Administrator(s) will submit the revision, along with the Log of Revisions and List of Effective Pages, to the OMT for approval. Revised text must be highlighted and the revision level for the change noted on each revised page. The FAA will indicate approval by signing and dating the Log of Revisions page in the FAA approval column. The OMT will return the signed Log of Revisions and a copy of the revised pages to the ODA Administrator(s) for distribution.

2. Manual updates and distribution

a. The ODA Administrator(s) is responsible for manual updates and distribution.

i. Upon identification of the need for a revision to the manual, the ODA Administrator(s) will initiate such revision by: 1. Making the necessary revision(s) to the affected chapter(s) of the manual 2. Coordinating the revision with the affected disciplines within the PSI ODA

Organization (ref FAA Order 8100.15) 3. Recording a description of each change and its location in Section I, Log

of Revisions for the revised manual. 4. Recording the appropriate page revision number and revision date for

each affected page in Section II, List of Effective Pages 5. Signing Section I, Log of Revisions; and 6. Submitting an electronic copy and nine (9) paper copies of the following

documentation to the OMT for distribution to the OMT members for review and approval:

a. Complete revised Chapter(s) of the manual b. The revised Log of Revisions, and c. The revised List of Effective Pages

ii. The OMT approves by signing and dating Section I, Log of Revisions page. The

OMT will return the signed Section I to the ODA Administrator(s) for incorporation into the manual and permanent retention.

iii. The ODA Administrator(s) is responsible for:

1. Incorporating the signed Section I, Log of Revisions; revised Section II, List

of Effective Pages; and revised Chapter(s) into the manual.

2. Printing copies of the complete manual for distribution identified in paragraph III.c (2).


a. Revisions of this manual will be provided to all ODA Administrator (s) as defined in the Organizational Chart in Appendix A.

3. The ODA Administrator(s) is responsible for reviewing FAA policy and regulatory changes and ensuring that the manual is kept correct and current. When FAA policy or regulations change such that the manual is no longer in agreement, the affected Chapter(s) of the manual will be updated within 120 calendar days (ref FAA Order 8100.15)of the issue date of the policy or regulatory change utilizing the procedure identified above in III.b(1). In accordance with FAA Order 8100.15; FAA policy or regulation takes precedence in situations where this Procedures Manual has not been updated to the latest FAA policy or regulation.

a. Proposed revisions to this manual are provided to the OMT for review

and approval. No revised procedure(s) may be implemented until approval is received from the FAA, and the revised manual has been made available to PSI testing centers by the ODA Administrator(s).

4. The ODA Administrator(s) is responsible for reviewing this manual once a

year to ensure the manual is up-to-date. If manual updates are found to be necessary during this review, those updates will follow the process identified in paragraph III.c (2). If no updates are required, the ODA Administrator(s) will send a letter to the OMT Lead specifying that a review was completed and no updates were required.

5. The ODA Administrator(s) is responsible for assuring that the following

receive or have access to the approved manual referenced in paragraph IIIa, including the latest revisions;

a. All designated FAA AKT PSI personnel will have access via the PSI

website within 48 hours of receipt of FAA approval;

b. All designated FAA AKT PSI personnel without access to the PSI intranet will be provided a copy of the PSI Procedures Manual.

c. The OMT will be provided an electronic copy and three (3) paper

copies of the entire manual/report(s) for distribution within the FAA.


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Chapter 1 - PREFACE AND INTRODUCTION The FAA has created and distributed Order 8100.15 to outline the Organizational Designation Authorization (ODA) program. This order specifies the requirements and standards related to the Airman Knowledge Testing (AKT) examination delivery at authorized testing centers by certified testing professionals. PSI has the necessary skills, experience and a management team fully committed to providing the resources to meet all FAA requirements as identified in both Order 8100.15 and 8080.6(). The purpose of this Procedures Manual is to document all of the procedures and processes that PSI has developed in order to meet these requirements. PSI is a leader in the assessment industry with over 60 years of experience. PSI provides solutions to many industries including government regulatory bodies, professional associations and numerous corporations. PSI’s suite of services includes: certification credentialing, license management, biometric identification, and talent assessments. PSI is headquartered in Burbank, CA, USA with corporate offices in Vancouver, WA, Las Vegas, NV, Albuquerque, NM, and Trenton, NJ. PSI understands that in order to be a qualified ODA Holder, its headquarter office must be located in the United States. Also, PSI acknowledges that the FAA has the right to inspect PSI’s facilities and testing centers. Prior to acquisition by PSI, LaserGrade was a FAA approved test provider and had administered the AKT examinations since 1996. LaserGrade was acquired by PSI in 2007, and the Vancouver, WA office continues to manage and coordinate the FAA testing program.

a. This Procedures Manual establishes the responsibilities and procedures to be followed when performing the functions authorized by the FAA under the ODA procedures of Order 8100.15.

b. All formal communications with the FAA will be conducted through PSI’s designated

ODA Administrators as defined in the Organizational chart in Appendix A. In the event that the designated ODA Administrator(s) is not available, management of the AKT program will be handled by the PSI Chief Operating Officer.

c. All communications to and from the OMT will be either verbal or written (electronic

or hard copy) through PSI’s designated ODA Administrator(s) or the established PSI FAA hierarchy.

d. Abbreviations, Acronyms, and Definitions:

ATCS – Alternate Testing Center Supervisor COO – Chief Operating Officer


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FAA – Federal Aviation Administration Formal communication – letters MOU – Memorandum of Understanding ODA – Organization Designation Authorization OJT – On the Job Training OMT – Organization Management Team Para – Paragraph Ref – Reference TC – Testing Center TCS - Testing Center Supervisor Test – FAA test unless otherwise indicated Unit – Testing Center UM – Unit Member who performs AKT functions at the Unit () – Current revision when used following document reference


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Quick Reference Phone Numbers, Addresses, and Hours of Operation PSI Vancouver Office

Shipping Address: 16821 SE McGillivray Blvd. #201

Vancouver, WA 98683-0402 Mailing Address: 16821 SE McGillivray Blvd. #201

Vancouver, WA 98683-0402 Web Address: www.FAA.PSIexams.com Vancouver, WA Office Phone: (800) 211-2753 Outside North America (360) 896-9111 Vancouver, WA Office Fax: (360) 891-0958 Emergency Number: (360) 891-0865 Normal Business Hours: Monday – Friday

6am - 5pm (Pacific)

PSI Registration

Central Registration: (800) 211-2754 or (800) 733-9267 (360) 896-9111 (outside of U.S.)

Registration Hours: Monday – Friday 6am - 5pm (Pacific)

Saturday 6am - 2pm (Pacific)

PSI Technical Support

Business Hours (800) 211-2753 – Option 3 (360) 896-9111 (outside of U.S.)

Normal Business Hours: Monday – Friday 6am - 5pm (Pacific)

Saturday 6am - 2pm (Pacific) Emergency Number for After Hours (360) 891-0865


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AFTER HOURS SUPPORT If you encounter an emergency with hardware, software, or registration after normal business hours, call the emergency support number: (360) 891-0865. Valid Emergencies

Customer waiting - cannot register, download test or bring up test

Test station is down during a test and cannot be brought back up

Cannot print test report

Note: If the test report contains errors, call before the applicant leaves your facility. Do not issue the test report. PSI will provide a corrected version of the test report form in a manner as required by the FAA. When reporting problems, please have the following information ready:

Your Test Center Identification Code (located in the lower right corner of the main menu screen on each test station)

What you were doing at the time the problem occurred

Exact messages as shown on the screen

On which test station did the problem occur (station #1, #2, #3, etc.)

Any other information you think may assist in the resolution Note: Do not call the Registration number. This line is for registration use only. SUPPLIES Printer Cartridge Remember to always have at least one extra printer cartridge. If you are not able to print the test report, you cannot administer tests. Computer Test Supplements If a test supplement is required to administer an examination, it is to be free of writing and in good order. If your test supplement for any exam is not in good condition, please contact PSI for additional information.


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Computer Test Reports All computer test reports are printed on blank white paper. Please have a sufficient amount of paper to print out all test report forms for your testing center’s scheduled exams for the day.


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Chapter 2 - AUTHORIZED FUNCTIONS AND LIMITATIONS This chapter identifies the ODA Holder’s authorized functions and limitations. PSI will ensure that the ODA Administrator(s), Units, and Unit Members abide by the procedures identified in this Procedures Manual. PSI is authorized per Part 183 to perform the following general Airman Knowledge Testing Functions.

Delivery of Airman Knowledge Tests (Function Code 1401)

The AKT ODA Holder and Unit Members are responsible for the delivery of airman knowledge tests by identifying, authorizing, registering, and documenting applicants for airman knowledge tests. The AKT ODA Holder must ensure the integrity of data and the knowledge testing process through the accurate implementation of the test bank and form test updates in accordance with activation dates established by the OMT.

Note: PSI may also administer FAA AKT examinations utilizing the STA procedure. The requirements are detailed in Chapter 6 under Minimum FAA Volume Requirement. As part of the ODA Holder’s requirements, PSI will maintain all facility, personnel, background checks, applicant, knowledge test, and statistical data as specified in the FAA Orders and in this Procedures Manual. The following procedure will be utilized to meet this requirement.

a. Unit Members must submit all facility and personnel information to PSI.

b. PSI will complete Unit Member background checks via contracted 3rd party vendor.

c. Once all records are received by PSI, all data will be stored via electronic means.

d. All examination and applicant records will be stored electronically.

e. All stored data will be readily accessible and available to the OMT if requested.

General limitations on Airman Knowledge Testing functions are as follows:

a. Performance of functions not authorized by this Procedures Manual


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All ODA Unit Members and ODA Administrator(s) must follow all processes as documented in this Procedures Manual at all times.

b. Deviation from specific FAA policy and Guidance

No ODA Administrator(s) or Unit Member may deviate from specific FAA policy and guidance without approval from the OMT. Disciplinary action for each infraction type and level are clearly defined in Chapter 17, Corrective Action Matrix.

c. Changes to the ODA Unit

The following changes to the ODA Unit requires PSI and FAA approval: o Change of Ownership o Relocation o Change of layout

d. Other Limitations

The ODA Holder may not perform any functions not authorized by the ODA Holder’s managing FAA office.

The OMT may impose limitations on the ODA Holder’s authority, as warranted by the ODA Holder’s staffing and experience, that the OMT determines appropriate.

The following PSI ODA functions are:

Provide and maintain electronic mail connection(s) between PSI and the FAA point(s) of contact.

Provide and maintain the entire inventory of airman knowledge exams.

Provide and maintain an automated method of programmatically implementing question bank and form test updates to ensure accuracy and validity of question banks.

Provide and maintain a method for on-screen graphics, performance charts, and other supplementary testing information.

Provide and maintain a plan for test and data security.

Provide and maintain a method for an introductory lesson to familiarize applicants with computer testing procedures.

Provide and maintain a method for randomly selecting test forms. The system must rotate forms so that all forms are used during this randomization.

Provide and maintain a display of multiple-choice and other question types, in their entirety, on one computer screen.

Provide and maintain a method (e.g., keyboard, touch screen, mouse) for answering test questions.

Provide and maintain a method for permitting an applicant to return to a test question previously answered, for review or possible answer change.


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Provide and maintain a method for saving test information after each answered item. The PSI central computer system must save data at frequent, regular intervals, throughout every test administered, so that exams may be resumed very near or at the point of last activity should a system or computer crash occur.

Provide and maintain an accurate applicant test records that strictly adhere to the approved format.

Provide and maintain validated data records that strictly adhere to the approved format.

Provide and maintain applicant survey data records that strictly adhere to the approved format.

Provide and maintain a secure method for accomplishing electronic transfer of applicant test data to the OMT on a daily basis, 7 days per week.

Provide and maintain a daily backup of applicant test records stored in a secure location within the main office. A weekly backup must be stored in a safe deposit box, within a commercial bank. Only the ODA Holder owner or one key employee and one secondary employee must have access to this safe deposit box. Files and records must be encrypted using no less than a 128-bit encryption method, and must be maintained for at least 26 months.

Provide and maintain a method for continual electronic access to test scheduling records.

Provide and maintain a method for continual electronic access to a currently revised list of authorized ODA Unit Members, including changes as they occur.

Provide and maintain an acceptable method for continual electronic access to testing center facility layouts.

Provide and maintain a test delivery system capable of allowing applicants to view the questions answered incorrectly at the end of an exam.

Provide and maintain a test delivery system with video capability.

Provide and maintain a statistical evaluation of a whole test (excluding validation questions).

Provide statistical evaluation of individual test and validation questions.

Duration of Authorization PSI ODA issued under CFR 183.45 is effective until the expiration date listed on the letter of designation and is not transferable. The FAA OMT may terminate or suspend the ODA Holder at any time for a reason identified in CFR 183.67. PSI understands and will continue to follow the below procedure in order to maintain eligibility status of an ODA Holder.


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Maintenance of Eligibility

1. Maintaining Eligibility – To maintain eligibility:

PSI will continue to meet the requirements of this authorization and notify the FAA OMT within 48 hours of any change that could affect the company’s ability to meet the requirements of 14 CFR part 183. A notification due on Saturday, Sunday, or a holiday may be delivered on the next working day;

PSI will comply with the requirements of this manual;

PSI will maintain a staff of qualified ODA Unit Members;

PSI will implement corrective and remedial action for deficiencies identified by the FAA; and

PSI may not perform an authorized function if a change in facilities, resources, or organizational structure affects how the ODA holder performs that function.

2. Review and Renewal of Authorization – Authorization must be reviewed and renewed.

The application for renewal must be submitted a minimum of 60 days before the termination date associated with the authorization.

The renewal letter will include an overview of the activity performed under the ODA and will identify any increase in activity planned for the next renewal period.


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Chapter 3 - ORGANIZATION STRUCTURE AND RESPONSIBILITIES This chapter defines the PSI FAA AKT program team members, responsibilities, and organizational structure. The ODA Holder has responsibilities to the ODA Administrator(s) and the Unit. These responsibilities are detailed below:

a. General Responsibilities: PSI, as an ODA Holder, acts as a representative of the FAA OMT when performing the delegated functions. As a result, PSI management is responsible to ensure its staff can perform the functions they have been delegated in the manner prescribed (ref FAA Order 8100.15).

b. Individual Responsibilities:

Following are some of the individual responsibilities of PSI management, specifically Brett Greenwood, Chief Operating Officer:

1. Responsible for establishing corporate policies that will support the ODA

Holder and will not conflict with FAA regulations or policy; 2. Responsible to remain independent of, and not interfere with, the findings

and activities conducted under the ODA Holder authority; 3. Provides adequate qualified personnel coverage to accomplish ODA

certification and production activities (ref CHAPTERS 4 ODA Administrator and ODA Unit Duties and Responsibilities and 7 ODA Unit Selection Procedures);

4. Provides the necessary support and personnel for both PSI and FAA audits (ref CHAPTER 9 Self-Audit Responsibilities); and

5. Ensures that all necessary personnel receive the training required by FAA Order 8100.15 (ref CHAPTER 8 Training).

6. Ensure that only the following staff have access to airman personal, demographic information, and test data:

Ode Zeta

Ken Bailey

Linda Small

Jeffrey Cowley

c. Organizational Structure:


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The ODA holder’s Administrators are Linda Small (Lead ODA Administrator) and Ho J. Mun (ODA Administrator) who both directly report to Brett Greenwood, (COO). For detailed information, refer to Appendix A (PSI Organizational Chart). Since the AKT ODA activities are operational in nature, the Chief Operating Officer, is directly responsible for providing support to the AKT ODA activities.

1. The ODA Holder must comply with the procedures contained within this

Procedures Manual. 2. The ODA Administrators and the Unit Members will be given sufficient

authority by the ODA Holder to perform their authorized functions. 3. The ODA Holder will ensure that non FAA AKT activities by ODA

Administrators and UM’s do not interfere with the authorized functions. 4. The ODA Holder will cooperate with the OMT in the performance of the

OMT’s oversight of the ODA Holder. 5. The ODA Holder will notify the OMT of any changes that could affect the ODA

Holder’s ability to perform its authorized functions within 48 hours of the ODA Holder’s knowledge of the change.

d. Unit Members:

The PSI Unit Members include the Test Center Supervisor (TCS), Alternate Test Center Supervisor (ATCS) and the proctors at each of the testing centers. All Unit Members are responsible for the overall adherence to the PSI and FAA ODA procedures regarding the administration of the examinations, embossing and distribution of score reports, and the overall security regarding the examination and applicant data. All Unit Members are responsible to follow the responsibilities identified below:

1. The ODA Unit Members must comply with the procedures contained within

this Procedures Manual 2. The ODA Unit Members have sufficient authority granted by the ODA Holder

to administer the FAA AKT examinations. 3. The ODA Unit Members have the authority to emboss and distribute original

score reports to testing applicants. 4. The ODA Unit Members must secure both examination and applicant data

and report any incidents to the corporate office immediately. 5. TCS’s and ATCS’s must remain active unit members at all times.

Note: Unit members are to contact PSI for all questions regarding policies concerning testing policy. Unit members are to never contact the FAA.


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Chapter 4 - ODA ADMINISTRATOR, UNIT (Test Site) & UNIT MEMBER

ODA Administrator and Unit Responsibilities PSI has identified Linda Small and Ho J. Mun as ODA Lead Administrator and ODA Administrator respectively. They report directly to Brett Greenwood (COO) and are the focal point for the FAA AKT program, and have the primary responsibility and authority for ensuring compliance with FAA regulations, policy, guidance, and directives. Their responsibilities are documented in this chapter.

a. ODA Lead Administrator: 1. The ODA Administrator(s) has primary responsibility for managing the

performance of all authorized functions by TCS, ATCS, and unit members at all FAA AKT testing centers. This includes the incorporation of corrective actions for all deficiencies found to be non-compliant with expected processes per the PSI Corrective Actions Matrix.

2. The ODA Administrator(s) has primary responsibility for ensuring compliance

with the limitations contained within the ODA Procedures Manual.

3. The ODA Administrator(s) has primary responsibility for ensuring all personnel listed in this manual are qualified and trained to perform the duties and responsibilities required by this manual.

4. The ODA Administrator(s) has primary responsibility for notifying the FAA

within 48 hours of any changes that would affect the ability of the ODA to continue to meet the requirements of the authorization.

5. The ODA Administrator(s) has primary responsibility for making available all

changes to Regulations, Notices, and FAA Policy Letters to Unit Members.

6. Provides adequate qualified personnel coverage to accomplish ODA certification and activities.

7. Provides the necessary support and personnel for both PSI and FAA audits

(ref CHAPTER 8 Self-Audit Responsibilities).

b. ODA Administrator: 1. Assist Lead Administrator in all identified functions and responsibilities.


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2. Perform all functions of ODA Lead Administrator if/when ODA Lead Administrator is not available.

Required Capabilities and Unit Functions The ODA Administrator(s) is responsible for managing a network of sites (Units) and a group of individual Unit Members, under the umbrella of the ODA Holder structure. The ODA Administrator(s) is capable of performing all of the authorized functions. Examples of such functions are identified in Chapter 2 (Authorized Functions and Limitations). Thus, the ODA Holder is responsible for ensuring that the ODA Unit is staffed with personnel that are qualified and capable of performing their authorized functions. The ODA Holder must also comply with Local, State, and Federal laws regarding employment, as well as Civil responsibilities related to the actions of its employees, consultants, and business associations. Therefore the ODA Holder is responsible for the selection, appointment, training, evaluation, discipline, and removal (if necessary) of ODA Administrators and Unit Members. Due to the necessity of the close interaction between the ODA Holder and the OMT, all ODA Unit Member actions taken by the ODA Holder, including selection, appointment, training, evaluation, discipline, and removal (if necessary), must be transparent to the OMT. In the event that one of the ODA Administrators needs to be replaced, PSI will follow the procedure below:

1. Brett Greenwood (COO) will notify the FAA OMT Lead with an update within 24 hours of removal of an ODA Administrator along with a transition plan (including projected timelines for completion).

2. PSI will review potential applicants to ensure they meet all applicable requirements of

an ODA Administrator (identified below). Once the replacement (if necessary) is identified, the potential ODA Administrator information will be forwarded for review and approval by the FAA OMT Lead.

3. Once approved by the FAA OMT Lead, PSI will train and transition to the new ODA

Administrator according to the submitted transition plan. PSI ODA Administrators are responsible for the coordination of a broad array of interrelated tasks. Both the Lead and Assistant ODA Administrators have extensive experience and superior skills in management, communication, and technology as it applies to the authorized functions granted to the ODA Holder. The ODA Administrator(s) also possess the ability to leverage this skill set to manage the whole ODA Unit. Specifically the ODA Administrator(s) must:

a. Be at least 21 years of age and a full time employee of the ODA Holder.


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b. Be a citizen of the United States.

c. Have a minimum of five (5) year’s experience working with the FAA or a similar Regulatory Authority

d. Have extensive experience related to the maintenance of compliance with

regulations.

e. Have complete, in-depth, and extensive knowledge and experience with all FAA Regulations and policies as they relate to the authorized functions granted to the ODA Holder.

f. Have a thorough, high-level, technical knowledge as it relates to the authorized

functions granted to the ODA Holder including:

1. FAA data security

2. Computer network security

3. Test data structure, generation, transmission, and process

4. Applications operations

5. Computer functions at all facilities

g. Have an extensive and comprehensive knowledge of Testing Center operations and administrations as it relates to the authorized functions granted to the ODA Holder including:

1. Superior Communications

2. Integrity

3. Judgment Skills

The ODA Lead Administrator (Linda Small) is primarily responsible for managing the communication with the OMT. The ODA Holder must ensure compliance to The ODA Holder’s Procedures Manual. The breadth of duties that the ODA Administrator must perform may produce the need that the duties be distributed among more than one Administrator. PSI has identified Ho J. Mun as an ODA Administrator to assist Linda Small with the ODA Administrator duties. These duties of ODA Administration will be distributed among the two ODA Administrators. The ODA Lead Administrator will retain the responsibility for managing the whole ODA Unit and communication with the OMT.


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Unit Member Responsibilities and Functions Unit Members are responsible for the coordination of all tasks within the testing center. Unit Members must be at least 21 years of age and a citizen of the United States or a resident alien. The candidate selected and appointed for the position of Unit Member must demonstrate extensive experience and attention to the administration of FAA AKT examinations and the distribution of such score reports as it applies to the authorized functions granted to the ODA Holder. The UM must demonstrate the ability to leverage this skill set to manage the testing center. The authorized functions of a UM are identified in Chapter 2. Specifically the UM must possess:

a. The ability to pass a criminal background check b. Complete all necessary training requirements c. Adherence to all ODA Holder and FAA requirements d. Must be able to properly follow additional program instructions as directed by ODA

Holder e. Complete and pass the PSI proctor exam and FAA proctor exam f. Complete yearly recertification

Unit Member Requirements to Deliver a FAA Exam

Test Center Unit Members must first be approved to deliver FAA exams following the approval process listed in this Procedures Manual.

Only properly trained, qualified, and authorized individuals may administer Airman Knowledge Tests.

Certified Flight instructors are NOT allowed to administer or monitor the administration of FAA exam to his or her applicant/student.

Note: DME or DPE cannot be appointed, nor carry out the duties of an ODA Unit Member.

A flight instructor may not proctor an exam for a student that they signed-off.

A Unit Member must NOT monitor or administer an airman knowledge test to his or her applicant/student.


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Chapter 5 - ODA UNIT MEMBER LISTING ODA Holder will provide and maintain a current listing of ODA Unit Members (TCS, ATCS and proctors) which is readily available to the OMT. A date is incorporated into the file name to indicate the last update and is forwarded to the OMT monthly or as requested. The listing contains the following items:

Unit Member First Name

Unit Member Last Name

Unit Member Type

Unit Member User Code

Date of Birth

Online Training Date

Hire Date

45 Day Follow-up Unit Member Training Date

180 Day Face-to-Face Unit Member Training Date

Annual Recertification Date

Comment This list will contain PSI accredited Unit Members who have fulfilled all requirements, which includes the pre-employment process, training and successful completion of the FAA proctor examination. PSI will identify an individual, at each of these locations, as the primary Unit Member or Test Center Supervisor (TCS), and, if possible, a secondary Unit Member or Alternate Test Center Supervisor (ATCS) for communication purposes. These designations will ensure that communication to and from the test site is streamlined and efficient. PSI requires that each testing center possess its own Unit Member list for inspection purposes. The unit member list must be updated within 48 hours of an addition or removal of a Unit Member(s). Each testing center must submit an updated Unit Member list to our ODA Site Manager located in the Vancouver, WA office, in addition to filing the updated copy on site. The master list that identifies all current PSI Unit Members and the other required data will be kept and maintained by the PSI ODA Administrator(s) at PSI’s corporate office in Vancouver, WA.

TCS - Testing Center Supervisor Each testing center is required to have one person designated to supervise the testing activity. This person is the Testing Center Supervisor or TCS. The TCS is responsible for all testing activity, security of the testing center, testing materials, and equipment at the testing center.


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The TCS must be present during at least 50% of the posted test administration business hours. The TCS will be trained by a qualified PSI staff member or PSI trainer. The requirements for being a TCS are:

1. Good moral character 2. At least 21 years of age and a citizen of the United States or resident alien 3. Photo identification 4. Pass a 5 year criminal background check 5. Trained and certified by PSI 6. Successfully pass the Proctor Qualifying Test (SMF) and the FAA proctor exam 7. Complete the PSI on-line training program 8. Sign and forward to PSI the Test Administrator/Proctor Agreement

Note: Testing Center Supervisors must complete TCS training and must secure PSI approval prior to acting in this capacity.

TCS Changes- Notice Required When a testing center must change the designated TCS, the outgoing TCS must inform PSI of the estimated date of departure and the name of the new TCS, at least 30 days in advance of that date. This will allow a smooth transition without an interruption in testing activity at the testing center.

ATCS – Alternate Testing Center Supervisor This position was created to temporarily fulfill the TCS responsibilities when the current TCS has left and another nomination for the TCS position has not yet been approved. This position is allowed to exist for a maximum of 90 days. All new ATCS’s must undergo training by a qualified PSI staff member and meet the requirements of a TCS. You must secure PSI approval prior to acting in this capacity. In the event of a sudden or unexpected TCS change, an alternate TCS must be immediately selected by the testing center. This information must then be forwarded to PSI. PSI will report this change to the FAA to begin the process of certifying the ATCS. If at any time a testing center is without an approved TCS or ATCS FAA examinations CANNOT be administered. A pre-approved ATCS may immediately act as the TCS for a period of 90 days. At this point the testing center must either appoint the ATCS as the permanent TCS or submit the required paperwork to PSI to appoint another person as the TCS. Note: Alternate Testing Center Supervisors must complete ATCS training and must secure PSI approval prior to acting in this capacity.


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Unit Members ‘Unit Members’ are comprised of TCS’s, ATCS’s and all proctors. All unit members must meet the requirements of a TCS listed above. The unit member’s name is entered on the unit member list that the TCS must keep current. This list must be on file at the testing center and may be asked for during a formal site inspection. Any additions, changes or deletions will be reflected on the TCS and Proctor(s) Test Authorization printout automatically sent to your computer each time your system connects to PSI’s central computer. This printout must be posted at the testing center for reference.

1. All unit members that administer FAA exams must pass ODA Holder’s proctor exam (SMF) and the FAA proctor exam. These exams must be taken and passed annually.

2. A person is not allowed to be a Unit Member for FAA examinations if you are a Designated Mechanic Examiner (DME) or a Designated Pilot Examiner (DPE).

3. Your facility is not allowed to administer a FAA examination to any person who is a Unit Member at your facility.

4. All Unit Members must pass a 5 year criminal background check prior to formal FAA approval of the TCS and ATCS.

5. All Unit Members must provide, to PSI, a legible copy of their photo identification. 6. A flight instructor cannot administer a FAA exam for anyone he/she has signed-off.

Removing Unit Members If the TCS wishes to remove a Unit Member from the Test Proctor List, they must notify the ODA Administrator and forward an updated “Test Proctor List” form. Please be sure to list ALL current unit members. The TCS is required to provide the ODA Administrator with an up-to-date copy of the Unit Member List whenever a change occurs. A current version of the Unit Member List is a required inspection item for FAA testing centers. Remember, only current and qualified unit members may administer FAA exams.

Unit Member Communication Please note that all questions regarding the FAA AKT program should be directed to PSI. All contact information is located on 1-3 through 1-5. Please be informed that under no circumstance, should any Unit Member contact the FAA regarding the AKT program.


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Chapter 6 - ODA UNIT (Test Site) LISTING PSI administers the FAA AKT examinations in testing centers located throughout the United States as well as some foreign countries. The list contains only those centers that meet PSI and FAA requirements identified below. PSI maintains a current listing of testing centers approved to administer the FAA AKT examinations. The testing center list will contain the name, location, and all necessary contact information for each site. A date will be incorporated into the file name to indicate the last update to this list and will be sent to the OMT on a monthly basis or when requested.

ODA Unit (Test Site) Requirements Facility Requirements The following items are required in the test center when delivering FAA exams.

1. Test centers must not be located in a private residence or in any type of transportable trailer or recreational vehicle.

2. Test centers must comply with local building, sanitation, and health codes. 3. The restroom facilities must be located in the same building where the knowledge

testing is conducted. 4. The test center must have proper control of temperature and ventilation. 5. The testing area must be free from noise, visual aids, and other distractions. Noise in or

around the testing area must be avoided. Test rooms must be free of any aviation related posters or other media that may assist an applicant in answering test questions. Test rooms must be free from any other activity during testing sessions.

6. The test room must have adequate lighting. 7. The computer monitor screens should be free from glare. 8. Each workstation should have adequate physical spacing and table workspace. 9. Separate cubicles with suitable partitions between test terminals are required. 10. All workstations are to be partitioned. 11. All testing station workspaces must be at least 3-feet wide, and the monitor and

keyboard offset to allow adequate room to use test materials.

Note: The testing room must be arranged so that applicants are not able to view monitors at other testing stations.

12. At least three operational computer terminals must be available at all times for

knowledge test administration during test center business hours. 13. The test center must provide applicant surveillance during test sessions. 14. The test center must have a secured area for storing computer hardware containing

applicant and test data.


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15. The test center must have a lockable file cabinet or desk drawer for securely storing:

Daily Sign-In Logs

Copies of applicant identification media, payment information, and test authorizations

Supplementary materials

Scratch paper

Embosser Minimum FAA Volume Requirement All testing centers will be required to meet the PSI minimal annual testing volume of twenty-five (25) examinations per year. If any location is not able to meet this minimal requirement, PSI will conduct an investigation and determine if any mitigating circumstance contributed to the volume. Unless the circumstance(s) is approved by PSI, the testing center’s authorization to administer FAA AKT examinations may be revoked. Special Testing Administrator (STA) FAA has approved PSI to administer examinations under Special Testing Authority (STA). The STA is only allowed using the following procedure: STA -The authority to administer airman knowledge exams in a unique situation and remote or isolated areas. STA privileges must be approved by FAA, AFS-630, and FAA Order 8080.6() In order for any STA event to take place, AFS-630 must approve all applicants prior to testing. STA Procedure:

Testing center or organization contacts PSI to request administration of written FAA exams.

PSI evaluates the request to determine if it meets the STA requirements.

PSI informs FAA, AFS-630 of the STA event (time, location, and number of testing applicants)

In the case where the test administration will be conducted outside of the United States, AFS-630 will request cooperation from the nearest International Field Office (IFO).

PSI submits the names of individuals that will administer FAA written exams (Linda Small, Brett Greenwood, Alon Schwartz and Ho J. Mun).

PSI negotiates the cost of the STA with the Requestor.

PSI will administer the written FAA AKT exams at an agreed upon location.

PSI will administer the written exams utilizing the testing company software on computer hardware located at the testing location. A test report will be provided to the


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airman upon completion of the FAA written exam. All testing data will be forwarded to AFS-630 for processing.

New Test Sites The new Test Site must undergo an application process. The application process includes:

A formal request be sent to PSI indicating desire to become a PSI Test Site while meeting all FAA and ODA Holder requirements

PSI conducts a full review of the application pursuant to the following criteria o Projected Volume o Demographic need based on location

Distance to the nearest PSI FAA Testing Site o Facility primary function o Estimated Cost of Site Maintenance in accordance with the FAA Order 8080.6() o FAA Activity affiliations o Current testing options

PSI conducts a full review of the business applying to be approved as a PSI Test Site o Better Business Bureau check o State Attorney’s Office check

The potential site must undergo a physical site inspection conducted by one of PSI staff members (and must meet the FAA Test Site requirements identified in FAA Order 8080.6()

The potential site must staff with approved Unit Members

Only after OMT approval and notification may the potential become a Test Site

Test Sites located outside of the continental United States (including Hawaii) must meet the criteria as listed above. Additionally, the Test Site must provide:

Written correspondence, addressed to AFS-630, confirming availability of IFO surveillance

That 50% or more of the Test Site’s exams are administered to U.S. citizens, which includes active U.S. military personnel

The initial request must be accompanied by a proposed schedule of operation, a sketch of the Test Site floor plan, and digital photographs.

The Test Site name and address must be indicated on the sketch.

Applicable scales and measurements used to prepare the drawing must be visibly noted on the sketch.

Sketches and associated labeling must be neatly and legibly prepared.

Floor plan, restroom, proctor station, workstations, partitions (if applicable), camera(s) and monitor(s) (if applicable), and any other physical elements of the testing area must be clearly labeled. Method of surveillance must be clearly indicated.


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All PSI Test Site requirements (and expectations) will be identified and explained in the Testing Center Agreement prior to the first examination administration.

Test Site Moves TC principals will be informed that TC locations are part of the approval process. If a Test Site is physically moved in any way, a PSI inspector must review and approve the new facility before FAA AKT testing may resume. In the event a Test Site relocates or moves for any reason, the following procedure must be utilized to inform and gain approval of the new facility location:

The Test Site must notify PSI at least 45 days prior to desired move date

PSI will document the last day of testing in ‘previous’ location and update reservation system accordingly.

TC submits sketches and digital photographs.

PSI reviews sketches and photographs.

PSI will contact the Test Site with any questions or suggestions if necessary.

PSI Inspector physically inspects the Test Site for facility, hardware, security, and storage capabilities to ensure they meet expectations.

PSI informs OMT of new location and new LAS# if applicable.

OMT informs PSI that the updated site information has been documented.

Test Site Change of Ownership Similarly, if there is a change in the Test Site ownership, PSI will complete a check on the business and the proposed Test Site will be required to pass a Site Inspection by an authorized ODA Holder representative. This inspection requires the same procedure as a ‘move’ Test Site. The testing center will be activated for testing once PSI receives approval from the OMT.

Test Site Closure Closing a Test Site regardless of the situation (action taken by the facility or by PSI), the following procedure must be followed:

Test Site Action o Alert PSI as to the closing date o PSI will work with the facility to return all equipment, documentation, and applicant

records o On an agreed-upon schedule, PSI and the facility will identify the last date of testing. o PSI updates Test Site information. o PSI alerts OMT of Test Site closure.


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Test Site – Miscellaneous Information Hours of Operation All PSI public Test Sites are required to be available at least 15 hours per week for FAA AKT testing administration. PSI private Test Sites determine and maintain their own schedules and are required to advise PSI of their hours of test administration. The hours of operation, for public and private test sites, must be on file with PSI. Testing centers may extend their hours of operation at any time and may test at any time convenient to the test proctor and the test applicant (24 hours/day, 365 days/year). However, at least a 30-day notice in writing is required to change the testing center’s regular hours of operation. All sites are subject to inspections by PSI or the FAA during provided hours. Note: If an applicant requests to take a test that would go beyond the normal hours of operation, it is the decision of the UM at the site to remain open extra time to accommodate the applicant. This decision is up to the TCS or test proctor. Please refer to FAA Order 8080.6(), for an example of a template used to waive allotted time. Failure to provide at least a 30-day notice, in writing, of a change to the testing center’s hours will result in a $50.00 surcharge, per candidate affected, assessed to the testing center. The only exceptions to this policy are at the sole discretion of PSI Management. All schedule changes must be submitted on the Test Center Declaration and Hours of Operation Form located in the Operations Manual. If the requested schedule change is approved, you will receive a copy of the requested change signed by PSI. Please note that you must receive the signed confirmation from PSI in order for the schedule change to be effective. All requests will be acknowledged within two business days of receipt of the request by PSI.

Fee Reconciliation This section explains PSI’s accounting system and guidelines for payment to and from the testing center.

The testing center must have a valid credit or debit card on file with PSI or must approve PSI to withdraw funds directly from a valid checking or savings account to settle account balances.

Upon request, PSI will provide a separate invoice for billing to government agencies, colleges and/or universities that has been pre-approved to receive separate billing.

The test center is responsible for providing updated credit or debit account information to the accounting department as changes occur.

The test center will receive a fax or phone call reminder if your card has expired or we are unable to process payment on your card or account.


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PSI reviews the previous month’s bookkeeping during the first week of the current month. A PSI system email will be sent to your testing center on the 5th of every month reminding you to review your accounting ledger. From the 5th of the month to the 8th, the test center is asked to review your ledger, and report any discrepancies to us. Formal billing begins on the 9th for the prior months tests.

Date Review: 1st to 5th PSI reviews testing center’s ledger. 5th Reminder emails to testing centers to review ledger. 5th to 8th Testing centers review ledgers. 9th and 10th Settlement of accounts by PSI

Reconciliation Report The test center has access to the bookkeeping for the current month and the prior month automatically through the FileEdit system. The test center may contact the PSI accounting department for any questions regarding any months billing. Each time a test is completed and returned to PSI, the test will show in the billing ledger. Based on the type of registration, the amount due PSI or the testing center will be calculated for each test. If there is an error, such as a test not showing in your ledger, please call PSI Vancouver office with your questions or concerns. Other Charges Late Fee: All accounts that have not been settled with PSI by the end of each month will be assessed a $25.00 late fee. This fee will be added to the testing centers next month’s billing. Any account that has not been settled by the next billing date will automatically be de-activated. The testing center will need to settle all outstanding balances prior to re-activation. A $50 re-activation fee will apply and be charged to the following month’s billing. Advertising Cost Share: A program set up to allow PSI and our testing centers to share advertising expenses to maximize exposure in multiple aviation industry periodicals. This expense is monthly and will not be in the ledger until the 5th of the month. If a test center prints the ledger before that date, you may not have a complete billing ledger. Only FAA testing sites participate in the cost share advertising program. A FAA testing center’s cost share amount is based on the number of exams given per month. The cost share amount is $40 if the test center has administered over 20 FAA exams in the current month. The cost share amount is $25 should the site administer less than 20 exams per month. Private sites or Non-FAA sites are exempt from the Advertising Cost Share Program. No-Show Applicants

If an applicant fails to show up for an exam scheduled thru PSI Customer Service, the test center must notify PSI the same day to receive credit.


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Should an applicant arrive late (30 minutes or more) for an exam without calling, the test center has the option of administering the exam, or directing the applicant to call customer service for reschedule.

The test center should advise the applicant that when calling customer service to reschedule, there will be a second charge on their credit card for the exam fee.

Proctor No-Show Policy

Applicants who have registered through customer service, and cannot test due to a Proctor no-show, will be eligible for a free test.

You may be charged an amount for the exam resulting from a Proctor failing to be present for a scheduled exam administration.

Note: Emergency situations will be reviewed when assessing additional charges.


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Chapter 7 TRAINING This chapter describes the training requirements for all new and current Unit Members. PSI has designed a comprehensive Training Program which consists of online training modules and a face- to- face training component to ensure successful performance of Unit Member functions. PSI’s multi-step program will educate all Unit Members about the PSI system and the FAA AKT program. The training program also includes an annual review and testing of the proctors to gauge their knowledge and retention level. The training program is designed for new and existing proctors and is categorized as Initial Training and Annual Training. A “Record of Training” form is available in Appendix C.

New Unit Members: Any individual who does not currently administer FAA examinations is considered to be a ‘new unit member’. As required by FAA Order 8100.15A, all testing center personnel must undergo initial PSI (system) training and FAA program training. o There are six required steps to become a Unit Member. All six steps must be

completed before a person can become a certified Unit Member. The steps are: a. TCS or ATCS must complete an introductory training session with the proposed

new Unit Member. This session familiarizes the Unit Member to the test site, equipment, and resources.

b. New Unit Member must complete the PSI on-line training program. c. Pass the PSI unit member “Qualifying Proctor Exam” (SMF). d. Complete the “Test Administrator/Proctor Agreement” form and “Background

Check Release” form. e. TCS or ATCS must complete and sign a new “Test Proctor List” form. Please be

sure to list ALL current approved proctors, not just the new Unit Member being added.

f. Forward the “Test Administrator/Proctor Agreement”, “Test Proctor List”, “Background Release” form and a photo copy of the Unit Member’s government issued ID to PSI.

New unit members can be defined as new hires (staff) within an existing authorized testing center or as staff at a new testing center. In both cases, new unit members will be required to undergo the same training requirements.

To satisfy this requirement, PSI will require each new unit member to complete the PSI on-line training program. This program:


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a. is Web enabled b. covers PSI system and FAA AKT training c. includes both auditory and visual instructions d. utilizes module methodology to assist in knowledge retention e. includes module quizzes, which provides overall results f. references PSI and FAA documentation

o Follow-up Training: To continue the training process, PSI will review the quality and

completeness of each Unit Member’s completed applicant documentation upon thirty-five (35) days of active administration of exams. PSI will audit up to five (5) random records to determine any potential areas of concern. Based on identified issues, PSI will create a customized training program for the Unit Member that addresses areas of weakness and also identifies strengths. The actual training session will take place within forty-five (45) days of obtaining system access. PSI mandates participation in this individualized training session.

o The individualized training call will be designed upon the results of a documentation audit of the specific unit member. The training will cover:

a. Daily Sign in Log b. Applicant Name Data Entry c. The FAA Examination Matrix d. Applicant Documentation e. Security f. Question and Answer portion

o Lastly, PSI will require Face-to-Face training of each Unit Member, within one

hundred eighty (180) days of password activation.

o The Face-to-Face training sessions will be completed by an authorized ODA Holder Trainer or authorized ODA Holder designee at an agreed upon location. The location/day/time will be communicated to the required attendees. During this training session, the ODA Holder Trainer will review all aspects of the AKT program.

Recurrent / Annual: All unit members will be subject to an Annual Training requirement within one (1) year of their last training date. Similar to the initial training, Unit Members will be required to complete the PSI on-line training. It is the responsibility of the ODA Administrators to ensure training compliance of all unit members. Each Unit Member is required to maintain a current status of their training requirements on the “Record of Training” document. The “Record of Training” document must be stored and retained for each unit member through the duration of their designation as a unit member.

Material Required: The training program will reference various ODA Holder and FAA documentation. All of the items below will be distributed and available on-line to ensure


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that any updates or changes can be downloaded and replaced at each testing location. The references include:

a. PSI Operations Manual b. PSI “Quick” Reference Guide c. Workbook (includes examples and problems to be solved) d. Other Reference Materials

i. FAA Order 8080.6() ii. FAA Examination Authorization Matrix

iii. Inspection Job Aid Note: The new Unit Member’s name and password will be added to the testing center’s list of certified unit members once all requested paperwork is received, the background check has been completed and all training requirements are have been met. Once a Unit Member is added, their name will appear on the ‘Test Authorization and Proctor List’ that can be printed from the FileEdit TCS functions menu. Please allow two business days for the processing of this paperwork.

Remedial Training: Following a test site inspection or a test site audit, it may be necessary to conduct an additional training session. This training session reinforces the information previously presented with a key focus on issues and provides suggestions for improvements that need to be implemented immediately. o The remedial training will be coordinated by the PSI staff and the TCS or ATCS. In

preparation of the dialogue, the following must take place prior to the training event: a. PSI will identify the Unit Member(s) required to complete the remedial training. b. Applicable Daily Logs must be readily available to reference.

1. PSI will identify a set number of records for review c. All FAA documentation must be readily available to reference.

1. FAA Examination matrix 2. PSI Procedures Manual

o During the remedial training, the PSI trainer will lead discussions about the issues

and reinforce the procedures by: d. Identifying specific examples along with correct procedure(s). e. UM’s will be asked to review documentation and find possible discrepancies.

1. Follow up questions and conversations will reveal root cause of the issue. f. Possible changes will be identified by both the site and the PSI trainer.

1. Identify timetable for implementation g. PSI will review effectiveness of the above change within 30-60 days.


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In summary, the remedial training is to allow each Unit Member to recognize the issues from a first person point of view instead of just a one-sided presentation. The requirement for a unit member to recognize their own issues will help to reinforce the process and procedure set by PSI.


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Chapter 8 - SELF AUDIT RESPONSIBILITIES This chapter identifies the overall procedure for ensuring that PSI meets the requirements of an ODA Holder as identified in Order 8100.15 and 8080.6(). PSI will review all of the areas to ensure that all examination and applicant data are securely handled, only those applicants who meet the identification requirements are tested, and correct procedures are being followed at the testing center. PSI will also ensure that only authorized ODA Administrators and Unit Members are performing the functions described in this Procedures Manual. The ODA Holder has responsibilities to the ODA Administrator(s) and the Unit. These responsibilities are detailed below:

1. Self Audit a. Self audits are performed such that each component of the ODA Holders’ site

responsibilities is evaluated at least once per year, or as requested by the OMT. The evaluation will include a review of personnel, procedures, records and all other authorized functions and administrative procedures followed by the organization. All records of ODA Holder’s self audits and implementation of corrective actions will be retained for five years.

b. The Self-audit consists of evaluations of approved ODA procedures and processes as outlined in this Procedures Manual and in accordance with FAA Order 8100.15.

The ODA holder is responsible to assure accomplishment of the Self-audits process on an annual basis.

Audits of this Procedures Manual are completed by PSI’s ODA Administrators, both experienced in the ODA procedures.

Previous evaluation/audit findings and dispositions are reviewed and evaluated to insure corrective actions are working satisfactorily.

2. Test Site Audit

a. Facility Evaluation:

The facility will be reviewed according to PSI Testing Center Inspection Job Aid.

The self audit will ensure that the testing center is conducive for FAA AKT administration as defined by FAA Order 8100.15.

b. Surveillance and Security Evaluation:

Each testing center must employ one of the approved applicant monitoring methods.

c. Reference and Testing Material Evaluation

Each testing center must have all FAA supplemental books available in good condition (mark free and current).


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d. Personnel and Training Evaluation

Verify each testing center has a complete list of TCS, ATCS, and proctors including: o Certifying Statements o Initial Training record o Record of Training

e. Testing Record Requirement Evaluation

Applicant data must be stored for a period of five (5) years including: o Identification o Acceptable US citizen Identification o Acceptable non-US citizen Identification o Daily Logs o Original test report indicating failure (for applicants retaking exam after failure) o Photocopy of the original test report indicating a passing score (for applicants

retaking an exam for a higher score) o Original expired test report showing that the original completion test date has

expired (for applicants retaking an exam due to the expiration of the previously passed exam)

3. Follow-up Audit

a. Follow-up of audit corrective action will be performed as specified in the self-audit report.

Follow- up Audit report to include: o Site ID number and name o Date of Audit o Date Audit submitted to OMT o Number of records reviewed o Names of unit members that proctored an exam(s) during the defined audit

period o Issues found if applicable o Corrective action/follow-up if applicable o Name discrepancies of completed exams o An applicant comments review

Communication to site of Site-Audit findings: o Conversation with TCS of the site to include findings of the Self-Audit o E-mail follow-up of conversation if applicable o Corrective actions/follow-up requirements when applicable per the PSI

approved Corrective Action Matrix

PSI ODA Administrator(s) will lead the review of the Regional Inspectors by utilizing the Unit Member Survey to be completed after every testing center inspection. The ODA Administrator(s) will be audited by the Director of Operations/Strategy and Compliance. The final review will be


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conducted by the PSI COO to ensure that each ODA Administrator responsibility is complete. As part of the Self Audit, PSI will refer to the responsibilities of the Testing Center Agreement.

4. Corporate Self Audit

a. As an ODA Holder, PSI is required to ensure compliance of all procedures and processes involved in conducting the AKT program. In order to confirm compliance PSI conducts an annual corporate audit. The audit inspects PSI’s processes, staff, sites, data and documentation to ensure that PSI is compliant with FAA regulations and policy requirements relative to delegation; specifically FAA Orders 8100.15 and 8080.6(). The scope of the audit includes:

PSI Procedures Manual, thoroughness of the manual, implementation of procedures and compliance with the procedures contain within the manual

Unit (Site) Management including authorization, performance, annual inspection, record audit, and record keeping

ODA Unit Member Management including authorization, performance and record keeping

PSI Implemented Training Program

Test and Data Security

The audit specifically looks for compliance of the following requirements: o The procedures manual contains the information required by the regulations and

Order 8100.15 o The ODA holder complies with its procedures manual o The ODA holder operates within its approved delegated authority o The ODA holder assures that it continues to meet the criteria for holding its

authorization o The ODA administrators and staff have sufficient authority to administer the

pertinent CFR effectively o The ODA unit members' authority is clearly defined and they operate within their

authority o The ODA holder provides in-house training to its ODA unit members o The ODA holder retains records in accordance with the appropriate regulations o All documents and forms identified and listed in the procedures manual are used

to document the findings of compliance o The ODA Holder has and complies with procedures prescribed in the procedures

manual for performing self-audits o The ODA Holder has and complies with procedures for the appointment of ODA

units and unit members o AKT units comply with Order 8080.6(), AKT Centers o There are methods and facilities in place to protect computer programs from

unauthorized access, inadvertent damage, and degradation o The central computer system frequently saves and backups applicant test data o The method for transferring applicant data electronically to the FAA is secure o The applicant test data files are encrypted


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o The OMT has full access to the ODA Holder’s central computer o The OMT is notified of all changes to the ODA Holder’s test delivery system

and/or transfer of equipment o Implementation of question bank and form test cycle changes are within

compliance o Applicant test data is accurate, controlled, and secured o Prior to administration of a test, applicants are properly identified and

authorization and/or eligibilities are verified

o The process for issuing Airman Knowledge Test Reports is standardized and consistent

The following is conducted during a Corporate self audit:

o Review of the annual inspection of each unit through the Regional Inspection Program

o Review of the annual audit of a selection of each unit’s testing records

o Audit of a random sample of data held at PSI’s Vancouver, Washington office to include; site applications, unit member data applications, training records, and inspection and audit reports.

o A review of the PSI procedures manual, especially the clarity and application of the processes contained with the manual

o A review of candidate surveys and comments

o Interviews with key staff within the ODA program

o Interviews with IT staff supporting the ODA program delivery system

o Review of OMT correspondence

o Review of output from available compliance programs.


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Chapter 9 GUIDANCE MATERIAL This chapter documents all FAA AKT-related materials available to PSI staff, ODA Administrators, and Unit Members. The PSI ODA Administrator(s) will update and distribute specific documents as well as notifying the Unit Members how and where other documents may be accessed. PSI will obtain and maintain FAA regulations, policy and guidance material related to the authorized functions. All program-related documentation will be available to all ODA Administrator(s), Unit Members, and the FAA OMT at the following PSI website (www.FAA.PSIexams.com). The documents to be maintained are as follows:

1. Applicable Regulation, Policy and Guidance Material 2. New FAA Orders 3. Other Documentation / Updates regarding ODA Compliance

i. PSI Procedures Manual ii. Authorization Requirements Matrix

iii. Communication Plan a. Communication to unit members will be completed on a needed basis and/or on a

preset schedule throughout the ODA year. b. Communication mediums to include but not limited to the following:

i. Email will be the communication option of choice ii. Telephone

iii. Written iv. A combination of the above

c. Policy and/or procedure updates/changes i. Infraction Matrix

ii. Training Requirements d. PSI software updates/changes e. PSI hardware requirement updates/changes f. Quarterly site volume report to sites g. FAA question revisions h. FAA policy and/or procedure updates/changes

i. FAA Order 8080.6() ii. FAA supplement book

i. Training re-certification requirements i. Yearly qualifying proctor exam

ii. Yearly On-line unit member training j. Training of new unit members

i. Weekly 1. 45-day follow-up 2. TCS/ATCS

ii. 180-day face-to-face


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k. Site Inspection and Site-audit results i. Letter Of Investigation

l. Follow-up to sites as a result of complaints received from applicant survey comments m. Follow-up to sites as a result of ongoing site inspections and/or documentation audits n. Follow-up to sites as a result of a request from FAA

iv. Program FAQ’s (Frequently Asked Questions)


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Chapter 10 - INSPECTIONS This chapter will highlight the goals, requirements of Inspectors, and timeframe for completing a testing center inspection. The purpose of this exercise is to evaluate the performance of each testing centers and Unit Members as it relates to applicant records, testing center documentation, and facility requirements. Upon notification from the OMT, the ODA Holder must allow the FAA to inspect its facilities. The ODA Holder must provide the necessary personnel and support for these inspections. Similarly, all AKT Testing Centers must allow the ODA Holder to inspect its testing facilities. Testing Centers must provide the necessary personnel and support for these inspections. PSI has developed an Internal Inspection Program to meet the requirements defined in FAA Order 8100.15. Each Testing Center facility will be inspected by a certified Inspector at least once per calendar year. A calendar year is defined as the interval beginning October 1 and ending September 30. A potential testing center must undergo an initial inspection prior to being considered as an authorized FAA AKT Testing Center. Testing Centers that have relocated, or have had a change of ownership since initial approval must also undergo a facility inspection process. An initial inspection may qualify as an annual inspection. The ODA Holder may inspect a Testing Center facility at any time. All inspections must be conducted by a fully trained and certified inspector. The inspector must be authorized and trained by the ODA Holder prior to conducting an inspection of a Testing Center facility. The inspection must follow the current version of the PSI Inspection Job Aid (Appendix D). The Inspector’s training will be conducted by the ODA Holder. Recurrent training of inspectors will be conducted by the ODA Holder on a yearly basis or as needed.

SCOPE OF THE INTERNAL INSPECTION PROGRAM The purpose of the annual inspection is to ensure compliance with FAA regulations and policies. Discrepancies generally may be grouped into two categories. These include but are not limited to:

1. Correctable discrepancies a. Testing Site Facility Requirements b. Surveillance and Security Requirements c. Reference and Testing Materials d. Unit Member Requirements and Training


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e. Other minor, correctable discrepancies

2. Non Correctable discrepancies a. Testing Record Requirements b. Any egregious discrepancy

The inspector will arrange with the site an agreeable schedule to complete the inspection. The inspector will contact the ODA Holder at least seven days prior to the planned inspection at the Testing Center. The ODA Holder will provide an ‘applicant test records’ selection set. The selection set will be developed as an accurate sampling of the Testing Center AKT operations. The criteria will initially include:

1. All Unit Members that delivered an Airman Knowledge Test during the current ODA year will be included in the selection set.

2. At least 20 % of all Airman Knowledge Tests will be included in the selection set. 3. A minimum of 35 records will be included in the selection set. 4. A maximum of 70 records will be included in the selection set. 5. Recent records (since previous inspection) will be included in the selection set. 6. When applicable, the selection set will include random test types. 7. When applicable, the selection set will include non-U.S. citizens.

An inspector may inspect no more than two Testing Centers in a day. An inspector is expected to spend adequate time at the Testing Center to effectively conduct the inspection and correct deficiencies if possible. An inspector must not, for personal interest, reduce the amount of time spent to complete a Testing Center inspection. Such limitations are identified in their Consultant contract.

GENERAL INSPECTION PROCEDURES An inspector is expected to follow the following general inspection process:

1. PSI generates applicant records and provides a pre-selected list to the Inspector 2. Inspector arrives at the Testing Center during an agreed upon time 3. Inspector conducts the inspection using the current version of the adapted PSI Job Aid

being mindful of noise generation if an Airman Knowledge Test is in progress 4. Inspector works with the unit member(s) to fix correctable discrepancies, if possible,

while giving additional instruction on compliance management and document action on inspection report

5. Inspector asks relevant questions of the available staff to obtain their opinion/concerns of test operations

6. Inspector accurately documents all findings. 7. Inspector communicates findings to the appropriate Unit Members.


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8. Inspector reports all findings to the ODA Holder within 48 hours 9. The ODA Administrator will review the documented findings 10. The ODA Administrator will analyze the findings of the inspector 11. The ODA Administrator will determine corrective and/or follow-up action when

applicable 12. The ODA Administrator will provide the TCS with the opportunity to address

questions/issues that may require an explanation 13. The ODA Administrator will prepare a report that captures the inspection results 14. The ODA Administrator will communicate the findings of the inspection to the TCS

within a reasonable time frame 15. The ODA Administrator reports completion time of the inspection by an agreed upon

method 16. The ODA Administrator will utilize the Corrective Action Matrix when determining

required follow-up action (Appendix D) 17. The ODA Administrator will forward a summary report to FAA OMT

a) The report will address each specific item included on the Job Aide b) The report will include a summary of corrective action when applicable c) The report will include follow-up action when applicable

18. The ODA Administrator will deposit the Inspections Report to Documentation Repository

INSPECTION REGIONS The contiguous United States will be divided into regions, each region containing approximately 25 to 45 sites. Each region will be assigned to a primary inspector who will be required to inspect all of the Testing Centers from each ODA Holder who participates in the joint Internal Inspection Program within each calendar year. An inspector may be granted some or all of the Testing Centers within a second Inspection Region depending upon the inspector’s qualifications and the need of the ODA Holders. For testing centers located outside of the contiguous United States, PSI will select, train and identify appropriate personnel to physically inspect each location during the ODA year. PSI understands that each FAA testing center will be held to the same standards regardless of location.

INSPECTOR QUALIFICATIONS /REQUIREMENTS Inspectors will be selected from a pool of qualified candidates. Qualifications/requirements include but are not limited to the following:


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1. A Bachelor Degree from an accredited University or College and two (2) years of work experience in a related field, or five (5) years of work experience in a related field.

2. An established history with a Federal or State Regulatory Agency 3. An established history as an Inspector or an Instructor 4. A willingness to serve the General Aviation community 5. A proven track record of sound judgment and integrity 6. An ability to travel and spend time away from home 7. An ability to pass a seven (7)-year background check 8. A U.S. citizen or Resident Alien


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Chapter 11 - FACILITATION This chapter provides an overview of the test site and test administration processes. These processes include test site preparation, applicant ID and exam requirements, exam administration and conclusion, document processing and fee reconciliation.

Welcome Screen & Password The Welcome screen provides security for each test station by requiring a unique nine-digit password to be entered before the PSI software can be accessed. The Unit Member has three attempts to enter the correct password. If an incorrect password is entered, press <ESC> to clear the entry and then reenter your password. After the third failed attempt, the system will not allow the unit member to proceed. Technical Support must be contacted to obtain an unlock code. All test stations should be left at the Welcome screen when not in use.

Opening Procedures This section covers the procedures required each day before the testing center is scheduled to be open so that you can efficiently administer examinations. Testing Room

Prepare testing room/area.

Turn on lights and open shades if closed. Avoid glare on the monitor.

Ensure that the room temperature is comfortable. Computer Equipment

Confirm all test stations, the proctor station and printer are powered up.

Turn on and check video surveillance equipment operation, if applicable. Be sure to do the following:

Check the schedule posted in the testing room to verify that it is today’s schedule, and that an “End of Day” procedure was performed at close of business the previous day. This will alert the proctors to be prepared for an applicant that is testing on that day.

If it is determined that an “End of Day” procedure was not completed the previous day, then a “Current Day” procedure must be completed to download today’s schedule.


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What is the difference between the “Current Day” and “End of Day” procedure?

Current Day: Downloads the CURRENT day’s test and updated schedule.

End of Day: Downloads the NEXT day’s tests and NEXT day’s updated schedule. Current Day Computer Procedure QuickSteps:

1. Go to testing station #1 or the proctor station. 2. Select “Access Daily Reports & TCS Functions” 3. Select “Transfer Data to/from PSI” 4. Select “Current-Day Procedure – Load Today’s Exams” 5. Select “Yes” – Connect to PSI

Selecting “Yes” initiates a connection to the PSI server to transfer data to/from your computer that will download today’s testing schedule for ALL computers, any system email, any tests that are scheduled for the current day on test station #1 (or all scheduled tests if you have a network configuration), the next two week’s schedule, the previous month’s accounting ledger, and the current month’s accounting ledger. Printing and Posting the Testing Schedule QuickSteps:

1. Go to a testing station or the proctor station 2. Select “Access Daily Reports & TCS Functions” 3. Complete an end-of-day procedure 4. Select “Print Mail, Schedule, Accounting, Proctor and Applicant List” 5. Select “Print latest schedule”

On test stations #2, #3 etc. (for non-networked testing centers):

If your printed schedule indicates that exams have been scheduled on computers 2 or 3 or both, you need to do a download for tests on your remaining test stations. Follow the above Current-Day Quicksteps; you will not need to print a schedule on test stations #2, #3 etc. The current-day procedure must be performed on each test station, one test station at a time.

Note: Sites that have more than the required three workstations will follow the same Quicksteps on every computer.


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FAA Applicant Processing The first impression that an applicant will have of your testing facility will be during applicant processing. It is vitally important to be prepared when an applicant arrives so an exam(s) can be administered in an efficient and orderly fashion. When possible, applicant processing should be performed in an area outside the testing room so that those taking tests will not be disturbed. Note: Noise must be kept at a minimum during testing sessions. The testing area must be kept free of unnecessary activity and conversation. If necessary, please offer the applicant(s) noise reducing earplugs supplied by PSI. Topics reviewed in following pages are:

Daily log

Applicants and materials permitted at the test center

Checking-in testing applicants

Procedures to follow during the exam

Procedures to follow after the applicant has completed the exam

End of Day procedures Daily Log: The test center must provide a daily log for applicant and exam information.

1. Ensure that the Daily Log is filled out completely and correctly prior to the start of the exam.

2. Advise the applicant to read the IMPORTANT NOTICE FOR AIRMAN APPLICANTS found at the top of the Daily Log before signing the log

Materials Allowed At the Testing Site

1. Applicants may use their own calculator (cannot be programmable). Note: The E6B calculator is permitted. An electronic version of the E6B is not allowed.

The proctor must clear the memory on the calculator before and after the test to ensure there is nothing saved in the calculator.

Electronic devices are not allowed within the testing area. For example: cell phones, Pads, cameras and recording devices.

Applicants are not permitted to provide their own writing utensils and/or scratch paper.

2. Applicants may have an FAA approved plotter. 3. Applicants must be supplied the applicable testing supplement from the proctor.

The applicant must not share or write in the testing supplement.


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The applicant cannot provide their own testing supplement. 4. Two pencils and two sheets of paper.

Note: Dictionaries are not allowed for this exam. If an applicant has a learning disability, they must contact the FAA to request special accommodations. Test Proctor Checklist PSI has provided a “PSI Proctor Checklist” as tool that may be used by the unit member. A sample checklist is located in Appendix E. Applicant Identification

No ID – No test!

Applicants MUST provide positive proof of photo identification. More than one form of ID may be used if all four required items are not contained on one form of ID. Note: Do not copy an additional form of identification if all of the required information is included on one single valid ID.

Applicant identification must contain each of the following: o Current photograph o Permanent residential address and mailing address if different (PO Box not

acceptable) o Proof of age o Applicant’s signature

(Acceptable forms of ID include, but are not limited to): Driver’s license Government ID card Passport Alien residency (green) card

Applicant Identification-Non United States citizens

No ID’s – No test!

Applicants MUST provide two positive proofs of photo identification. One of the two forms of photo identification must be a passport (no exceptions). Do not copy additional identifications if all of the required information is included in the two forms of ID.

Applicant identification must contain each of the following: o Current photograph o Permanent residential address and mailing address if different o Proof of age o Applicant’s signature


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(Acceptable forms of secondary ID include, but are not limited to): VISA Government ID card Driver’s license

Note: Make a legible photocopy of the applicant’s identification(s) on the back of the Proctor Checklist or attach a copy of the ID to the checklist, then return ID to the applicant. The following items may be used as proof of a current permanent residential address:

Utility bill

Medical Certificate

FAA Form 8610-2

Bank statement

Insurance card

Pilot’s license

Voter Registration card Applicant Authorization Applicants must provide proper authorization, if applicable. No authorization, no test!

The most up-to-date version of the authorization requirements is included in the PSI software available on each test station or the PSI operations manual.

If uncertain about the eligibility of an applicant, please confer with PSI before administering the exam.

You must ensure that the appropriate test is administered to each applicant. If this cannot be determined, the applicant must confirm with their instructor or the FSDO BEFORE a test can be administered. Ultimately, the applicant is responsible for knowing which test to take.

The applicant’s authorization document should state the test to be taken, and should be used to verify that the correct test has been downloaded.

If the test center has received the applicant’s authorization by fax, does the fax meet the following:

o Certificate of Completion faxes may include an electronic signature initialed by approved organizations:

o Make sure the fax has been sent directly to your Testing Center by checking the following:

o Company name o Fax telephone number o Date and time of fax transmission

You, as test proctor, must use your best judgment to determine the validity of the authorization. If there is any doubt, contact the issuer’s telephone number listed in the margin of the fax.


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If the sign off is an attachment to an email, the proctor must be able to identify the sender.

Applicant Registration If a testing center wishes to have an applicant come in to take a test at a specific time in the future, the test proctor may call PSI Site Administration and block the scheduled time on the testing center’s computer. Following are descriptions of the various types of registrations. Pre-Registered and Pre-Scheduled Applicants The applicant has pre-registered with PSI by calling customer service. The test was transmitted to your site during the “End of Day” procedure you performed the night before, or the “Current Day” procedure completed today. The name and locator number of the applicant will appear on the printed schedule. Proceed with “VERIFY ELIGIBILITY AND START EXAM” (page 11-9). Pre-Registered Non-scheduled Applicants These applicants registered and pre-paid through PSI customer service but were not scheduled for a specific date or time. These applicants will not appear on your testing schedule so their test must be downloaded by using their assigned locator number. The locator number will be located on the confirmation letter that the applicant has received from PSI. Locator Numbers Locator numbers are created by the PSI Central Server each time a test is downloaded. A Locator number consists of alpha and numeric characters. A Locator number identifies a specific person with a specific test. Quick Steps:

1. From the main menu select “Register applicant – use shortcuts” 2. Select “Download applicant – use current locator number” 3. Enter the applicant’s last name and locator number 4. Select “Yes” – this is the correct test 5. Select “Yes” –Connect to PSI 6. Proceed with “VERIFY ELIGIBILITY AND START EXAM”

The above quick steps procedure can also be used to move an applicant from one computer to another on stand-alone systems.


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Register Applicant – Input New Data Use this procedure when an applicant walks in to your testing center to take an exam and has not previously registered or paid for an exam. Quick Steps:

1. From the main menu select “Register applicant – input new data” 2. Select sponsor 3. Select exam 4. Select eligibility 5. Complete the registration screens 6. Select “Yes” Connect to PSI 7. Proceed with “VERIFY ELIGIBILITY AND START EXAM”

The information to be entered on each line is described at the bottom of the screen in a red box as you highlight each choice.

Pressing the <ESC> key will clear the field, including menu fields. Be accurate!

To correct an earlier entry, you must complete the line you are on and then use the UP/DOWN arrow keys to move to the line you need to correct.

If an applicant does not want to provide his/her Social Security number, you may substitute his/her birth date using the format BMMDDYYYY. You must begin with the letter “B” and then replace “M” for month, “D” for day and “Y” for year.

Register Applicant – Use Previous Locator Number Use this procedure when an applicant walks in to your testing center to take an exam and has not previously registered or paid, but has taken a PSI test in the past and wishes to use the same registration information. Be sure to collect the test fee before administering the exam. You may also use this procedure to move an applicant to another computer with stand-alone systems. Quick Steps:

1. From the main menu, select “Register applicant – using shortcuts” 2. Select “Register applicant for new exam – use previous locator number” 3. Select sponsor 4. Select exam 5. Select eligibility 6. Enter applicant’s last name and locator number 7. Select “Yes” –Connect to PSI 8. Proceed with “VERIFY ELIGIBILITY AND START EXAM”


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Register Applicant – Use Applicant File on This Computer Use this procedure when an applicant has a registration for a PSI exam on one of your test stations and wants to use the same information for a different exam. It does not matter if the registration was completed by customer service or by the site. It also does not matter whether or not the test was taken. If you are using stand-alone stations, you must use the same test station as the existing applicant file. Be sure to collect the test fee before administering the exam. Note: This procedure will not work if an applicant has completed a test and you have completed a current day or end-of-day procedure to send the results back PSI. The current day procedure removes the applicant’s data from the computer and will no longer be accessible to the testing station. Quick Steps:

1. From the main menu, select “Register applicant – using shortcuts” 2. Select “Register applicant for new exam – use applicant file on this computer” 3. Select sponsor 4. Select exam 5. Select eligibility 6. Enter the applicant’s last name 7. Confirm you have chosen the correct exam 8. Select record 9. Select “Yes” – this is the correct record 10. Select “Yes” – Connect to PSI 11. Proceed with “VERIFY ELIGIBILITY AND START EXAM”

Pre-Register Applicant for Future Test You can use this procedure to input applicant information for a test to be taken in the future. This procedure differs from “Register applicant – input new data” because a test is not downloaded to your system immediately after completing a connection with PSI. The applicant’s data is stored on our central server. The test can be downloaded at any time at any PSI FAA testing center. When this function is utilized, you will receive an e-mail message after connecting with PSI containing the applicant’s name, type of test and locator number. You can then follow the instructions located in the section titled “PRE-REGISTERED NON-SCHEDULED APPLICANT” (page 11-6).


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This registration feature is useful when you have a large number of applicants to register and you will not be administering the exams before they would automatically be deleted from your system after two days. Quick Steps:

1. From main menu, select “Register applicant – using shortcuts” 2. Select “Pre-register applicant for future test & get locator number for download” 3. Select sponsor 4. Select exam 5. Select eligibility 6. Complete the registration screens 7. Select “Yes” – Connect to PSI 8. Print email containing applicant information after connection is complete.

Note: If your connection is not successful, you do not have to input the applicant’s information another time. Please attempt the connection again.

Starting an Examination Verify Eligibility and Start Exam Once the exam has been downloaded to the proctor station or workstation you are now able to administer an examination. Follow the instructions below to select an applicant. Quick Steps: Stand-Alone Systems

1. Select “Select applicant then start exam” 2. Select the record 3. Verify record selection 4. Verify registration information (make changes if necessary) 5. Verify for final time that applicant information and exam is correct 6. Give applicant the required supplement material, if necessary 7. You may be requested to verify the proctor’s ID again. 8. Stay with applicant through the first few introductory screens 9. After applicant finishes exam, applicant will be prompted to summon you 10. Applicant may choose to review their incorrect questions 11. Proceed with “POST TEST PROCESSING”

Quick Steps: Network Systems:

1. From the main menu, select “Access Proctor Station Functions” 2. Select “Select applicant then start exam” 3. Select test station 4. Select the record


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5. Verify record selection 6. Verify registration information (make changes if necessary) 7. Verify for final time that applicant information and exam is correct 8. Give applicant the required supplement material, if necessary 9. You may be requested to verify the proctor’s ID again. 10. Stay with applicant through the first few introductory screens 11. After applicant finishes exam, applicant will be prompted to summon you 12. Applicant may choose to review their incorrect questions 13. Proceed with “POST TEST PROCESSING”

Note: If you choose the wrong applicant, you can simply arrow up out of the record and select the correct applicant. Test Timing

If the time expires before the applicant has finished the test, the system will indicate that the allowed time has elapsed and automatically will direct the applicant to “Summon the Proctor”.

Note: The time remaining on an exam is shown on the screen during the entire duration of the exam. Question Review The applicant has the option to view the questions that were answered incorrectly. The applicant will see only the question stem. 1. After the applicant has ended the test he/she will be given the option to review the questions answered incorrectly. 2. If he/she chooses the review option the proctor will be summoned into the testing room to enter his/her password to begin the review process. 3. The proctor must remain in the room the entire time the applicant is reviewing the questions. 4. The proctor must remove all writing utensils and scratch paper prior to initiating the review option. 5. The applicant is provided a total of 10 minutes to review the questions. 6. The applicant is not allowed to write down any information. 7. The applicant is not permitted to discuss with the proctor any concerns. Questionnaire and Personal Comments 1. After the applicant has ended the test, reviewed or chosen not to review the questions

answered incorrectly, the system will prompt the applicant to respond to a survey regarding their testing experience. Answering these questions is optional. We ask that the unit member encourage all applicants to complete the survey. This allows PSI to analyze the


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data and make changes that are necessary to improve our services. The FAA also reviews all applicant comments.

2. If the applicant wishes to enter comments, instruct them to hold the <CTRL> key down and press the <S> key or click in the box labeled “Click Here”.

3. When the applicant has completed the last question of the questionnaire or if at any time during the questionnaire they choose to quit. They will be asked twice if they wish to quit the questionnaire.

Finishing the Exam 1. The applicant may quit the examination by pressing “F8” at any time. 2. If the applicant chooses to finish the exam, the applicant will be prompted again to be sure

this is what is intended. 3. If the applicant again answers “yes”, the questionnaire ends and the applicant is asked to

summon the proctor. 4. The proctor will be prompted to finish the applicant testing process. Retesting

Higher Score

Verify whether the applicant is retesting for a higher score o Ask the applicant if they are retesting for a higher score o If the applicant is retesting for a higher score, ask the applicant for their original

score report. o Verify that there has been at least a 30-day interval from the applicant’s previous

exam attempt o If there has not been a 30-day interval from the time the applicant took the test

for which they are retesting, you must instruct the applicant the earliest day that they can retest. The test proctor must not administer the exam.

After Failure

Please refer to FAA AKT Authorization Matrix; retesting policies are different for some exams.

If the applicant previously failed, the instructor may be required to sign the original test report verifying that they received additional training (please refer to the exam authorization matrix).

If the applicant has lost their score report they must contact the FAA for a duplicate copy. No exceptions. o Proctors, test center staff and PSI may not print additional score reports.


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Applicant Instructions:

Inform the applicant that he or she may not enter the testing area with personal possessions, including any type of portable phone, pager, electronic planner (e.g., PDA, Palm Pilot, smart phone), or wrist watches with note pad capabilities or their own writing utensil(s).

Instruct the applicant that he or she may not communicate with any other student or test applicant once test administration has commenced. Communication with other test takers will be considered cheating and testing will be terminated.

Instruct the applicant that he or she may not leave the testing area without proctor supervision or the test will be terminated.

Inform applicant that the testing center may be equipped with video and sound monitoring system

o Please direct the applicant’s attention to the posted sign on the wall of the testing area regarding this policy when applicable.

The Applicant Is Now Ready To Take Their Exam Procedures to Follow During the Exam

There is a tutorial for applicants to complete before the test. This tutorial will walk the applicant through computer navigation for their exam.

1. The system will ask, “Are you ready to begin the exam?” 2. The system will ask, “Are you sure you want to end?”

The system will ask the above two questions twice. Procedures to Follow after the Applicant Has Completed Their Exam

1. Collect all materials provided to the applicant during their exam (supplement books, scratch paper and pencils).

2. Once the test report has been printed please check the test report for legibility. 3. Please then ask the applicant to verify their demographic information printed on the

report for accuracy (Name, DOB or SS#).

If there is a problem with the demographic information, the proctor must immediately contact PSI.

If the applicant leaves the test center before requesting a corrected score report, then PSI cannot update incorrect information listed on their test report.

4. Issue the applicant an Airman Knowledge Test Report, ensuring that an embossed seal has been applied.

Problems with the computer or printer – FAA allows PSI 48 hours to print the report and mail from the PSI home office. The proctor must immediately report to tech


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support to avoid going over 48 hours. A test report can be e-mailed from PSI to the site to be printed provided the test applicant is still on the premises.

5. The applicant must sign-out the Daily Log upon completion of the exam. 6. The proctor must note the ending time of the exam, sign and initial out. 7. Collect all testing materials that were issued to the applicant. All scratch paper must be

destroyed. 8. Cycle the applicant’s electronic calculator ON/OFF switch. 9. Make a final check of the “Test Proctor Checklist” to ensure all items have been

completed.

Day End Procedures:

1. The proctor must follow proper procedures to send completed test scores to PSI daily. 2. Print and post the testing schedule which has been updated as a result of the End-of-

Day procedure. 3. File Daily Logs in date order. 4. Staple a copy of applicant authorization or endorsement, copy of applicant ID (and

passport if applicant not a US citizen) to the proctor checklist.

Post Test Processing Printing the Test Report Form Quick Steps: Stand-alone Systems:

1. Proctor is summoned to initiate review of questions answered incorrectly. 2. Once the Survey is completed, the applicant exam score will appear. 3. Check printer – be sure paper is loaded correctly and press any key. 4. If test report printed correctly, press Y, otherwise, press N and repeat step number 3. 5. Confirm test report printed. 6. Check entire test report for accuracy and legibility. 7. Proctor will be prompted to finish the applicant testing process.

Quick Steps: Network Systems:

1. Once the Survey is completed, the applicant exam score will appear. 2. Select “Grade applicant exam and print test report”. 3. Select applicant test you wish to grade. 4. The grade screen will appear. 5. Check printer – be sure paper is loaded correctly and press any key. 6. If test report printed correctly, press Y, otherwise, press N and repeat step number 3. 7. Confirm test report printed. 8. Check entire test report for accuracy and legibility.


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Returning Completed Tests to PSI It is very important to return all completed examinations on the same day that they were administered. If you are having trouble connecting to PSI to return examination results, contact PSI Technical Support immediately. They are available 24 hours a day, 7 days a week. Do not wait until the next day to report a problem. NOTE: Please remain at the computer until you can confirm that the completed exam has been successfully forwarded to our central computer.

Day End Procedures The following procedures ensure accurate and well-organized applicant records and are in compliance with PSI’s policies. This procedure is mandatory. Note: Any station that connects to the PSI server will receive the next day’s schedule, not just station #1. End of Day Computer Procedure Quick Steps: On test station #1 and any other computers or the Proctor station:

1. Select “Access Daily Reports & TCS functions” 2. Select “Transfer Data to/from PSI” 3. Select “End of Day Procedure” 4. Select “Yes” Connect to PSI

Replying “yes” initiates a connection to PSI to transfer data to/from the test station or the proctor station. When a connection is completed with any stand-alone testing station or the Proctor station, tomorrow’s testing schedule for all testing computers, possible mail from PSI and any tests that are scheduled for the next day will be downloaded. Please keep in mind the following: For Stand-Alone Systems:

1. Only exams completed on Station #1 will be returned (uploaded). To send back exams completed on other computers, do an end-of-day procedure on each station that administered exams that day.

Day End Paperwork

1. Remove applicant information from the folder labeled “TODAY’S TESTS”. 2. Place the “Daily Sign-in Log” on top of these documents and staple neatly together.


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3. Place the package in the applicant file for the appropriate month (Jan - Feb - Mar etc.) Always put the most recent date in front.

4. Secure testing materials and equipment in locking file cabinet. Applicant Paperwork handling PSI recommends that the testing center make a folder labeled “Today’s Tests”. This folder should be used to hold all paperwork of applicants who are testing on a given day. We also suggest that the testing center make 12 folders that are labeled for each month of the year. This will allow for quick reference if information needs to be retrieved for an applicant and also help to expedite the site inspection and document audit process.

Note: THE TESTING CENTER MUST KEEP DAILY SIGN-IN LOGS AND PROCTOR CHECKLISTS ON SITE FOR 60 MONTHS. Closing Testing Center

1. Straighten up testing center and dispose of any litter. 2. Insure all supplemental materials are secured and lock the testing center door.

Security This section of your training will discuss security requirements during and after your administration of an FAA exam.

It is imperative that all Unit Members strictly follow security procedures to avoid test compromise. This includes following proper procedures concerning use of passwords. Each TCS and unit member is issued a unique 9-digit password. Do not share passwords.

Access to your testing center by unauthorized persons is strictly prohibited and is the direct responsibility of the TCS.

ALL material related to computer testing must be secured when not in use.

Test proctors shall not express opinions regarding test questions prior to, during, or after a testing session.

All applicant data, including test scores, is strictly CONFIDENTIAL.

During testing, no other activities are allowed to occur in the testing room.

The proctor must have the ability to clearly view all applicants at all times, be aware of all activities in the testing room, and be alert for any misconduct.

The proctor may request an additional proctor to assist in observing the applicants testing.

When an applicant break is necessary, the applicant must be accompanied by a test proctor (i.e., to the water fountain or to the outer door of the restroom).


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Visual or Video Surveillance The test proctor must be able to view (visually or by video) the applicants AT ALL TIMES, be aware of all activities in the testing room, and be alert for misconduct. Visual or video surveillance does not preclude the performance of other tasks by the test proctor. If additional duties require the proctor to be out of the visual or video surveillance range, the proctor must arrange for another trained proctor to perform (provide) surveillance before leaving the area. The following guidelines apply to video surveillance systems:

Must cover the entire testing area and permit the person administering the test to view the entire area on a TV monitor.

A sign must be visible to the applicants advising that the testing area is under video surveillance. Any recorded video of testing sessions must be retained for 10 days. Note: video recording is not a requirement.

Cheating If an applicant appears to be cheating, is violent or disruptive the proctor must immediately discontinue the test and escort the applicant from the area to avoid disturbing other applicants. The proctor must collect the applicant’s authorization, all test materials, including supplement book(s), and advise the applicant that further testing may continue only after the FAA completes an investigation The proctor must immediately notify the local FSDO (note the name of the FSDO representative) and the ODA Holder( PSI).

The proctor must collect any evidence of cheating. Items should be collected and be filed. The FAA may contact the TCS to complete an investigation.

Loss of Airman Computer Test Report AFS-760 will process all requests for lost test reports. An applicant who requires a duplicate test report shall send a letter request, including a check or money order for $2.00 to:

Federal Aviation Administration Office of Aviation System Standards

Airman Certification Branch (AFS-760) P.O. Box 25082

Oklahoma City, OK 73125


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12-1

Chapter 12 - TEST SYSTEM

THE SOFTWARE: Screen Saver The screen saver function is activated when the keyboard or mouse has been idle for more than two minutes. When any key is depressed or the mouse is clicked, the previous screen will display. This feature is de-activated during a test. On-line Help There is a context-sensitive help message highlighted in red at the bottom line of every screen. This help message will tell you how to proceed. For example, it may tell you to use the up and down arrows to highlight a menu selection and press enter. Other times, the message may tell you to enter a date in <MM-DD-YYYY> format. If you get to a screen and don’t know what to do, check the help message first. In some instances, the software will not allow you to proceed if you do not follow the instructions in the help message. Computer Crashes In the event that a computer has crashed, locked up or experienced a power failure during an examination, the first thing the proctor must do is re-boot the computer. All applicant answers are saved after every question has been answered so the applicant will not lose any data. The test will resume at or before the question where the crash occurred. Reporting Computer Crashes A function of the software allows the proctor to provide to PSI a detailed description of the occurrences. Please be as specific as possible when describing the incident. We will use these reports to evaluate the nature of the crash and make improvements to our software or procedures. There are two screens that will appear after the applicant is asked to summon the proctor upon conclusion of his/her exam.

1. The first screen is a message box that appears to inform the proctor of the crash. This

screen also instructs the proctor on the information PSI would like to receive about the crash.

2. The next screen is used by the proctor to type in information relating to the crash. Please be as detailed as possible so PSI’s Technical Support can analyze the crash information and make improvements to the software to prevent future software issues.

Once the information has been entered and Ctrl-S has been pressed, the results screen will appear and the applicant’s test report form will be printed


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THE EQUIPMENT Test stations can be one of two configurations. They can be Windows stand-alone or Windows networked. Each configuration has a different set of hardware and software requirements. This manual covers the operation of both the stand-alone and Network versions. Information pertaining to the Windows 2000/XP stand-alone configurations is labeled “stand-alone” whereas information pertaining to the Windows 2000/XP Network configurations is labeled “Network.” This naming convention will be consistent throughout this manual. Windows Stand-Alone CONFIGURATIONS All test stations are connected to one telephone line for modem access to the central server or an Internet Service Provider (ISP) for Internet connection, and one printer via a printer junction box or network connection. The Windows stand-alone software requires computer hardware that meets or exceeds the following minimum specifications:

IBM compatible Pentium IV (or better) computers (1.2 GHz minimum)

512 MB RAM

10 GB hard disk

Broadband Internet connection

17” SVGA color monitor

Video card (4MB, 1024x768x256 color)

6x CD-ROM Drive

Keyboard

Mouse

Surge protector

Inkjet or laser printer

Network or Local printer connection

Windows 2000/XP/OS Windows Networked CONFIGURATIONS All test stations and the proctor station is connected to a network hub; the proctor station is connected to a telephone line for modem access or an Internet Service Provider (ISP) for Internet connection and a printer. All data files are stored on the proctor station and are accessed by the test stations via the network. The Windows network software requires computer hardware that meets or exceeds the following minimum specifications:

IBM compatible Pentium IV (or comparable) computers (1.2G MHz minimum)

512 MB RAM


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10 GB hard disk

Ethernet Network Interface Card (NIC)

17” SVGA color monitor

Video card (4MB, 1024x768x256 color)

6x CD-ROM Drive

Keyboard

Mouse

Surge protector

Network or Local printer connection

Windows NT/2000/XP/OS

DAILY REPORTS & TCS FUNCTIONS This section covers utility functions found in the “Access daily reports & TCS functions” menu with information on how to configure your system to communicate with PSI’s servers, system installation procedures as well as features of the software. We will provide an overview of the following utility functions: The menu items covered here are:

Create Mail to send to PSI

Print Mail, Schedule &/or Accounting Data

Temporarily Adjust Modem Parameters View Eligibility Screens and Create Mail to send to PSI Selecting this option will create an electronic mail message to be sent to PSI. After selecting this option, a blank screen will appear. Treat this as a blank piece of paper to type your mail message to PSI. After writing your message hit the “ctrl” and “s” keys at the same time to submit your message. You may also hit the “ctrl” and “c” keys at the same time to cancel your message at any time. Note: Mail will be sent any time you perform a “Current Day” or “End of Day” procedure. Print Mail, Schedule and/or Accounting Data If mail has been received, a gray message box will display on the lower right hand corner of the ‘Welcome to PSI’ and ‘PSI Exams Main Menu” screens. The Print Mail, Schedule and/or Accounting data option will print mail, schedule and/or accounting information downloaded to any computer during a current day.


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To print any of the items listed above, simply click on Print Mail, Schedule &/or Accounting Data and then select your document from the menu. Temporarily Adjust Communication Parameters This option will allow you to change the modem speed, the phone numbers used to connect to PSI, or to allow our technical department to access your system, should we need to troubleshoot connection parameters. The computer’s current communication configuration information is displayed on the bottom of this menu for your convenience. Please note that ALL adjustments made from this menu are temporary and will be reset to original settings after a call has been completed.

The access computer diagnostics option will allow technical support to service any files in the software that may be in need of repair.

View Eligibility Screens This selection allows the TCS or test proctor to view the different authorization types for each specific test.

Select the appropriate sponsor from the menu labeled “Choose which sponsor” and press <enter>.

Select the appropriate license from the menu labeled “Choose which license” and press <enter>.

From the next menu, select the exam that the applicant is to take. The authorization for the exam you are inquiring about will now be displayed

Select “Return to main menu” for access to the “Daily Reports & TCS functions” screen.

ADDITIONAL UNTILITIES FOR NETWORK SYSTEMS Proctor Menu Items This section covers additional utility functions for networked systems. These utilities can be found on the main menu. From the main menu, select “Access proctor station functions”. The following are the five menu items offered:

Monitor status of test stations

Fix applicant registration then start exam

Move applicant to different testing station


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Monitor status of test stations This utility is offered so that the proctor may see the status of all applicants currently testing. The proctor will be able to view the test station number, type of test, locator number, exam status, minutes used by applicant, total minutes allowed for the test, question the applicant is currently viewing, total questions on the test and the applicant’s name.

From the “Access proctor station functions” menu select “Monitor status of test stations”. The status of each applicant will be displayed.

Fix applicant registration then start exam This utility allows the proctor to fix an applicant’s registration information if the applicant has answered “no” to any of the applicant information confirmation screens at the end of the introduction.

1. If a “no” answer is given, the applicant will be instructed to “summon the proctor to fix error”.

2. After the proctor has entered his/her password, a box appears telling the proctor which items need to be corrected. Pressing any key or clicking the mouse will take the proctor to the applicant registration information screen, where the necessary corrections can be made. Once corrections have been completed, the applicant may proceed with the introduction screens.

Move applicant to different test station This utility offers the proctor the ability to move an applicant from one test station to another during an examination. This normally would be used if a testing station computer has failed or the proctor assigned a candidate to an incorrect testing station.

From the “Access proctor station functions” menu select “Move applicant to different test station”.

You will be prompted to select the applicant that you wish to move. Select the applicant and press <enter>.

Notice that a small menu will appear in the lower right corner. Please select the test station where you would like to move the applicant.

A warning will appear to remind you that you must stop the test at the previous station before moving the applicant to the new testing station. Press <enter> to complete the transfer.


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SYSTEM SOFTWARE AND HARDWARE INSTALLATION

All Systems

It is required that you contact technical support prior to any software installation. Technical Support will be able to assist you in properly installing the testing software. Preparation

You will need access to a phone line installed and operational or an Internet connection to the proctor station or ALL stand-alone testing stations.

If you are using a network configuration, all computers must be on the network and viewable by the proctor station. Wireless networks are not allowed.

Testing area must be ready and functional (furnished power available etc.) Handshake Procedures

Before calling Technical Support, please familiarize yourself with the following instructions and have your Test Center Identification Code available.

Once you are ready, please call the Technical Support at 1-800-211-2753, Option 3.

Technical Support will need to verify your station's configuration and then step you through your initial connection to the Central Server.

Windows Stand-Alone Systems Follow these procedures to perform the electronic "handshake." When successfully completed on all computers, call PSI to arrange your training session.

From the Welcome screen, enter the password: "123456789" on computer #1. Windows systems will first need to click on the LG icon located on the desktop to get to the welcome screen.

Select "Register applicant - input new data".

Select “LGP” LaserGrade Proctor Tests.

Select "SMP" Sample Proctor Exam.

Hit right arrow key once to select eligibility and then press <enter> to accept no eligibility requirements.

Input registration items. Appropriate response is indicated at the bottom of the screen. Note: Press <Esc> to clear a field. Fields will not let you move up or down the list until a response has been entered. Please note that in some fields the data must be entered in a specific format. The desired format appears on the red line at the bottom of your registration box. Note: Some fields do not require content.


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Once registration information is input, the screen will change to show that you have 1 registration to send. At the bottom of the screen you will be asked if you want to connect to PSI. Select “yes”.

The system now connects to PSI Server and downloads the exam. Note: Your registration can take up to 2 minutes to download, depending on your connection. Stay with it through the connection. If the computer is unable to connect, you will be prompted to try connecting again.

1. When the system properly downloads your request, it will then return to the Password security screen. Type "123456789" in the password box and press <enter> to continue.

2. Notice at the top of the screen there is “1 untaken exam” along with the applicant name. From the Main Menu select "Select applicant then start exam."

3. Select the name of the person you just registered. 4. You will then be asked if this is the correct record, select "yes" 5. You will be presented with your registration information to review at this point. Input

any missing information or correct any errors made here. Once again, the appropriate response is indicated at the bottom of the screen.

6. You will then be asked: "Are you sure all information is correct?" reply "yes". 7. Read introduction screens and perform all requested tasks. 8. At the end of the introduction, you will be asked: "Do you wish to start exam?" At this

point, select "yes." 9. Are you sure? Select "yes."(Note: This is the last chance to back out before the exam

begins.) 10. Take the test. Do not be concerned about correct answers for now. 11. At the end of question 20, press "F8" to quit. 12. "Do you wish to quit the exam?" Select "Yes." 13. "Are you sure?" Select "yes." If there are any unanswered questions, you will have a

chance to go back. 14. Complete the questionnaire. 15. At the end of the questionnaire, you are given the opportunity to enter comments. If

you have any comments enter them and press <Ctrl - S> to save. 16. Select "yes," finished with comments. 17. "Did you wish to quit the questionnaire?" reply "yes". 18. "Are you sure?" Select "yes." 19. Enter: 123456789 at the "Summon the test proctor" screen. 20. The program will then tell you if you passed or failed. Press any key and a test report will

be printed by the printer. (Make sure printer is ON, the ON-LINE light is on and there is paper in the printer before attempting to print a report).

21. If the report did not print, check that the POWER light is on; the ON-LINE light is on, check the paper supply in the printer and check that the printer cables are properly secured at the back of the printer.


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22. "Did you receive test report?" Reply "yes." DO NOT answer this question until the test report completely prints. You must receive a print out from this station.

23. "Are you sure?" Reply "yes" and you will be returned to the main menu. The top of the screen will display that you have 1 graded exam to send back.

24. To send exam back to PSI, Select "Access daily reports & TCS functions." 25. Select "Transfer data to/from PSI". 26. Select "Current-Day Procedure – Load today’s exams." 27. You will be asked "Proceed with Connect to PSI?" Reply "yes." 28. The computer will now connect to PSI and send back the completed exam. 29. If successful, you will be returned to the Welcome screen and then enter the password

“123456789” to get back to the Main Menu. If connection with PSI was unsuccessful, repeat from step 24.

30. Once you are back at the Main Menu, there should be no tests displayed at the top of the screen.

31. Select "Secure the system." This will bring you back to the welcome screen and not allow others to access the system.

32. At this point, you have completed the "handshake" for computer #1. Repeat steps 1 through 29 for computers #2, #3 etc.

33. Once all computers have successfully completed the "handshake" procedure, contact the Technical Support staff to confirm.

Win2000 / XP Network Systems / Vista / Windows 7 Follow these procedures to perform the electronic "handshake." When successfully completed on all computers, call PSI to arrange your training session.

Click on the LG icon on the Windows desktop of the proctor station.

From the Welcome screen, enter the password: "123456789" on computer #1.

Select "Register applicant - input new data".

Select “LGP” LaserGrade Proctor Tests.

Select "SMP" Sample Proctor Exam.

Hit right arrow key once to select eligibility and then press <enter> to accept no eligibility requirements.

Input registration items. Appropriate response is indicated at the bottom of the screen.

Press <Esc> to clear a field. Fields will not let you move up or down the list until a response has been entered. Please note that in some fields the data must be entered in a specific format. The desired format appears on the red line at the bottom of your registration box.

Once registration information is input, the screen will change to show that you have 1 registration to send. At the bottom of the screen you will be asked if you want to proceed to connect to PSI. Select “No”. This will bring you back to the main menu. You will need to do as many registrations as you have testing stations so that you will be able to send each testing station a sample test. Repeat steps 3 through 7 for each of your testing stations and then continue on to step 9, once registrations are completed.


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Once you have completed the correct number of registrations, select “Yes” when asked if you want to proceed to connect to PSI.

The system now connects with the PSI server and downloads the exam. Note: Your Registration will only take about 2 minutes to download. Stay with it through the connection. If the computer was unable to connect, you will be prompted to try to connect to PSI again.

1. When the system properly downloads your request, it will then return to the Password security screen. Type "123456789" in the password box and press <enter> to continue.

2. Notice at the top of the screen there is “# untaken exams” with the “#” representing the number of exams you registered and a list of applicant names.

3. From the main menu select "Access proctor station functions." 4. Select "Select applicant then start exam." 5. Select station number 1 for first test. 6. You will be then asked if this is correct record, select "yes" 7. You will then be presented with your Registration information to review at this point.

Input any information that is missing or correct any errors made here. Once again, the appropriate response is indicated at the bottom of the screen

8. It will then ask: "Are you sure all information is correct?” Reply "yes". 9. At this point the test will be sent to the station you selected. 10. Repeat steps 3 – 8, sending a test to each testing station. 11. Go to testing station #1 and read introduction screens and perform all requested tasks. 12. At the end of the introduction, you will be asked: "Do you wish to start exam?" At this

point, select "yes." 13. Are you sure? Select "yes."(Note: This is the last chance to back out before the exam

begins.) 14. Take the test. Do not be concerned about correct answers for now. 15. At the end of question 20, press "F8" to quit. 16. "Do you wish to quit the exam?" Select "Yes." 17. "Are you sure?" Select "yes." If there are any unanswered questions, you will have a

chance to go back. 18. Complete the questionnaire. 19. At the end of the questionnaire, you are given the opportunity to enter comments. If

you have any comments enter them and press <Ctrl - S> to save. 20. Select "yes," finished with comments. 21. "Did you wish to quit the questionnaire?" reply "yes". 22. "Are you sure?" Select "yes." 23. You will now be prompted to go to the proctor station. (Don’t go there just yet.) 24. Repeat steps 11- 22 for each test on each testing station. 25. After completing the examination on all testing stations, go to the Proctor Station. 26. From proctor station select "Access proctor station functions". 27. Select "Grade applicant exam & print test report."


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28. Select the test you wish to grade. The proctor station now will score the test and prompt you for a key press or a mouse click to print the test report.

29. "Did you receive test report?” Reply "yes." DO NOT answer this question until the test report completely prints. You must receive a print out from this station.

30. If the test report did not print, check that the printer POWER light is on; the ON-LINE light is on, check the paper supply in the printer and check that the printer cables are properly secured at the back of the printer.

31. You will be prompted again "Are you sure????” Reply "yes" and you will be returned to the main menu. The top of the screen will display that you have 1 graded exam to send back.

32. Repeat steps 36 - 41 until all exams have been graded. 33. To send exams back to PSI, select from the Main Menu "Access daily reports & TCS

functions." 34. Select "Transfer data to/from PSI". 35. Select "Current-Day Procedure – Load today’s exams." 36. You will be asked "Connect to PSI?" Reply "yes." 37. A connection will now be established with PSI and the completed exams will be sent. 38. If successful, you will be returned to the Welcome screen and then enter the password

“123456789” to get back to the Main Menu. If connection was unsuccessful, repeat from step 43.

39. Once you are back at the Main Menu, there should be no tests displayed at the top of the screen.

40. Select "Secure the system." This will bring you back to the welcome screen and not allow others to access the system.

41. At this point, you have completed the "handshake" for your network system. Please contact the Technical Support staff and they will confirm the process has been completed.


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FAA Data Processing Process Overview Graded FAA records are processed by LGHost and sent to a processing queue. Each morning, a validation process evaluates the records in the processing queue and determines whether there is any need for further review. On weekdays, the validation process is started manually. However, during weekends, holidays, and times when the Primary Data Personnel is out, the validation process is scheduled to run automatically. The validation process subjects each record to a rigorous battery of tests to ensure that the data received from the site is as required. Records that require further review are logged and moved to a review queue, while those that pass all filters are moved into a reporting queue. The exceptions report and the underlying data will be reviewed and a determination made if anything needs to be done. In many cases, the exception (e.g. low answer times) needs to be overridden because the condition flagged is determined to be fine after visually inspecting the record. In other cases, the site may need to be contacted if there are questions about data entered at the site, such as a take number, or a graduation date. If the site has provided incorrect information, that information must be corrected on the record to allow further processing. Exceptions that are overridden or corrected are placed back into the processing queue and processed again. This cycle continues until no exceptions are found. When the reporting queue is processed, files are generated in accordance with the FAA’s formatting requirements set forth in the 8080.6(). These files are then validated to ensure that they are in compliance with those requirements, that the data about to be transmitted is complete, and that the data matches data stores elsewhere in our system (e.g. Topic Code or Learning Statement lists). This secondary validation step can sometimes generate exceptions that must be reviewed further. If records are being auto-processed, exceptions are removed from the data to be sent and placed back into the original validation queue, so they can be reviewed at a later date. If the process is being run manually, a report will generate, highlighting any problems that may have arose during validation and allowing for corrections prior to transmission. These problems are fixed, resubmitted, and reprocessed until no issues are found. Finally, data is transferred via secure ftp to the FAA’s ftp site. The transfer process monitors the progress of the transfer and checks the directory on the FAA side to make sure that all files that were queued to be sent, made it to the FAA’s site and that the file sizes on the FAA side match


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those on PSI’s side. In any event, a status message is sent to Data Personnel, notifying them of the outcome of the transfer.


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FAA Data Transmission Process (Automatic)FAA Data Transmission Process (Automatic)

FAAStore – FAA

Validation Process

Any

Errors? Yes

No

Place records with

errors back into

Histdata.loc

Errors Report

Create Export Files for records without

errors.

Secondary Validation

Process

Any

Errors?

Remove records with errors from export files and return them to Histdata.loc

Transmit Results

via FTP

Yes

No

Check for Mismatches

between transmitted and

received

Report outcome via

email


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Daily FAA Data Transmission Process (Manual)Daily FAA Data Transmission Process (Manual)

FAAStore – FAA

Validation Process

Any Errors? Yes

No

Correct Errors

Errors Report

Create Export Files

Secondary Validation

Process

Any

Errors?

Correct Errors

Transmit Results

via SFTP

Yes

No

Check for Mismatches

between transmitted and

received

Report outcome via

email


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FAA BACKEND DATA VALIDATIONS

Forward ODA Holder’s validation checks for FAA data have evolved over the years, based on the requirements of the FAA’s Order 8080.6(), and on feedback from AFS-630. Most of the validations are handled on the front-end, while some are validated on the back-end, just prior to transmitting data to the FAA. The following is a list of the back-end validations we perform.

Validations Applicant Name

Remove all leading and trailing spaces from first and last names Last name must not contain suffix information. All suffix information must appear

exclusively in stu15. Social Security ID/Birth date (stu3)

Stu3 must either contain exactly nine digits, or be formatted as BMMDDYYYY. If stu3 contains nine digits, flag when the digits are less than 100000000 If stu3 contains nine digits, flag any case of 6 or more repeated digits If stu3 contains nine digits, flag special cases of 012345678, 123456789, or 234567890. If stu3 contains nine digits, flag any ID beginning with 8 or 9, which violates the SS

Administration’s rules regarding valid SS Numbers. If stu3 contains nine digits, flag any ID containing “000” or “666” If stu3 begins with “B” verify that all remaining digits match the birth date found in

stu11 in the format of MMDDYYYY Birth Date (stu11)

Must be entered Must be in the format MM-DD-YYYY Must be at least 14 years old Must match with stu3 if stu3 begins with “B”

Address Information (stu6,7,8,9,10,13)

Address data is contained in stu6 (address1), stu8 (city), stu9 (state), stu110 (zip), and stu13 (country code)

Enforce an exact match between the entry in stu9 and a value from the country.dat file in I:\lasergra\faahost\datafile.

If stu9 does not contain an asterisk, assume the address is for a US state/territory and enforce a five-character zip in stu10


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Stu13 must match exactly a value from in I:\lasergra\faahost\datafile\COUNCODE.DAT, which is based on the list of countries and corresponding codes found in the 8080.6().

Stu13 must correspond to stu9 Takes/Retakes (stu19,20)

Stu19 must be between 1 and 10 If stu19 is greater than 1, stu19 (is this a retake) must be “Y”, otherwise, stu20 must be

“N” Stu20 must be either “Y” or “N”

Proctor ID (stu22)

Proctor ID cannot be “PRNTFND” Proctor ID must be found in the site file, corresponding to the site found in stu28 Proctor ID must be formatted as FMLastn where F is the first letter or the proctor’s first

name, M is the first letter of the proctor’s middle name, and Lastn is the first five letters of the proctor’s last name. Note that FML must all be capitalized and the astn must be lower case. If the proctor does not have a middle name on file, then the ID is formatted as Flastna. The ID can be fewer than seven characters. For example, Aaron Lott would be ALott.

Form Code (stu26)

Validate that the form code exists in our system. The form codes must correspond to the FAA’s code and the form number must be an active code. In a few cases, the form code must be substituted with another code because another sponsor uses that code already. A lookup of alternate codes is performed at this point.

Site Code (stu28)

Validate that the code is eight characters long and begins with LAS. Make sure the site code belongs to a valid site and does not include LG sites 98600,

98698, 98699, and 00000. FAA ID (stu31)

Validate that the number is 17 digits long Validate that the number begins with “50”; PSI’s CTD ID Verify that the FAA ID and locator ID are cross-referenced in the daily file. If not, add

them. Validate that the date embedded in the ID is consistent with that found elsewhere in the

file Exam Date (stu32)

Validate that the date is in the format of MM/DD/YYYY Validate that the date in 32 is consistent with that found on stu31 stu39, and stu46. Validate that the date is not in the future. Flag if the exam is more than one month old.


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Critique/Crash Indicator (stu33) Ensure there’s an entry for the critique line and if there isn’t then create one in the

format of “ 0000000000|||||” Check for the crash indicator and flag if a crash occurred and lasted more than 15

minutes. If no crash occurred and times (total elapsed time in test verses the sum of all question

times) are off by more than 5 minutes, flag. Validate that all survey answers are either 1, 2, or 0. Ensure that zeros only appear in questions 1, 2, or 4. Set all zeros to blank Remove all “>” characters from stu33. These are sometimes found in the applicant

comment fields and will corrupt the output since the “>” is a delimiter Exam End Time (stu35)

Validate that it is a valid time in the format of hh:ss. This time is sent to the FAA. Validate that the time in stu34 is the same as the Q time found in stu60.

Total Time in Exam (stu36)

Flag any excessively low times less than five minutes Validate that the value here is equal to the elapsed time found in stu60 Validate that the value does not exceed that allowed in the exam, unless a crash

occurred. Exam Score (stu37)

Make sure the line is formatted as 990/990/990/990/P or F Ensure that the total correct plus total incorrect matches the Q (total questions) value in

stu44 Validate that the total number of questions is evenly divisible by 5. Validate that the pass/fail indicator is consistent with the scaled score and the S

(passing) value in stu44. Flag scaled scores below 40%

Learning Statement Codes (stu38)

Validate that the number of statements matches the total number of questions (both regular and validations)

Validate that the codes are found in smctable.dat. Validate that the codes are formatted correctly

Appslook Line (stu39)

Validate that the locator in this line matches the locator for the record. Validate that the site ID in this line matches the site ID in stu28 Validate that the exam date in this line matches that in stu32 Validate that the name on this line matches what’s above in stus 1 and 2 Validate that the score matches with what’s in stu37


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Validate that the form ID in this line matches with what’s in stu26 Part 141/147 School Indicator (stu41)

Acceptable values must be either “Y” or “N”, indicating graduation from an authorized school.

If answered “Y” (yes), validate that a graduation date exists in stu42 and that a school code exists in stu43

If answered “N” (no), validate that both stu42 and stu43 are blank Part 141/147 School Graduation Date (stu42)

Validate that the date is formatted correctly as mm-dd-yyyy Validate that the date falls on or before the date of the exam. Validate that the applicant was at least 14 when they graduated

Part 141/147 School Code (stu43)

Validate that the code provided is in the FAA’s Approved Schools list Validate that the type of school matches the type of test given. In other words, pilot

exams must only include Part 141 schools and mechanics exams must only include Part 147 schools.

Although 8080.6() specifies “No entry must be made if a school is not on the provided list”, AFS-630 requires this field to be populated. If a school is not listed, please call the ODA Administrator to report prior to the beginning of the exam. The FAA will be notified of the school information.

Exam Parameters Line (stu44)

Check the M value (minutes allowed) and verify the total elapsed time in stu60 does not exceed this by more than five minutes (no crash) and fifteen minutes (crash)

Total Questions Count (stu45)

Validate that the value on this line matches the number of questions found in lines 38, 51, and 54.

LG Unique Exam ID (stu46)

Make sure the line is exactly 16 characters long Ensure the first eight characters are the locator ID Ensure that the last eight digits match the exam date in the form of YYYYMMDD.

Answer String – All Questions (stu51)

Number of questions must match counts on other lines Each element contains nine digits in the form of QQQQQQACS where Q = question ID, A

= applicant answer (0 to 4), C = Correct answer (0 to 4) and S = Section ID (0 to 9) Question IDs must matches the required pattern for the exam form given in stu26 and

version ID found in stu59 Applicant answers and correct answers match the score found in stu37


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Based on the question IDs and form version, valid topic codes and learning statement codes can be found for every question, both validation and non-validation.

Answer String – Validation Questions (stu52)

Same as stu51. Validation questions are not counted in the scoring of the exam. Based on the way we calculate the score, we needed a way of identifying the validation questions in stu51 (correct answer = 0) while still documenting the applicant and correct answers. Stu52 provides that.

Version ID (stu59)

Formatted as “TV000” where 000 equals the version of the exam given Corresponding folder exists in “I:\lasergra\faahost\faa\” Corresponding exam files exist in the category/class folders

Exam Times/History (stu60)

Time elapsed between the T (exam start) and Q (questionnaire) parameters are consistent with times found elsewhere.

Output File Format Validation

Check made to ensure that all of the appropriate files were created. In other words, for each set, a KT (header), KTQ (questions), and an S (survey) exist. If any of the exams in the set included validation questions, then a V (validation file) must also be present.

The software verifies that each file (except the validations file), has corresponding entries for each and every locator.

The software double-checks each and every file that was generated to ensure that the data is formatted per the FAA standards set forth in the 8080.6().

Post Export Validation (SFTP) As PSI transmits data to the ftp’s site, the ftp program (Ipswitch) maintains a detailed log of the files sent, the size of the files, and the outcome of the transfer. Following completion of the transfer, PSI automatically checks the log and compares its results with what was sent. If any files are missing, sized differently, or did not receive a successful transmission notation in the log, an email is immediately sent to Data Personnel, alerting them to potential issues. The logs are archived daily to ensure an accurate accounting of our transmissions to the FAA. In the event of incomplete or erroneous transmissions, the logs allow for reconciliation of any such events.


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Chapter 13 - SERVICE DIFFICULTIES

In the event an applicant experiences any service interruption at the testing center, the following procedure will be followed by PSI Unit Members and corporate staff. The ODA Holder must monitor any service information available to it that is associated with approvals or certificates it holds that were issued under its ODA authority. The service difficulties areas to be monitored are as follows:

1. Computer crashes at Testing Center facilities 2. Applicant comments concerning the Testing experience 3. Testing Center non-compliance with its posted hours of operation 4. ODA Holder central computer malfunctions 5. Other service difficulties

A support structure within the ODA Holder is implemented for the following purposes:

1. Identification of the service difficulty 2. Recording of the service difficulty by an acceptable method that provides for

a. Identifying the date/time of the service difficulty b. Identifying the facility where the service difficulty occurred c. Recording the reported issue d. Recording the steps of resolution e. Recording follow-up support if needed f. Managerial review and tracking

3. Service difficulty trend analyses 4. Action plans to remove causes of service difficulties

All service difficulties shall be documented and forwarded to the OMT on a set schedule. For each service interruption, a PSI Incident report will be completed and will serve as the primary documentation of the service difficulty. In most cases, service will be immediately restored and the applicant will be provided all of the testing service expectations. However, in the event that the applicant is not able to test and receive their score report, individual solutions will ensure that the applicant gets rescheduled for examinations in the next available session. PSI Self Disclosure: PSI will inform the OMT for all actions that do not meet the procedures and standards defined within the PSI Procedure Manual. This self disclosure will take place as quickly as possible, but not to exceed 48 hours of discovery.


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14-1

Chapter 14 - RECORDS PSI understands that as an ODA Holder, specific records and documents must be maintained for currency and readily available and accessible. This chapter identifies those documents and the associated procedures for record retention. The ODA Administrator(s) will ensure records are maintained as required by FAA Order 8100.15. Records will be available for OMT review upon request. Records normally kept at other locations will be made available at our facility as requested for inspections and oversight. These records will be provided within five (5) business days. All records will be submitted to the OMT lead upon surrender or termination of the ODA. 1. Content of Records – the following must be retained for the duration of the authorization:

a. Approvals and certificates issued under the ODA b. The names and associated company documentation for each Unit Member c. A copy of the Procedures Manual, include all revisions d. Training records required by the approved ODA Procedure Manual e. All other records for ODA Unit Members f. Any correspondence between the ODA Holder and the OMT related to functions or

activity performed with the authorization.

2. The following records must be retained for five years: a. Records of the ODA Holder’s self-audits and implementation of corrective action b. Records of any reported service difficulties with programs issued under the ODA

3. Location of Records. All applicant records will be stored in lockable filing cabinets located in

each of our testing centers. These records will be available as requested. a. The storage media of all original documents and backup copies is either electronic or

paper. Paper documentation will be stored onsite for a period of two (2) years. b. Electronic backup information is stored in secure facilities and also maintained for a

minimum of five (5) years. Submittal of Records: Records will be submitted as required by the procedures defined in this manual, or as requested by the FAA. Applicant records will be sent to the OMT via daily sftp.


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Appendix A: ODA HOLDER and UNIT ORGANIZATIONAL CHART This appendix contains the ODA Holder organizational chart. It outlines the FAA AKT program team relationship to other organizational entities and lines of management responsibility.


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Appendix B: CORRECTIVE ACTION MATRIX


Appendix C: FORMS This appendix contains forms used to identify PSI authorization of testing center personnel to administer AKT examinations. The certificates indicate successful completion of initial and annual training programs and the successful attempt of the FAA / PSI proctor examinations.


PSI Proctor Checklist Photocopy applicant ID and eligibility, attach to this form and the “Daily” log. Applicant:____________________________________ Test Code: ___________ BEFORE THE TEST (At the front desk, or away from the testing stations)

?? Collect test fee (if not preregistered)

?? Applicant signs in on the “Daily” log

?? Verify applicant’s ID (photo, mailing address, proof of age, signature)

?? Verify test eligibility using the FAA Testing Authorization Matrix

?? Photo copy the applicant identification(s) and eligibility

?? Inspect and approve items applicant brings to the test (Calculator, plotter, etc).

?? Cycle applicants calculator ON/OFF (if applicable)

?? Issue testing materials (Supplement, scratch paper, pencils, plastic overlay)

**REMEMBER TO INSPECT SUPPLEMENT BOOK FOR MARKS**

TEST REGISTRATION AND ADMINISTRATION (At computer testing terminal)

?? IF WALK-IN, register applicant on available terminal, verify information. . .or

?? IF PREREGISTERED/NOT SCHEDULED, enter locator # and last name. . .or

?? IF PREREGISTERED/SCHEDULED, select from list of downloaded exams

?? Bring up applicants test - verify correct test before starting

?? Guide applicant through a few pages of PSI Introduction

?? Remind applicant of: (1) Time allowed for the test, (2) Question Review, (3) Survey/questionnaire. (4) Verbally remind candidate of surveillance method, (5) Verbally remind candidate they must notify the proctor of a desired break .

AFTER THE TEST (At the front desk, or away from testing stations)

?? Print Test Report and check for accuracy (if errors exist call PSI)

?? Apply embossed seal on the words, “CTD’S Embossed Seal”. (FAA and FCC tests only)

?? Collect and inspect test materials (supplement, pencils, scratch paper, overlay) REMEMBER TO RE- INSPECT SUPPLEMENT BOOKS FOR MARKS

?? Cycle applicant’s calculator ON/OFF switch (if applicable)

?? Applicant signs out in “Daily” log.

?? Proctor note the ending time of the exam, sign and initial “Daily” log.

?? Place this document in the “TODAY’S TESTS” folder

Proctor Name:__________________________________________ Date:________________


Testing Center & Testing Center Supervisor Information

The Testing Center Supervisor (TCS) is the person responsible for the day-to-day operations of the Testing Center. The TCS must be present during at least 50% of test administration business hours. Complete this form and return to PSI.

Please print or type except for signatures

TESTING CENTER 1. Business Name _____________________________________________________

2. Street Address _____________________________________________________ 3. City ____________________________ State _______ Zip ___________ 4. Business Phone ______________________ FAX _____________________ 5. Email _________________________________________________________________ TCS INFORMATION 5. TCS name ___________________________________________________________

6. Home Phone ___________________________________________________________ 7. SSN _____________ - ________ - _______________ 8. DOB (at least 21) _________________ Citizenship _______________________

I CERTIFY THAT THE ABOVE INFORMATION IS TRUE AND CORRECT

TCS Signature ______________________________________ Date _________________ Type or print name ___________________________________________________________

Note: If you are a FAA testing center, this form is a FAA inspection item. Current copies of this form must be on file with PSI and the Testing Center.


Test Center and Alternate Testing Center Supervisor Information If a Testing Center Supervisor (TCS) resigns or is terminated and a testing center has a pre-approved Alternate Testing Center Supervisor (ATCS), the ATCS may act as TCS for a period of 90 days. Complete this form and return to PSI.

Please print or type except for signatures

TESTING CENTER 1. Business Name __________________________________________________

2. Street Address __________________________________________________ 3. City _______________________ State _________ Zip ______________ 4. Business Phone ______________________ FAX ____________________ 5. Email ______________________________________________________________ ATCS INFORMATION 5. ATCS name ________________________________________________________

6. Home Phone ___________________________________ 7. SSN ______________ - ________ - ________________ 8. DOB (at least 21) _________________ Citizenship ____________________

I CERTIFY THAT THE ABOVE INFORMATION IS TRUE AND CORRECT. TCS Signature ______________________________________ Date ______________ Type or print name ________________________________________________________

Note: If you are a FAA testing center, this form is a FAA inspection item. Current copies of this form must be on file with PSI and the Testing Center.


Test Proctor List Please complete this form and make two copies, send one to PSI and put one in your site files. Please print or type, except for signature. Proctors must be at least 21 years of age, a U. S. citizen, and receive formal proctor training. Site Name: ___________________________________Date:____________________

PROCTORS

Name: ____________________________________________ DOB: ______________

SSN#:____________________________ Training Date: ________________________ Name: ____________________________________________ DOB: ______________ SSN#:____________________________ Training Date: ________________________ Name: ____________________________________________ DOB: ______________

SSN#:____________________________ Training Date: ________________________ Name: ____________________________________________ DOB: ______________ SSN#:____________________________ Training Date: ________________________ Name: ____________________________________________ DOB: ______________ SSN#:____________________________ Training Date: ________________________ I certify the information contained on this form is true and correct and that each test proctor has received formal training and is competent to administer all PSI exams.

TCS Signature: _________________________________________________________


Note: If you are a FAA testing center, this document is a FAA inspection item. TCS must insure that current copies are on file with PSI and the Testing Center.

Test Administrator/Proctor Agreement

This agreement is to be read and signed by any person(s) authorized to administer a test at a PSI Testing center.

Test Site information: Site Name: ______________________________________________ LAS # _______________ Address: ______________________________ City: ________________ St.: ________ Test proctor information: Name: _______________________________________ DOB: ______________________________ SSN#: ___________________________________ Initial Training Date: _______________________ Address: _____________________ City: _______________ St.: _______ Zip: ________ Hm. Phone: (________)-_______-_______________ Wk. Phone: (________)-______-___________________ Email: _______________________________________________________

Please read and complete the information below:

1. I have agreed to serve as a Test Administrator (proctor) for PSI Services LLC.

2. I have read the PSI Operations Manual, specifically sections 2 and 11, which outline the rules and regulations of administering tests as a test proctor for PSI Computer Testing. I will adhere to all standards of administration and confidentiality and to all procedures and instructions as specified in the PSI Operations Manual.

3. I will not sit for a test at the facility for which I am a test proctor or any other PSI testing center.

4. I agree to maintain the security of the test computer before, after, and during test administration.

5. I agree to comply with the procedures for handling any breach of security.

6. I will accurately check candidate’s photo identification in addition to other eligibility requirements as specified for each individual test.

7. I will not offer any hints, suggestions, definitions, or clues to the answer of a test item.

8. I will ensure no talking or communication of any form between candidates occurs during the test.

9. I will ensure to the best of my ability that the test candidate does not cheat on his/her test.

I, __________________________________________ (Print Name), hereby swear and affirm that I understand that my responsibilities as a Test Administrator are critical to PSI Services LLC. I am aware that I may be afforded access to confidential and/or proprietary information, and I hereby agree that I shall not disclose or provide to any person or entity, directly or indirectly, any information in any form pertaining to the preparation, testing, and/or grading services provided by PSI or its affiliates. It is understood that all documents, test questions, or confidential information received from PSI Services LLC shall remain the exclusive property of PSI Services LLC and shall be returned immediately upon request to PSI Services LLC. I will not divulge to anyone, and I will keep secure my unique test station password, which allows me access to the test station. Furthermore, I understand per FAA regulations that I must be a US citizen or resident alien to administer FAA exams. Finally, I understand that breach of this agreement, intentional or unintentional, shall be grounds for civil proceedings should PSI Services LLC pursue legal remedies to said breech. Minimally, I understand that should I fail to follow the standards set forth by the PSI Services LLC Operations Manual my privilege as a Test Administrator will be revoked. By my signature below, I acknowledge that I have read this agreement and understand the information contained herein and will abide by provisions as stated. ___________________________________________ ______________________________________ ___________________ Signature Print Name Date


Testing Center Declaration and Hours of Operation

Site # LAS __________ State _____ Site Name ______________________________________________________ PSI policy requires that each public testing center be open a minimum of 15 hours per week. 30-day advance notice is required for any reduction or change to this schedule. Please indicate below the days and hours the Testing Center will be open for testing with a test proctor available to administer tests.

HOURS AVAILABLE FOR TESTING

(On the hour only, no half hour open or close times)

DAY OPEN CLOSE

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

HOLIDAYS

HOLIDAY OPEN CLOSED ADDITIONAL DAYS CLOSED

New Year’s Day

Martin Luther King Day

President’s Day

Good Friday

Easter

Memorial Day

Independence Day

Labor Day

Thanksgiving

Christmas

TCS Signature: _____________________________ Date: __________________


TESTING CENTER BILLING INFORMATION

PSI currently accepts two forms of payment for test administered. Test Center Name: _____________________________________ LAS# ___________ OPTION 1 Credit Card Account Credit Card Account # for billing: ___________________________________________ Visa MasterCard AMEX Discover Diner’s Club Expiration Date: __________________ Name as it appears on the card: ____________________________________________ OPTION 2 Automatic Bank Transfer from Checking Account Bank Routing #: ________________________________________________ Checking Account #: ________________________________________________ (OR include a copy of a cancelled check) Billing terms from section 4 of the PSI General Testing Center Agreement FEE PAYMENTS If monies are due to LGTC for any month, PSI shall make payment to LGTC within forty-five (45) days of the last day of such month. If monies are due PSI by LGTC for any month, payment will be made by LGTC by a debit on a credit card on file, automated bank draft to PSI, or payment against an invoice to be forwarded to LGTC on the 10th day of the month immediately following the month in which Tests were administered, as determined by PSI based on LGTC’s payment record. If fee payments are not received by the 20th day of such month, a late charge of $25.00 will be added to the payment due. LGTCs with outstanding balances open the last day of such month may be suspended from further testing until payment is made. There is a $100 re-activation fee. Payments by LGTC more than thirty (30) days after the due date shall be subject to interest at the lesser of 1.5% per month or the maximum rate permitted by applicable law.


TEST SUPPLEMENTS FOR FAA TESTING

Each testing center must obtain the appropriate computer test supplement books prior to administration of FAA AKT examinations.

If you do not have a test supplement book for a given test series, you cannot administer that series of tests! We require that you obtain two (2) or more copies of each test supplement book (see note concerning the Inspection Authorization book). To order supplement books, contact PSI Online Book Store at (866) 589-3088 or order online at www.faa.psionline.com.

CT-8080-2E Private/Recreational CT-8080-1C Commercial CT-8080-3E Instrument CT-8080-5E Flight Instructor CT-8080-7CX Airline Transport CT-8080-6A Flight Engineer CT-8080-4E Mechanic/Rigger CT-8080-10A Sport Pilot ALL supplement books must be kept completely free of markings at ALL times and books CANNOT be shared. NOTE: Your testing center is not required to offer the Inspection Authorization exam if you choose. If you choose to obtain this supplement book, you are required to have only one copy.. Please call PSI AFTER you have purchased AND received this supplement book and we will change your exam authorizations so that you may administer this exam.


BACKGROUND CHECK AUTHORIZATION

In accordance with FAA Order 8080.6(), I hereby agree as follows: CONSENT TO BACKGROUND INVESTIGATION I authorize PSI Services LLC (the "Company") to investigate my background in connection with delivering FAA Airman Knowledge Tests. I understand that this background investigation will include, but not be limited to, a 5-year criminal history that reveals arrests and/or conviction of felonies, a state arrest investigation to reveal criminal arrest records maintained by state and local agencies such as Sheriff’s Departments, State Police, and other Municipal, County, and State Law Enforcement Agencies. CONSENT TO CONTACT GOVERNMENT AGENCIES I further authorize the Company to receive a copy of any information obtained in the file of any federal, state, or local court, or governmental agency concerning or relating to me. I further consent to the release of such information and waive any right I may have to notification of the request for the release of such information. TERM This authorization is valid now through the end of my duties involving the delivery of FAA Airman Knowledge Tests with the company. COOPERATION WITH THE INVESTIGATION I agree to fully cooperate with the Company background investigation and to sign any waivers or releases that may be necessary or desirable to obtain access to relevant information. In the event that any federal, state, or local government agency will not release information directly to the Company, I agree to personally request such information to the extent permitted by law. This authorization represents the entire understanding and agreement relating to its subject matter. The Company is fully entitled to rely on this Authorization. I understand that I have no guarantee of authorization to deliver FAA tests and that the Company may determine not to forward my application to the FAA for any lawful reason. ______________________________________________________________________________ (Printed) First MI Last

______________________________________________________________________________ Street Address City State Zip ____________________________ ____________ ______________________________ County of Residence Date of Birth Social Security # (for ID purposes only)


Please list any previous names: ______________________________________________________________________________ Please list past addresses over the last five years (attach additional sheet if necessary): ______________________________________________________________________________

______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ __________________________________________ ______________________________ Signature Date


APPENDIX D: SITE INSPECTION JOB AID


JOB AID: AIRMAN KNOWLEDGE TESTING CENTER INSPECTION

https://intranet.faa.gov/faaemployees/org/linebusiness/avs/offices/afs/qms/media/AFS-600/forms/AFS-600-006-F07--Airman%20Knowledge%20Testing%20Center%20Inspection%20Job%20Aid.doc


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Appendix E: MEMORANDUM OF UNDERSTANDING


Basis and Requirements for Designation of Authority Order 8100.15 outlines the Federal Aviation Administration’s (FAA) Organization Designation Authorization (ODA) program. Under this program, the FAA can delegate certain types of authority to organizations. The purpose of this Order is to grant ODA to act on the FAA’s behalf. It also addresses how to qualify, appoint, and oversee organizations in the ODA program. Specifically, the FAA is looking to appoint an organization to oversee the following function (part 183, 14-3, a): The Delivery of Airman Knowledge Tests (Function Code 1401) The AKT ODA Holder and Unit Members are responsible for the delivery of airman knowledge tests by identifying, authorizing, registering, and documenting applicants for airman knowledge tests. The AKT ODA Holder must ensure the integrity of data and the knowledge testing process through the accurate implementation of test bank and form test updates in accordance with activation dates established by the OMT. Authorization and Role of FAA Designation Order 8100.15 sets policy, procedures, and conditions under which an organization granted an Organization Designation Authorization. The ODA Holder and ODA Administrator(s) must comply with the same standards, procedures, and interpretations applicable to FAA employees accomplishing similar tasks. The ODA holder is also required to observe all conditions and limitations imposed by the Administrator on the authority delegated. Statement of Acceptance of Responsibilities and Obligations Linda Small and Brett Greenwood understand and accept on behalf of PSI Services, LLC, the responsibilities and obligations, as detailed in Orders 8100.15 and 8080.6(), associated with the function code 1401. As the ODA Administrator(s) and Chief Operating Officer, we will:

1. Function in accordance with the responsibilities, privileges, and limitations in the relevant regulations and orders;

2. Comply with the requirements of our Procedures Manual; 3. Dedicate the required resources for the effective performance of the authorized

functions; 4. Ensure key personnel attend FAA AFS-630 requested meetings and trainings; 5. Cooperate with the FAA during oversight activities and while exercising this authority; 6. Allow FAA review or participation on any projects as requested by the Organization

Management Team; 7. Notify the FAA if we violate the terms of this memorandum


INDEX

A

Abbreviations ......................................................... 1-1 Addresses for PSI ................................................... 1-3 Advertising Cost Share Program ............................ 6-6 After Hours Support .............................................. 1-4 Applicant Authorization ....................................... 11-5 Applicant Identification ....................................... 11-4 Applicant ID-Non United States Citizens ............. 11-4 Applicant Paperwork ......................................... 11-15 ATCS – Alternate Testing Center Supervisor.......... 5-2

B

Background Checks ................................................ 2-1 Block The Scheduled Time ................................... 11-6 Bookkeeping .......................................................... 6-5

C

Certificate of Completion Faxes........................... 11-5 Cheating ............................................................. 11-16 Communication Parameters ................................ 12-4 Communication Plan ............................................. 9-1 Computer Crashes ............................................... 12-1 Connection is Not Successful ............................... 11-9 Correct an Earlier Entry ....................................... 11-8 Corrective Action Matrix ............................................ i Create Mail .......................................................... 12-3 Current Day .......................................................... 11-2

D

Daily Log .............................................................. 11-3 Daily Reports & TCS Functions ............................. 12-3 Daily Sign-in Log ................................................. 11-14 Disturbing Applicants ........................................... 11-3 Document Retention ......................................... 11-15

E

Eligibility .............................................................. 11-9 Eligibility Screens ................................................. 12-4 End of Day ............................................................ 11-2 End of Day Procedures ...................................... 11-13 Exams Passed in The Last 30 Days ..................... 11-11

F

FAA Applicant Processing .................................... 11-3 FAA Data Processing .......................................... 12-11 Facility Requirements ............................................ 6-1 Fee Reconciliation .................................................. 6-5 Finishing the Exam ............................................. 11-12 Fix Applicant Registration .................................... 12-5 Follow-up Training ................................................. 7-2 Forms .......................................................................... i

G

Guidance Material ................................................. 9-1 H Handshake Procedure ......................................... 12-6 Hours of Operation for PSI..................................... 1-3

I

IMPORTANT NOTICE FOR AIRMAN APPLICANTS . 11-3 Inspections ........................................................... 10-1 Installation ........................................................... 12-6

L

Late Charges .......................................................... 6-6 Late Fee ................................................................. 6-6 Locator Numbers ................................................. 11-6 Loss of Airman Computer Test Report............... 11-16

M

Materials Allowed ................................................ 11-3 Minimum FAA Volume Requirement..................... 6-2 Move Applicant........................................... 11-6, 12-5

N

New Test Sites ....................................................... 6-3 New Unit Members ............................................... 7-1 Noise .................................................................... 11-3 No-Show Applicants............................................... 6-6


O

ODA ........................................................................ 1-1 ODA Lead Administrator ........................................ 4-1 On-line Help ......................................................... 12-1 On-Line Training .................................................... 7-1 Opening Procedures ............................................ 11-1 Organizational Chart ............................................. - 1 -

P

Personal Comments ........................................... 11-10 Phone Numbers for PSI .......................................... 1-3 Pre-Register Applicant For Future Test................ 11-8 Pre-Registered and Pre-Scheduled Applicants .... 11-6 Pre-Registered Non-Scheduled Applicants .......... 11-6 Print Mail ............................................................. 12-3 Printing and Posting the Testing Schedule .......... 11-2 Printing the Test Report Form ........................... 11-13 Proctor No-Show Policy ......................................... 6-7 Proctor Station Functions .................................... 12-4 PSI Registration ...................................................... 1-3 PSI Technical Support ............................................ 1-3

Q

Questionnaire .................................................... 11-10

R

Re-Activation Fee ................................................... 6-6 Recurrent / Annual Training .................................. 7-2 Register Applicant – Input New Data ................... 11-7 Register Applicant – Use Applicant File on This

Computer ........................................................ 11-8 Register Applicant – Use Previous Locator Number

........................................................................ 11-7 Register Applicant Using Shortcuts...................... 11-8 Registration ......................................................... 11-6 Remedial Training .................................................. 7-3

Removing Unit Members ....................................... 5-3 Restroom ............................................................... 6-1 Retesting ............................................................ 11-11 Returning Completed Tests ............................... 11-14

S

Screen Saver ........................................................ 12-1 Self Audit Responsibilities...................................... 8-1 Service Difficulties ............................................... 13-1 Sign Off Document ............................................... 11-5 Start Exam ............................................................ 11-9 STA-Special Testing Administrator......................... 6-2 Status of Test Stations ......................................... 12-4 Supplies.................................................................. 1-4

T

TCS - Testing Center Supervisor ............................. 5-2 TCS Changes ........................................................... 5-2 Test Proctor Checklist .......................................... 11-4 Test Site Change of Ownership .............................. 6-4 Test Site Closure .................................................... 6-4 Test Site Hours of Operation ................................. 6-5 Test Site Moves...................................................... 6-4 Test Timing ........................................................ 11-10 TRAINING ............................................................... 7-1

U

Unit Member Communication ............................... 5-3 Unit Members .......................................... 3-2, 4-5, 5-3

V

Visual or Video Surveillance .............................. 11-16

W

Welcome Screen .................................................. 11-1

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