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AAERT Exam Instructions


You must carefully read and follow all instructions provided on this page. Failure to do so WILL affect your ability to successfully take the exam. It is highly recommended that you take the proctored practice exam to ensure there will be no issues on test day.

You will not be able to immediately take the exam once registered. It will be a minimum of five (5) days from time of registration to date of exam. Once registered for an exam, you have six (6) months to take the exam.

AAERT’s online certification process is made possible by three separate entities:

You must register for your initial exam, as well as any re-take exams, with AAERT (1) before proceeding with any part of the exam process. Once registered with AAERT, you will be enrolled with a Realtime Coach (2) account and provided with login instructions to the Realtime Coach testing platform. Access to ProctorU (3) for scheduling and connecting to a proctor is available from within Realtime Coach’s website.

The certification exam experience will follow this general sequence:

  1. To register for exams, including retake exams, register through AAERT’s website. You will receive an email from AAERT confirming your registration.
  2. You will receive another email from Realtime Coach within one to two business days with login instructions.
  3. Review all ProctorU restrictions and test your computer/internet.
  4. Take an un-proctored generic practice exam to learn about the exam process.
    • This allows you to experience the exam process so you can become familiar with how to navigate and submit the exam, along with any attached files, if applicable. This un-proctored system test doesn’t need to be scheduled and should be repeated until you’ve mastered this part of the exam process.
    • The system test for the knowledge exam is not a full-length exam.
  5. Schedule a proctored system test. Note that there is a 72-hour lead time for scheduling a session with a proctor.
  6. Take a proctored system test.
    • This provides the proctored exam experience but with a brief system test. It helps you become familiar with scheduling an exam session, connecting to a proctor, and completing the verification process at exam time. It also allows you to ensure that your computer, microphone, webcam, and software all work correctly and comply with restrictions.
  7. Schedule your certification exam. Note that there is a 72-hour lead time for scheduling a session with a proctor.
  8. Take your certification exam.
    • This is a proctored experience, just like the proctored practice, but you will take and submit your real exam. If you have completed the first two milestones, you should be confident in your equipment and with the exam process.
  9. Grade and release of official results.
  10. Note: If you want to retake your exam, you must register for the retake through AAERT’s website. If you try to schedule another proctor session before you successfully register with AAERT, you will not be able to take the exam.

IMPORTANT NOTE: During a proctored exam, you are responsible for being familiar with how to take and submit your exam. The proctor is there only to confirm your identity and ensure a secure testing environment. The proctor will not be able to answer exam-specific questions or instructions. These instructions provide everything you need to know to successfully take and submit your exam.


Equipment and Materials

  • Knowledge Exam
    • Government-Issued Photo ID
    • Computer*
    • Internet Connection†
    • Webcam
    • Google Chrome
    • Wired Headphones**
  • Practical Exam
    • Government-Issued Photo ID
    • Computer*
    • Internet Connection†
    • Webcam
    • Google Chrome
    • Wired Headphones**
    • USB Foot Pedal (VEC Infinity 3 Recommended)
    • Microsoft Word™, WordPerfect, CAT Software, Steno Machine and/or Voice Writer

* Windows 10, or newer
**Headphones only needed for the CET Knowledge and Practical Exam
† 8mpbs, or faster


Restrictions

Before all exams, test your computer and equipment here on ProctorU. https://go.proctoru.com/students/system-metrics/new

It is recommended that you use a personal computer to avoid company firewalls. If using a company computer, here is a list you can send to IT to check if there will be any issues with firewalls. Guardian Port/Protocol and Allow List Information

For practical exam, you will use Chrome as your web browser.

In addition to terms and conditions provided by ProctorU linked here, please be aware of the following:

  • You may use only one computer monitor.
  • You may not use a virtual machine.
  • All programs not required for your exam must be closed.
  • Any and all Bluetooth devices must be disconnected from your computer.
  • Mobile hotspots or tethering are not permitted for internet connection.
  • Test your internet speed where you will be taking the exam and at the time of day you plan to take the exam.
  • Cell phones (and smart watches) must be shown to proctor and then placed in another room.
  • You must stay in your seat throughout the exam. Bathroom breaks are not permitted.
  • You must not talk or read aloud.
  • You must listen to audio through headphones, not on speakers.
  • You must be alone when taking this online exam. The proctor will ask for a 360-degree view of your room.

Scheduling

  • After registration through AAERT and receiving your Realtime Coach enrollment via email, you will be able to schedule your proctored sessions in ProctorU. You will be able to select from a list of available time slots within the exam period.
  • Note that there is a 72-hour lead time for scheduling a session with a proctor.
    • For example, if it’s currently 1pm on the 15th of the month, the soonest slot you can reserve is 1pm on the 18th, provided that date is still within the exam period. It is strongly encouraged that you schedule your sessions early in the period to allow time to reschedule if needed.

Scheduling a Session

To schedule a proctored exam session in ProctorU:

  1. Log into your account at www.myrealtimecoach.com.
  2. From the Test tab, choose AAERT Certification Test Center.
  3. Check the box in Step 2, then click [Schedule my Test].
  4. From the ProctorU home page, click the “Schedule New Session” icon.
  5. In the “Confirm your institution” dropdown, select the AAERT option.
  6. In the “Select a term” dropdown, choose the appropriate exam type.
  7. In the “Select your exam” dropdown, choose the appropriate exam.
  8. Click [Find Sessions].
  9. Select a desired date/time on the calendar and click [Submit].
  10. From the available slots, click [SELECT] for the preferred time.
  11. Click [SCHEDULE] to confirm your reservation.

Canceling a Session

If you need to cancel a proctored session, it should be done at least 24 hours in advance. You can cancel a session by doing the following:

  1. Log into your account at www.myrealtimecoach.com.
  2. From the Test tab, choose AAERT Certification Test Center.
  3. Check the box in Step 2, then click [Schedule my Test].
  4. From the ProctorU home page, click [Cancel] for the session to be canceled.
  5. Follow the prompts to complete the cancellation.

Retaking an Exam

If you do not pass an exam, you may see that you have the ability to schedule another proctor session, but unless you have followed the below steps for a retake, you will not be able to launch the exam.

  1. You must register with AAERT for a RETAKE EXAM if you do not pass your original exam.
  2. In about 48 hours after registering with AAERT for your RETAKE, you will receive an email from Real Time Coach with instructions on scheduling your RETAKE EXAM.

If you do not pass an exam, you may see that you have the ability to schedule another proctor session, but unless you have followed the below steps for a retake, you will not be able to launch the exam.

  1. You must register with AAERT for a RETAKE EXAM if you do not pass your original exam.
  2. In about 48 hours after registering with AAERT for your RETAKE, you will receive an email from Real Time Coach with instructions on scheduling your RETAKE EXAM.

Taking a Knowledge Exam

Knowledge exams are multiple-choice and may include images and audio to provide context for a question. To take and submit a knowledge exam:

  1. Log into your account at www.myrealtimecoach.com. Have your username/password ready for Realtime Coach.
  2. From the Test tab, choose AAERT Certification Test Center.
    If taking a proctored exam: Check the box in Step 2, then click the button to connect to a proctor. You’ll be taken to your ProctorU account with a prompt to connect to your scheduled session. Once you’ve connected with your proctor and completed the identification and verification process, you’ll return to the AAERT Certification Test Center page to continue below.
  3. Click the appropriate icon* to launch the exam.
  4. When the exam loads, and you’re ready to begin, click [Start Exam].
  5. Answer each question, navigating with [Next] and [Back] buttons.
  6. Use the Menu button on the right to jump to specific questions.
  7. When all questions have been answered, navigate to the last question, then click [Next].
  8. Click [Submit Exam]. You may then close the exam window.
  9. For knowledge exams, pass/fail results will be posted immediately on the screen.

* When launching the REAL exam, a prompt will appear for the proctor to enter the exam password.
NOTE: You will have 120 minutes to complete your real exam. Remaining time is displayed in the upper-left corner of the exam window.


Taking the CET Practical Exam

For the practical exam, you will be presented with a 4-channel audio file played with TheRecordXchange player (no download necessary). Volume can be adjusted for each channel, as desired. Media playback can be controlled via USB foot pedal (Google Chrome required).

From the recording, you will produce a transcript in federal format and it must include title page, index page, and certificate. For federal format templates, click here. Case Information will be linked within Realtime Coach and Log Annotations are linked under the TheRecordXchange player.

To take a practical exam:

  1. Plug in your USB foot pedal and headphones. Open your template in your word processor. Launch your Chrome web browser.
  2. Log into your account at www.myrealtimecoach.com. Have your username/password ready.
  3. From the Test tab, choose AAERT Certification Test Center.
    If taking a proctored exam: Check the box in Step 2, then click the button to connect to a proctor. You’ll be taken to your ProctorU account with a prompt to connect to your scheduled session. Once you’ve connected with your proctor and completed the identification and verification process, you’ll return to the AAERT Certification Test Center page to continue below.
  4. Click the appropriate icon* to launch the exam.
  5. Open Case Information Sheet.
  6. Click the Menu button in the upper left and choose Connect Foot Pedal. Select the detected foot pedal and click [Open] to continue. Click the Menu button again and choose Foot Pedal Options. Select your desired foot pedal options and click [Save].
  7. Dropdown the Log Annotations under the audio player.
  8. Use your foot pedal to control playback as you type in your word processor (do not type in My Transcript box).
  9. When finished, save your transcript file as a PDF.
  10. From the exam, click [Attach Transcript]. Browse to and select the file. Click [Open].
  11. Select and copy the text of your final transcript, and paste it into the My Transcript box.
  12. Click [Submit Exam]. After reviewing the confirmation† message, close the exam.
    If taking a proctored exam: Notify your proctor that you have completed the exam and follow the proctor’s instructions to complete post-exam actions.
  13. AAERT will email you once the transcript has been scored.

* When launching the REAL exam, a prompt will appear for the proctor to enter the exam password.
† For practice exams, the confirmation screen will summarize the steps you completed successfully.

NOTE: You will have 180 minutes to complete your real exam. The remaining time is displayed within the [Attach Transcript] button in the lower-right corner of the exam window.


Tips for Success

To help you have a positive testing experience, we recommend the following:


What happens after I pass or fail an exam?

For CER and CDR Knowledge Exams:

  • When you submit the exam, you will be immediately shown whether you passed or failed.
  • If you pass and are already a Professional member, AAERT will email you within one week of your exam with your certification number and expiration date.
  • If you pass and are not yet a Professional member, you must become a Professional member within 30 days of passing the exam. Once you become a Professional member, you must email aaert@aaert.org to notify AAERT you need your certificate number.
  • If you do not pass and wish to retake, you must register for a Retake exam through AAERT’s website. If you try to schedule another proctor session before you successfully register with AAERT, you will not be able to take the exam.

For CET Knowledge Exam:

  • When you submit the exam, you will be immediately shown whether you passed or failed.
  • If you pass, you will be registered for the CET Practical exam within one week. Do not try to schedule your CET Practical until you receive an email from Realtime Coach.
  • If you do not pass and wish to retake, you must register for a Retake exam through AAERT’s website. If you try to schedule another proctor session before you successfully register with AAERT, you will not be able to take the exam.

For CET Practical Exam:

  • Practical transcripts are graded within six (6) weeks.
  • If you pass and are already a Professional member, AAERT will email you your certification number and expiration date.
  • If you pass and are not yet a Professional member, you must become a Professional member within 30 days of passing the exam. Once you become a Professional member, you must email aaert@aaert.org to notify them you need your certificate number.
  • If you do not pass and wish to retake, you must register for a Retake exam through AAERT’s website. If you try to schedule another proctor session before you successfully register with AAERT, you will not be able to take the exam.

Appealing your Score

AAERT shall provide candidates with an opportunity to provide feedback on its examination content and procedures regarding:

· The technical accuracy of the examination.

· Fairness in the administration of the examination.

A candidate who has a concern about administrative procedures at a testing site or who has observed a breach of security or other improper conduct during a test should submit a report in writing to the AAERT Certification Director within 5 calendar days after taking the examination. Candidates may also report such concerns by completing the electronic comment form which is available at the end of the examination.

A candidate who has a question or a concern about the reliability, validity, and/or fairness of the test may submit the question or concern in writing to the AAERT Certifications Director no later than 5 calendar days after taking the examination. Candidates may also report such concerns by entering comments in the space provided after each item on the test, or by completing the electronic comment form which is available at the end of the examination.

AAERT will not consider reports about improper test administration procedures or test content which are not submitted within the 5-day deadline.


Who do I contact with questions?

Because the online certification process is made possible by three separate entities, who you contact depends on your question.

  1. Registration or Grading Questions? Contact AAERT at aaert@aaert.org
  2. Scheduling or Equipment Setup Questions? Contact ProctorU
  3. Realtime Coach™ Login Help? Contact Realtime Coach Customer Success
AAERT

The American Association of Electronic Reporters and Transcribers provides education and certification for professionals engaged in digital reporting, transcribing, and associated roles.

Contact

aaert@aaert.org

136 Everett Road
Albany NY 12205

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