Written Exams. Page 1 of 20 NEOGOV Written Exams 7/16/15

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1 Written Exams Page 1 of 20

2 Table of Contents Create Written Exam Record Review Existing Test Locations Add Test Location Edit Test Location Add Test Date Add Multiple Times on Test Date Add Written Exam Evaluation Step Schedule Applicants for Written Exam (Manually).. 9 How Candidates Can Self-Schedule for Written Exam.. 11 Add Answer Key Edit Answer Key Upload Test Results (.txt file) Review/Verify Candidate Test Results Page 2 of 20

3 Create Written Exam Record Before creating a WRITTEN exam evaluation step, and scheduling applicants for a written test, the following must be completed: 2) From the top navigation bar in INSIGHT, go to Tests > Written Exams 3) Below the top navigation, click on Add New Exam 4) A) Enter and/or Select information for all required fields B) Click on Submit Test Record Test Retake If applicable, specify # of days before an Applicant can retake a test. This feature prevents the scheduling of applicants for a written exam if the applicant has been previously scheduled for the exam and the test retake waiting period has not yet passed. The test retake period is defined for each test. When scheduling applicants, if the test retake waiting period has not yet passed, scheduling dates will not appear for the applicant during the scheduling process. The status of Unscheduled Not Yet Eligible to Retake Test will appear. An override checkbox allows the user to bypass this rule and schedule the applicant if necessary. Page 3 of 20

4 Review Existing Test Locations Before adding a new test location entry, it is imperative that you review the existing ones as chances are the location of your test has already been entered in the system by another recruiter. To check existing locations: 2) From the top navigation bar in INSIGHT, go to Tests > Test Locations 3) Search for your test location by Title, Address, and/or City Add Test Location Did you Review Existing Test Locations? To avoid duplicate entries in the system, please ensure you have reviewed the EXISTING test locations that have already been entered in the system by other recruiters. (SEE SECTION ABOVE) 2) From the top navigation bar in INSIGHT, go to Tests > Test Locations 3) Below the top navigation, click on Add New Exam Location 4) A) Enter and Select information for all required fields B) Select all applicable exam types in which you would like for this location to display in the list of available choices of location C) Click on Save Page 4 of 20

5 Edit Test Location To edit existing locations for any name or address changes: 2) From the top navigation bar in INSIGHT, go to Tests > Test Locations 3) Upon finding your location, click on Edit next to it on the far right Add Test Date Before adding your Test (exam) date, you will need to have identified the location, date, time, and duration. 2) From the top navigation bar in INSIGHT, go to Tests > Written Exams 3) Upon finding your Test (Written Exam), click on View Dates under the Exam Dates column Page 5 of 20

6 4) Below the top navigation, click on Add New Test Date 5) A) Enter and/or Select information for all required fields B) Click on Save Self-Scheduling & Login Expires You have the ability to allow candidates to self-schedule for oral, written, and performance exams. Once enabled, candidates can log into their GovernmentJobs.com account and select the exam date and time that they prefer. Please note that the applicants must be notified by either or mail merge notification that they can log into their account and schedule themselves for an interview or written exam as in the case of this tutorial. Self-Schedule Deadline (avail only for Written Exam Step Type) The Self-Schedule Deadline option is ONLY available when Written Exam is selected for the Step Type on your exam plan. If another Step Type is selected, the alternative for not having the Self- Schedule Deadline option is to manually uncheck Allow candidate self-scheduling at the time you would like to close the sign-ups. If you are allowing candidates to Self-Schedule, you will need to change the default date of the Self-Schedule Deadline. This is the final date for the applicants to self-schedule for the test online. For more info on Self-Scheduling, see section named How Candidates Can Self-Schedule Page 6 of 20

7 Add Multiple Times on Test Date When running a high-volume recruitment, there could be a rare case where you may have 3 panels of hiring authorities (i.e., for Oral Exam) on the same day and same times in order to speed up this process. To achieve this, you would create 3 exam dates with the same dates, start/end times, duration, etc. Applicant will see 3 same times for 7am, 8am, 9am, etc., however he/she will only be able to select one. This way the agency can interview 3 applicants at the same time and day with 3 panels of hiring authorities. Basically in one day, you will have 3 panels at 7am, 3 panels at 8am, 3 panels at 9am, etc. Candidates would be able to select ONE of the following: THU, 2/12 7am THU, 2/12 7am THU, 2/12 7am THU, 2/12 8am THU, 2/12 8am THU, 2/12 8am THU, 2/12 9am THU, 2/12 9am THU, 2/12 9am Page 7 of 20

8 Add Written Exam Evaluation Step 2) From the top navigation bar in INSIGHT, go to Candidate Track > Exam Plan 3) Upon finding your Exam Plan, click on the Name of the Exam Plan 4) On the Exam Plan Detail page under the Evaluation Steps section, click on Add Step 5) A) Select Written Exam B) Enter and/or Select information for all applicable fields Scored If Scored was selected, the Scoring section will populate and you will need to define the scoring criteria. For more info on this, please refer to the Scoring Plan Guides on the HR Portal - NEOGOV Tips page. C) Select your Exam (i.e., Written Exam) and also select the date(s) & time D) Click on Save Page 8 of 20

9 6) On your Exam Plan Detail page, you should now see your Written Exam step Schedule Applicants for Written Exam (Manually) 2) From the top navigation bar in INSIGHT, go to Candidate Track > Exam Plan 3) Upon finding your Exam Plan, click on the Name of the Exam Plan Page 9 of 20

10 4) On the Exam Plan Detail page under the Evaluation Steps section, click on View Applicants by Step 5) Click on the + button, to expand the section of your Written Exam step 6) A) Select your candidate(s) B) Select Schedule for Written Exam C) Select Selected D) Click on Go 7) A) Select a date/time for each candidate B) Click on Schedule 8) Notice on the View Applicants by Step page, the candidates now display with their scheduled dates/times. Page 10 of 20

11 Notifying Candidates for their Written Exam Upon scheduling candidates for the written exam, you will need to send them an notification as well with the location, date, time, etc. How Candidates Can Self-Schedule For Written Exam Recruiters will need to complete the following prerequisites for allowing candidates to selfschedule themselves: Enable Self-Scheduling on your Test Dates Listing Move Candidates into Written Exam Step Candidates instructing them to login to their GovernmentJobs.com applicant profile in order to Self-Schedule themselves Enabling Self-Scheduling In order to allow candidates to Self-Schedule themselves, you must enable the Self-Scheduling option in the test dates listing. For more info, see section above named Add Test Date Steps that Candidates will need to take 1) Go to the Government Jobs website at 2) A) Click on Sign In (located in top right corner of page) B) Enter your Username & Password C) Click on Sign In Page 11 of 20

12 3) Click on your username located in the top right corner of the screen 4) In the drop-down window, click on Job Applications 5) On the left side under the list of Applications you ve submitted, locate the Application in which you need to self-schedule yourself and click on the Schedule Exam link Page 12 of 20

13 6) A) Select a time on a day that suits your schedule B) Click on Confirm Appointment Page 13 of 20

14 7) A) You will now see the following that confirms your date & time B) Close this window by clicking on the X 8) On the left side under your Applications, locate you Application and you ll see your date & time that you ve been scheduled for Change Date / Time You can also click on this link to change the date & time that you ve scheduled for, assuming there are other dates/times available Page 14 of 20

15 What Recruiters will see in INSIGHT To see what date/time the candidate has chosen, you can go to the Written Exam Evaluation Step and next to their name under the Disposition column you will see the date/time. (Alternatively, you can also run a Test Roster report) Page 15 of 20

16 Add Answer Key Request Temporary Access To ADD your answer key, you must first request to have temporary access from the NEOGOV Systems Admin. 2) From the top navigation bar in INSIGHT, go to Tests > Written Exams 3) Upon finding your Test (Written Exam), click on Keys & Item Analysis under the Answer Keys column 4) Below the top navigation, click on Add New Answer Key 5) A) Enter your Test Key Description B) Enter the # of questions C) Enter a 1 for the answer to each of your questions D) Click on Save Key DO NOT LOCK KEY Always click on Save Key, as clicking on Save & Lock Answer Key will permanently prevent the key from being updated (by you or the NEOGOV Systems Admin) should there be any mistake or should you decide to exclude any questions at a later time due to your candidate s score/results. Page 16 of 20

17 Edit Answer Key Request Temporary Access To EDIT your answer key, you must first request to have temporary access from the NEOGOV Systems Admin. 2) From the top navigation bar in INSIGHT, go to Tests > Written Exams 3) Upon finding your Test (Written Exam), click on Keys & Item Analysis under the Answer Keys column 4) Click on Edit 5) Edit your answer key 6) Click on Save Key Page 17 of 20

18 DO NOT LOCK KEY Always click on Save Key, as clicking on Save & Lock Answer Key will permanently prevent the key from being updated (by you or the NEOGOV Systems Admin) should there be any mistake or should you decide to exclude any questions at a later time due to your candidate s score/results. Upload Test Results (.txt file) Scanning your Tests (Scantrons) For complete step-by-step instructions, please refer to the Desktop Scanner help guide on the HR Portal NEOGOV Tips page. Methods to upload.txt file You can upload the.txt file from either of the methods below: 1) The computer you re using at the scanning station on the 1 st floor at the Hall of Admin Building. 2) Your desktop computer (you ll simple save.txt file onto a flash drive, then upload it from your own desk computer) Maximum of 200 records per.txt file NEOGOV will accept.txt files with a maximum of 200 records at a time. If your text file has more than 200, you ll need to break it up into separate files. For example, if the file has 250 records, you can have one with 150 and another with ) From the top navigation bar in INSIGHT, go to Tests > Written Exams 3) Upon finding your Test (Written Exam), click on Upload under the Results column 4) A) Click on Browse to upload the.txt file that was saved onto the desktop computer B) Select the test date(s) C) Select a test key D) Click on Upload File Page 18 of 20

19 Error Message? If you get an OOPS error, you probably had extra blank spaces either after or below the last row of data in the TXT file. You will need to DELETE the extra blank spaces and have the mouse curser appear the end of the row (see below). 5) On the confirmation page you will see: A) The # of records that uploaded successfully B) Click on Show Records to see the candidate names and person IDs C) If certain PersonIDs were not found in the system, you will see them listed here What to do with records not found? For records that were not found (i.e., match with the personal IDs stored in NEOGOV): You will need to troubleshoot these records by matching them to what s on your roster and what was written on the scantron. It s usually an incorrect digit that was bubbled in by the applicant or there s an erase mark that the scanner is picking up. You may also have to do a process of elimination on the.txt file, make changes on the.txt file, SAVE it, then re-upload the.txt file (go to STEP 3 above) * If you need additional assistance, please contact the NEOGOV Systems Administrator. Records should match The # of scantrons that you scanned in your batch, should match the total # of records on the confirmation page, which is comprised of successful records, records not found, duplicate records, etc. If there is a discrepancy with totals, it is probably due to a scantron that DID NOT get scanned through properly. If that is the case, you will have to re-scan that scantron and repeat ALL steps in this section Page 19 of 20

20 Review/Verify Candidate Test Results To ensure your scoring criteria is correct, it is advised to perform spot checking for some candidates by following the steps below. If you feel the scores are too low or high, you can always review and adjust the scoring criteria in your Written Exam step as you deem necessary. 2) From the top navigation bar in INSIGHT, go to Candidate Track > Exam Plan 3) Upon finding your Exam Plan, click on the Name of the Exam Plan 4) On the Exam Plan Detail page under the Evaluation Steps section, click on View Applicants by Step 5) Click on the + button, to expand the section of your Written Exam step 6) The scores will be displayed under the Disposition column Page 20 of 20