Practical Proctor Class

Colorado Division of Fire Prevention & Control (DFPC)

Class Presented By

Instructor:

Department:

Phone:Email Address:

Introductions

Name

Department

Years in the Fire Service

What does it mean to be a Proctor?

What is a proctor?

proc·tor  (pr k t r)

Noun (n) proctor, monitor (someone

who supervises an examination)

Verb (v) invigilate, proctor (watch over

students taking an exam to prevent cheating)

Types of Proctors

Practical Proctor:Proctor who holds current certification with DFPC is able to evaluate others at or below their certification level.

Driver Operator Practical Proctor:Proctor who holds a current driver operator certification type with DFPC is able to evaluate others at or below their certification level

Proctor Prerequisites

Attend and successfully complete a Division approved proctor Practical and/or Driver

Operator training program

Practical and Driver Operator Proctors must maintain a valid Colorado certification at or

above the level that they are proctoring

All Proctors must be affiliated with a Colorado Emergency Service Agency or

Educational Institution

Certification Program History & Purpose

The “Voluntary Certification Program for Fire Fighters” began on June 21, 1979,

when House Bill 1243 was signed into law.

The general purpose of the certification program is to measure the level of knowledge,

skills and abilities possessed by firefighters and first responders and to attest that

these individuals meet nationally recognized standards.

These competency-based standards permit evaluation of training programs and

promotes uniformity in firefighter and first responder training. 

Organizational Structure of Certification Program

Director of the Division of Fire

Prevention & Control

Colorado Fire Service Training and Certification Advisory

Board

Colorado Fire Training Officers AssociationThe goal of the Colorado Fire Training Officers Association (CFTOA) is to promote a safe and professional Colorado Fire Service through the use of professional standards and quality, centralized, and uniform training and education. The CFTOA will adhere to this doctrine and willingly share their knowledge to decrease the incident of firefighter injury and death.

In addition, CFTOA coordinates committees and assists in the development of policies and procedures in conjunction with the DFPC certification program.

If you are interested in joining or learning more about the CFTOA, please visit their website at

www.cftoa.org

NFPA Standards or DOT CurriculumNFPA 472, Professional Competence of Responders to Hazardous Materials IncidentsNFPA 1000, Fire Service Professional Qualifications Accreditation and Certification SystemsNFPA 1001, Fire Fighter Professional QualificationsNFPA 1002, Fire Department Vehicle Driver/Operator Professional QualificationsNFPA 1003, Airport Fire Fighter Professional QualificationsNFPA 1021, Fire Officer Professional QualificationsNFPA 1035, Professional Qualification for Public Fire and Life Safety EducatorNFPA 1041, Fire Service Instructor Professional QualificationsEmergency Medical Responder, U.S. Department of Transportation NHTSA, National EMS Education Standard

International Fire Service Accreditation Congress (IFSAC)

National Board on Fire Service Professional Qualifications (Pro Board)

AccreditationAccreditation is a process in which certification of competency,

authority, or credibility is presented. DFPC certifies third parties against official standards that are formally accredited by accreditation bodies.

CDFPC is accredited from the following bodies:

Proctor Class Paperwork

Complete the Proctor Application Form

Complete the Proctor Affidavit

Pay initial application fee-Checks should be made payable to the Division of

Fire Prevention and Control.-DFPC can invoice your department

Proctor Application

Form

Email Address

ProctorAffidavit

FormThis is a permanent record and must be

returned to the Division with every exam.

Must be filled out at every exam (each proctor)

Compensation

Remember to Plan Ahead….

The Division will not compensate any proctor for their time, meals and lodging expenses under any

condition.

Black and WhiteAs a proctor you have to be objective.

Each task step is based on the applicable NFPA Standards, individual department methods or

guidelines may not be applicable

EXAM TIME IS NOT TEACHING TIMEThe candidates need to be

prepared prior to the examination

It is not your job to get them through the JPRs; its their job to be prepared for the JPRs

The most important rule…

As a state certified Practical ProctorYOU MAY NOT

AT ANY TIME PROCTOR A PRACTICAL EXAMINATION ABOVE THE

LEVEL TO WHICH YOU ARE CERTIFIED

IMPORTANT NOTE: Should you proctor an examination above your present certification level, you will be unable to test at that level and are subject to revocation of your Proctor certification.

Questions? Clarification?

Loss of Proctor CertificationAny certification issued by the Division, including Proctor certification, may be denied, suspended, summarily suspended, revoked, or limited, for good cause in accordance with the Administrative Procedures Act, C.R.S. 24-4-101 et seq., as amended.

Upon the denial, revocation, suspension, annulment, limitation, or modification of any member of a fire service unit or applicant, the person shall return to the Board all certificates, cards, patches or other identification issued by the Board for said certification and accreditation levels. 

Attorney General will investigate violations per C.R.S.

THE CODEYou agree to maintain the utmost security with practical examinations in your possession.

Security begins from the time you receive the examinations (electronically) until all form are emailed back to DFPC to be uploaded to the Records Management System

You agree to follow all Proctor requirements and instructions provided by the Division

You agree to abide by all rules and regulations adopted by the Advisory Board

Remember…this is our program!

Security Means-Security At All Times.

Audit

Please be advised that random audits may be performed by DFPC or designee

For more information on the Auditing Process, please refer to DFPC Certification Policy & Procedure Manual

Certification Policy Manual Link

Proctor Renewal

You must apply for renewal during the three (3) month period before, or the three (3) month period after your expiration date

Proctors that let their proctor certification expire after the 90 day grace period, will be required to retake the entire proctor class over again in order to continue being a proctor(There is no reinstatement process for proctor

certification) To renew certifications use the Records Management System at: https://cdps.force.com/Certification

The fee for renewal of Proctor certification is the same as for renewal of any other level of certification

through DFPC

Renewal Requirements

Practical Proctor: Documentation of proctoring a minimum of one (1) practical examination per year.

Driver Operator Proctor: Documentation of proctoring a minimum of one (1) DO, DOP or DOA practical examination per year.

Proctoring of Driver Operator practical exam(s) during the renewal period will count towards the renewal requirements for Practical Proctor

Proctor Resources

“Who you gonna call?”

Colorado Division of Fire Prevention & Control

690 Kipling Street, Suite 2000Lakewood, CO 80215

DFPC Main Line: 303-239-4600DFPC Fax: 303-239-5887

Mark Quick State Fire Training Director 303-239-5862

Marianne MaxfieldCertification

Manager 303-239-5878

Laura Renville Certification 303-239-5827

Regional ProctorsThe Division has designated

regional proctors to assist in the administration of state Practical and/or Driver Operator Practical Proctor training classes, assist with Colorado certified audits, and Certified Practical Proctors and local emergency services departments may contact these individuals with questions regarding the administration of state certification examinations. Should you wish to contact the regional proctor coordinator for your area, please see listing under proctor resources

Proctor Resources

http://dfs.state.co.us/programs-2/emergency-management/certification-programs/proctor-resources

Requesting a Practical ExamPractical examination requests may be submitted the following ways:

• Practical requests should be requested through the Records Management System at: https://cdps.force.com/Certification; or

• If email is not available, please make arrangements directly with the CDFPC.

 MUST BE COMPLETED

30 Days Prior to the Test Date

Records Management System https://cdps.force.com/Certification

Logging In

1. Open a browser….Chrome is preferred.2. Browse to cdps.force.com/Certification and click Login at the

top right.3. You will be taken to a Salesforce login screen where you can

enter your credentials.4. The first time you login, you’ll receive an email that will walk

you through the initial login process.

Creating a Practical Exam● Use the Practical Request tab to find existing Practical's

or create practical requests instead of sending emails.● CDFPC staff will review all Practical Requests and

provide the Lead Proctor with the Job Performance Requirements, Practical Proctor Affidavit, Facility and Equipment Verification Form, and Practical Results Form

Creating a Practical Exam● Anything with a red bar on the left side must be completed● Remember to hit save when finished

Assigning Proctors to a Practical

● From the Practical Request Home Page, click the Practical ID number for the Practical you wish to assign Proctors

Assigning Proctors to a Practical● Click the ‘New Proctor Assigned’ button to assign new or additional Proctors

Assigning Proctors to a Practical

● Proctors need to be assigned to your new Practical● Use the All Fields search to find Proctors by their Active Certifications.

Proctoring the Actual Practical Test

Reminder!!!!!!!!!!!Pursuant to the Colorado DFPC

Practical Examination Proctor Guidelines:

-Proctors and Assistant Proctors shall not be used as evaluators for skill test areas that they have

instructed

-Proctors and Assistant Proctors are required to hold a valid Colorado certification at or above the level of practical examination they are proctoring

No Exceptions!

Special CircumstancesThe candidate(s) examination(s) must be rescheduled if any of the following occurs: If test is unable to be conducted on the scheduled dateSudden illnessChange in work scheduleSevere weatherEmergency response Other unexpected family emergency

(e.g. illness, death)Unauthorized leaving of the test site

Contact the Division for direction and documentation needs regarding these circumstances.

Examination Challengereference page 23 see page 31 for form

The Lead Proctor will arbitrate the dispute and make the final decision at the testing site. If unsatisfied the candidate can appeal

to DFPC.

Challenge of a practical must be made in writing, by using the “Examination Challenge/ Appeals/Suggestion Form.”

This form must be completed and submitted to the CDFPC within thirty (30) days after the test date. The candidate must fill out this form completely and independently. In other words, the challenge is not a group effort.

Appeal process is outlined in Section 3.5. of the Certification Policy and Procedure Manual.

Cheating During the Practical Examreference page 21

Individual not allowed to finish exam

Notify the Division immediately

Prepare a written statement

Certification Manager will review and determine the actions

Department and individual may not be allowed to continue in the certification program until the issue is resolved

Lead ProctorWill ensure that:o All candidates wear the appropriate PPE for the tasko The test site is properly set-up to meet NFPA

Standardso All necessary JPRs are printed and that all necessary

blanks are filled ino Is accountable for the practical skill evaluations that

he/she is assigned too Has full responsibility and authority to direct and

supervise all components, candidates and assistant proctors

o Is responsible for all paperwork

Assisting Proctor

The assisting proctor is accountable for the practical skill evaluations that he/she is assigned during the testing processThe Assistant Proctor will take the role of lead proctor during re-tests Other Helpful Position:

RunnerThe runner will assist with shuttling candidates and paperwork to and from stations and/or proctors Preferably a person who holds the level of certification being tested or higher

After the PracticalThe practical skill sheet(s) should be retained by the Lead Proctor for a minimum of 3 years

Copies of the practical check-off sheets should be given to the academy coordinator and/or specific departments involved(For auditing purposes, the skills sheets should be kept in a secured area)

The Lead Practical Proctor is responsible to transfer the candidates’ scores (Pass or Fail) to the Practical Results Form

Recording Practical ResultsPractical Results FormWill be sent to Lead Practical Proctor by DFPC staff

Practical Results FormLead Proctor Must fill in Last 4 of Candidates SSN, First

and Last name in the appropriate FieldsHint: Print out Practical Results Form and use as sign in sheet or bring a computer and fill in.

Practical Results FormUse the Drop Down Menus to get the correct information in

the Field

Getting it back to the DFPCOnce you have completed the Practical Results Form, please

submit it in .xlsx format along with the Proctor Affidavit and Facility and Equipment Verification in .pdf format to:

CDPS_DFS_Certifications@state.co.us

DFPC Personnel will upload the results to the RMS

NO EXCEPTIONS! (DO NOT EMAIL SKILL SHEETS OR JPRS)

The Prep… Putting a Practical Together

Prepare, prepare, prepare…

Items Proctor should bring with.Proctor card

Accordion file or some form of storage folder

Candidate Briefing

Challenge forms

Candidate Instructions

Current Proctor Guidelines

Manila envelopes

Copies of the Practical JPRs in sheet protectors

Proper PPE

Water and food

Portable talk-about (optional)

Clipboard or 3-ring binder

Pencils, bubble sheets and paper

Practical Keys to SuccessNo later than 72 hours prior to the test date, the Division will send a random selection of JPRs (via email) to the Lead Proctor

One or more scenarios may be built around the selected JPRs using the training aids and devices available at the testing location

Use Proctor Checklist to help

If possible visit the testing site prior to the test date

Contact AHJ Liaison Notify of Apparatus and equipment needed for the practical evaluation, Including - tools, proper books or resources, and equipment operators if needed Confirm candidate scheduling

Arrive early on the test date:Set Up JPR Stations

More Keys to SuccessDefine candidate staging area

Define rules and procedures with AHJ

Allow time for retakes and breaks

Review roles and responsibilities for all helpers and proctors

Document everything especially any problems

Report any problems ASAP to DFPC

PROCTOR CHECK LIST

Once the proctor receives the random selection of JPRs by email, he/she may NOT inform the Coordinator

and/or candidate(s) of the JPRS that will be tested Prior to the start of practical examination

(The proctor may inform the AHJ Liaison of the equipment that may be needed to complete the JPRs, but not the exact nature of the JPRs)

No Exceptions!

Any violation of this procedure may result in the proctor being suspended or revoked and ALL practical's may be deemed invalid

Practical Skills Testing Security

Integrity of our programDo not leave DFPC randomly selected JPRs at the Fire House

The rules prohibit proctoring any topic you have instructed

It is not advised to proctor friends / crew / relatives

If you have any questions, concerns or problems call your regional proctor or DFPC immediately

What Are We Testing???

JPRsOnline

The Job Performance Requirements currently used by the

CDFPC are basedon the level-appropriate National Fire

Protection Association (NFPA) standard .

JPRs are available online for training purposes.

In order to test for Certification, a formal request must be made through CDFPC.

DPFC Websitewww.dfpc.state.co.us

Job Performance Requirements

(JPRs)

Breaking Down the JPR

Task steps are breakdowns of the

Task. The candidate must

successfully complete and pass all of the task steps

of the JPR

NFPA reference being tested

Equipment needed to perform the JPR

Skill to be performed

The specific direction to the candidate defining how the task will be accomplished

Explains how the JPR should be completed

DAY OF TEST… To Dos

Lots to Do

Lead and Assisting Proctor Responsibility

A pre-test briefing of all proctors for each practical evaluation must be held covering the following items:

1) Review of acceptable test performance criteria for that practical

2) Proper completion of any forms used in the evaluation

3) Procedures for handling questions or problems which arise during testing

Practical Skills Testing Procedures

All evaluation stations with in a structure or on the drill ground will be separated using physical barriers or distance. Runners may be used to help with logistics needed for these evaluation stations.Once the evaluations begin, the configuration of the evaluation stations shall not be altered in any way

AHJ Administer JPR’s

The AHJ shall use the JPR sheet for each JPR completed and sign as the evaluator, This JPR sheet shall be turned into the Lead Practical Proctor in advance of the start of the practical examination.

It is the lead practical proctor’s responsibility to transfer the results to the practical check sheets. The Lead practical proctor must retain Practical Examination Check Sheet(s) for a period of 3 years for Internal/Auditing Purposes Only

Candidate Check inPresent picture identification (Driver’s License or I.D.) before being tested

Use Practical Results Form as sign in sheet or bring a computer and fill in

Candidate BriefingThis should be done by lead Proctor

Timeline of the dayStaging and the flow of stationsProctor must read:

Candidate Briefing instructions - pages 15-17 in DFPC Practical Examination Proctor Policies

Practical Skills Testing ProceduresOnce the proctors, candidates and evaluation sites are ready, the JPR(s) may begin

Note: once the test begins the evaluation sites may not be altered

JPRs will be evaluated on a Pass / Fail basis

Candidates must successfully complete 100% of the JPRs in order to pass all practical's

Proctors will initially record candidates’ performance on the candidate check sheet

Candidates shall sign skill sheet once they have completed all JPRs including retests

PracticalCheckSheet

Candidates signature

Practical ID #

Last 4 of SSN

DO Series

PracticalCheckSheet

Candidates signature

Practical ID #

Last 4 of SSN

Testing the JPRs

Prior to the start of the JPR evaluation:

Proctor must read to candidate the task and performance outcome Candidates will be advised whether they may work as team member and, if so, that they will be permitted to communicate with in their team Candidate will complete all task steps:

JPR Testing Procedures

Any Task Step in Bold font indicates a question that must be asked of the candidate by the proctor

When the candidate indicates that he/she has completed the JPR; the proctor should ask the candidate “is there anything else you would like to do?” If not, proceed to the next JPR.

JPR TestDuring the practical exam, the candidate

WILL NOT be informed of pass/fail at any JPR station

If a candidate fails the maximum allowable number of JPRs for the type of practical, they have failed the practical. The candidate shall continue testing on the same day though they have fail. They will not retest any JPRs but can complete all stations. The exception is the DO series Practical's.

Practical RetestingIf during the retested JPR a candidate fails any task within the failed JPR sheet, they will not be allowed to continue testing

Candidates who do not pass the practical, will be required to retake the ENTIRE examination. A minimum 30-day waiting period is required between examination attempts

Fire, Hazmat

and EMRPracticals

Team EvaluationOnly JPRs that state “as a member of a team”…

Anytime a candidate must serve as a member of a team, the following procedures will be followed:Prior to start of the evaluation, candidates will be advised that as team members they will be permitted to communicate back and

forth

During a team evaluation, if an individual is unsuccessful in completing a JPR, but the team's overall task is successful, only the candidate who was unsuccessful will need to be re-evaluated. All candidates who fail a given JPR will be teamed with one another and re-evaluated. (If there are an insufficient number of individuals who fail that JPR to form a new team, other candidates may be tasked to complete the team; however, only the candidates who failed will be evaluated during the retest)

Practical Skills Testing Procedures

All testing locations must have a Lead ProctorIf more than one candidate is being tested at the same time, more proctors will be needed

The student ratio WILL NOT exceed 5:1 (5 candidates to every 1 proctor) if all candidates are active in JPR testing at the same time. Exception to this rule is Live Fire and DO series, which may only need two proctors

Practical Testing Reference

The Fire Fighter I live burn evaluation will consist of one (1) random JPRThe Lead Proctor at the Live Burn Evaluation

must be a current certified State of Colorado Fire Instructor I and a state certified proctor

Assistant Proctor must be certified at State Fire Fighter I level or above and a state certified proctor

Live Burn SHALL follow NFPA 1403 guidelines for live fire

Fire Fighter I practicals are organized into fourteen (14) JPRs• Ten (10) JPRs are mandatory and four (4) are randomly

selected

Practical Testing Reference

Fire Fighter II practicals are organized into seven (7) JPRs• Five (5) JPRs are mandatory and two (2) are

randomly selected Hazardous Materials Operations practical's are organized into five (5) JPRs• Two (2) JPRs are mandatory and three (3)

randomly selected

Hazardous Materials Technician practicals are organized into nine (9) JPRs• Six (6) JPRs are mandatory and three (3) randomly

selected

Practical Testing Reference

The Fire Instructor I practicals are organized into Five (5) JPRs• All Five (5) JPRs are mandatory

Emergency Medical Responder practicals are organized into thirteen (13) JPRs• Seven (7) JPRs are mandatory and six (6) are

randomly selected

Practical RetestingCan Retest if:

Fire Fighter I: Can fail 2 JPRs Fire Fighter II: Can fail 1 JPRFire Instructor I: Can fail 1 JPRHaz-Mat Ops: Can fail 1 JPRHaz-Mat Tech: Can fail 2 JPRsLive Burn: Can fail 1 JPREMR : Can Fail 2 JPRs

Practical Skills Testing ProceduresCan NOT retest if…

Fail any retested JPR Firefighter I: candidate fails a 3rd JPRFirefighter II: candidate fails a 2nd JPR Haz-Mat Ops: candidate fails a 2nd JPR Haz-Mat Tech: candidate fails a 3rd JPRFire Instructor I: candidate fails a 2nd JPREMR : candidate fails any critical criteria or fails a 3rd JPR

DFPC has updated certification testing to meet the 2009 Department of Transportation National Highway Traffic Safety Administration National EMS Education Standard, 2009 Edition of Emergency Medical Responder. The program formerly known as First Responder, is now Emergency Medical Responder (EMR) 

Emergency Medical Responder Transition

Initial EMR Certification

 Effective 7/1/2013 all candidates pursuing

initial certification through an approved EMR Training Center (formerly known as First Responder Training Center), shall be required to complete a state

practical in addition to the written examination

Expiration 7/1/2013 1/1/2014 7/1/2014 1/1/2015 7/1/2015 1/1/2016

Required Hours*

30 24 18 12 6 0

Minimum JPRs

5 9 14 19 23 28

The EMR certification will transition to a JPR based renewal. We recognize that individuals may have already completed hours towards their upcoming expiration, but

during the transition hours & JPRs will be accepted based on the following table

Effective 1/1/2016, 100% completion of JPRs we will be required to be eligible for renewal. As always, the hours

must be completed by an approved training center

Renewal of EMR Certification

Let’s Go Over How It Should Look!!

Lets Get Hands On Putting It All Together

Step by StepProctor Briefing

What proctor is doing what station(s)Timeline of dayAny other housekeeping

Candidate Briefing Candidate briefing must follow pages 15-17 out of the CDFPC Practical Proctor Polices

Once the proctors, candidates and evaluation sites are ready, the scenario(s) may begin

Note: once the test begins the evaluation sites may not be altered

JPR Review

FFI 3A Don SCBA in less than one minute

Pass or Fail

What would you do as the Proctor

FF / Hazmat BasedLive DemoYou tube

Summary

You have a responsibility to follow the unwritten code…..

ANY Questions?

Practical Proctor Class

Thank You!!!

Questions?