Course Examination (CE) Security

 
 AU A4/6O mails unclassified CEs to test control officers (TCOs) who must ensure that exams are secure at all times and that unauthorized personnel are not permitted access to them. AU A4/6O will only mail the CE answer sheet for Classified AFSCs.  TCOs must request the CE for these AFSCs from the 17 TRS/TSRP, 170 Griffin Street, Goodfellow AFB, TX 76908, in writing (FAXs sent to Com (325) 654-3928/5518 are acceptable) to coordinate shipment of the CEs. The request must include the CE version number, the TCO shred, the TCO address, POC, and must be indorsed by the unit security manager certifying that the TCO has a valid security clearance and proper storage capability for material at the Secret level. For all other AFSCs the TCO must:

  1. Check the CE to see if the envelope has been tampered with (opened and resealed with tape, stapled, etc.). If it appears to have been tampered with, refer to instructions concerning a possible compromise. (NOTE: The test packet must not be opened until the scheduled testing period.)

  2. Check the student's name, the numbers that identify the course, the examination form, and the date of enrollment appearing on the address tab of the answer sheet. Be sure that the first three groups of numbers agree with the corresponding numbers on the CE booklet. Do not open the test envelope to check these numbers. The test form number is visible from the back side of the envelope and can be checked against the answer sheet form number without opening the envelope.

  3. After checking the CE, the TCO records the CE on the test inventory log. (Local forms or computerized records may be used.)

IF THE NUMBERS DO NOT AGREE, THE TCO:

  1. Does not administer the examination.

  2. Retains the answer sheet.

  3. Prepares a letter requesting the correct examination booklet as shown on the tab of the answer sheet (e.g., 1A251 900 01) and forwards to AU A4/6O, 50 South Turner Blvd, Maxwell AFB, Gunter Annex AL 36118-5643.

  4. Destroys the incorrect exam booklet and annotates the test inventory log with reason for destruction, date, and signature.

  5. Makes the same checks as above, when the new examination booklet is received.

  6. Destroys the duplicate CE answer sheet if received.

  7. Follows above procedures to log in the new test.

Storage and Security

The test packet containing the CE booklet and any related material must be kept in the envelope and stored in a metal filing cabinet equipped with a steel lock bar and a three combination dial-type padlock, a metal file cabinet equipped with a combination lock, or an upright safe or vault. Padlock combinations must be changed when the TCO/ATCO/TA changes or, as a minimum, annually. The test control officer is responsible for maintaining SF 701, Activity Security Checklist; SF 700, Security Container Information; and SF 702, Security Container Check Sheet.

E-Exam program and any update files downloaded from the AU A4L website and saved to a floppy disk, CD, or portable device (e.g., “thumb drives” or removable hard drives) are controlled items and must meet the storage and security requirements stated in the preceding paragraph.

When not filed in the office safe (or controlled item repository), the disks should remain under the control or observation of Education or Training Office personnel.

If computer support personnel need access to the program CD for E-Exam, Education or Training Office personnel should accompany the disk to ensure that unauthorized copies of the software are not made.

Allowing any E-Exam CD or update materials out of the controlled environment without and Education/Training Office representative present is a potential test compromise situation.

Under no circumstances should you allow the E-Exam program CD to be retained by or copied by computer support personnel.  It is not to be added to a “master software library” maintained by anyone outside of the Base Education or Training Office.  Again, these actions constitute a Test Compromise.

Inventory of Course Examinations

The TCO must conduct an inventory of test materials at least once every 90 days.  The inventory. requirements and guidelines vary for E-Exam and paper tests.  When combinations of the two exist in the same storage container, the E-Exam CDs must appear as the lead items on the inventory, followed by the paper exams.

For E-Exam:

The TCO must open the storage container and verify that all CDs associated with E-Exam are present.  For E-exam 2.0, two CDs are required:  the Program CD and the Master Test CD.  Effective with E-exam 3.0, a single program CD will be released as an accountable item.  Receipt of the E-exam 3.0 CD renders the E-exam 2.0 CDs obsolete and they should be removed from the inventory and destroyed.  If a CD on the test inventory log is not on file, refer to instructions regarding test compromise.

When the Inventory is Completed:

The TCO must sign the test control inventory log.

The test inventory log should be destroyed six months after the date of the inventory or when no longer required by the organization.

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