Check In/Out for Licensing

Note: Cosmetology candidates are allowed to test for their written exam with 1000 hours. This is the only program that allows a student to test prior to finishing school.

All candidates are allowed to sign up for their exam when they only have 80 hours left to accumulate. They are not allowed to test until those hours are completed.

This is a general check-in guide for Licensing.

Secure check-in for each exam begins 30 minutes prior to the scheduled test time. It is important that proctors are professional, friendly and provide outstanding customer service to every candidate. There may be some time spent waiting prior to administering any test. Proctors need to be prepared ahead of time for check-in and testing using the following process.

Preparation

1. Check the roster two hours before your scheduled testing session (instructions below).

2. Prepare Confidentiality and Nondisclosure/Release and Waiver of Liability agreement forms ONLY if giving the exam on paper. If on kiosk, the agreement is digitally at the beginning of the exam.

3. Set up testing materials (PBT) or kiosks (CBT).

Check-In Steps

1. Check candidate’s two (2) forms of Identification. One with a photo and secondary identification.

2. Make sure the candidate has enough hours in the system and that the numbers aren't red on the check in roster.

3. Follow the Technical Check-in steps below.

4. Inform candidate of Restroom and Personal Belongings Policies.

5. Follow the Personal Belonging procedure below.

6. Inform the candidate of where to sit/stand in the testing room.

No-Shows

All candidates meeting any of the following criteria must be marked as a no show on the proctor check-in page:

• Does not show up for their exam

• Is late by arriving after check-in has closed. Check­-in closes at the scheduled test start time.

• Fails to present appropriate identification (not enough, wrong documents, etc.)

• Not on the exam roster prior to start time of test. If the candidate is not on the roster, the candidate is ineligible to test for that test session.

• Ineligible due to lack of hours

If the candidate feels that any of the above reasons is in error the proctor can contact Support to receive more information.

Candidates turned away from the testing center must be given a Pre-exam Dismissal form explaining the reason they were denied testing and should be directed to contact Support for more information.

Test centers are not permitted to accept cash or check and proctors are not permitted to process payment. Immediately after registering online, the candidate will appear on the proctor’s refreshed check in screen.

Technical Check-in Steps

Follow these steps in order to complete the check-in process on the check-in computer. You must use Google Chrome.

Open Google Chrome and enter https://cosmetologykansas.com/proctor/ in the address bar.

Enter your Username and Password and click “login.”

Click on "schedule"

Find the appropriate date, then click “VIEW”.

Find the correct candidate, then click “CHECK IN”.

The Information tab will contain the candidate’s photo, name, address, and birthdate. Check that the photo, name and birthday match against the identification provided by the candidate. For example, a driver’s license or state ID. The address does NOT have to match.

If a first time candidate, the following will be the photo check in process

Finish the check in process by clicking the Check In button.

If a returning candidate, the following will be the photo check in process

Finish the check in process by clicking the Check In button.

Candidate Photo Set Up

Follow these steps to ensure uniform picture quality.

Step 1

Have a white background with no clutter, lights or windows.

Step 2

The candidate should stand or sit with their feet flat on the floor with their head directly facing the camera.

Step 3

Hold the camera steady, with the candidate square in the image. To ensure uniform picture quality, the photo must:

• Be framed so the candidate’s head fills the entire image, from above the shoulders to the top of the head

• Taken in front of a plain white background

• Be a full-face view, directly facing the camera with a neutral facial expression

Personal Belongings Steps for Licensing Candidates

Each National Testing Network (NTN) Licensing test center location can provide a locked filing cabinet(s) for the purpose of storing candidates’ personal items in a secure manner while they are testing. NTN is not responsible for any candidate’s personal belongings. The following procedures must be followed in regards to candidates’ personal belongs:

Clearly labeled expandable letter-size hanging files, each with expanding file folder(s) inside, are to be placed in the drawers, with each folder and corresponding tab clearly labeled with a workstation number (so as to provide one folder for each workstation). Test center are required to assign computer/workstation with a number to ensure that each station is (numerically) labeled to comply with this policy.

Procedural steps are as follows:

1. Label all computer workstations that are utilized by licensing candidates taking exams.

2. Use Microsoft Word or another word processing program to create a number for each of the labeled computers/workstations in bolded 72 point font; print them out and place each one in an individual plastic badge holder with a clip. (If you do not have these, then order them and expense it).

3. Each candidate testing station corresponds with a numerical value and this number includes a large accordion file folder in a locked filing cabinet to store small personal items.

4. When candidates begin to arrive for their scheduled examination, suggest that they leave large personal items (large bags, jackets, etc.) in the trunk(s) of their vehicle(s), as we cannot securely store large personal items.

5. During check-in, you must hand/assign the candidate(s) a number corresponding to their assigned workstation; also grab the corresponding accordion folder with the same (assigned) number, hand it directly to the candidate(s) and ask them to place any small personal items in the folder.

6. When candidate hands it back, place the folder(s) in the locked filing cabinet for secure storage for the duration of the exam.

7. As candidates are leaving the testing area, ask them to return their assigned candidate/workstation number(s), and as they do so, hand them back the corresponding folder with their items. Ensure each candidate removes their items and hands the folder back to you prior to exiting the facility.

8. Then collect all labeled folders and put them back in the locked filing cabinet for future use.