Guide to test day photos

A guide for Cambridge ESOL centres on the test day photos process, software and documents Version 3.0

Contents
Introduction ............................................................................................................... 3 1. The Identica software ......................................................................................... 4 1.1 Internet access ............................................................................................ 4 1.2 Minimum specification ................................................................................. 4 1.3 Logins ......................................................................................................... 5 1.4 Key codes ................................................................................................... 6 1.5 Installing the Identica software .................................................................... 6 1.5.1 Before you begin ..................................................................................... 6 1.5.2 Downloading the Identica software .......................................................... 7 1.5.3 Installing Identica ..................................................................................... 8 1.5.4 Installing Identica on other PCs or Laptops.............................................. 9 2. Before an exam .................................................................................................. 9 2.1. Information for candidates ......................................................................... 10 2.2. Getting consent from candidates ............................................................... 11 2.3. Making entries ........................................................................................... 11 2.4. Downloading the candidate files ................................................................ 12 2.5. Exporting and importing files ..................................................................... 16 3. On the exam day .............................................................................................. 18 3.1. Preparing the venue .................................................................................. 18 3.2. Opening the file ......................................................................................... 19 3.3. Testing the software .................................................................................. 20 3.4. Searching for a candidate in the file .......................................................... 22 3.5. Taking a photo with Autocapture ............................................................... 23 3.6. Taking a photo with Manual Capture ......................................................... 24 3.7. Guidelines for taking a photo ..................................................................... 24 4. After the exam .................................................................................................. 25 4.1. Exporting/Importing candidate photos ....................................................... 25 4.2. Uploading the file ...................................................................................... 26 4.3. Old files ..................................................................................................... 27 5. Frequently asked questions.............................................................................. 27 6. Troubleshooting ............................................................................................... 28

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Introduction
Cambridge ESOL exams are becoming increasingly high stakes, with more than 12,000 organisations worldwide recognising them for a range of purposes, including for immigration and access to courses at higher education institutions. As a result of this, Cambridge ESOL is introducing test day photos as an additional security feature for PET, FCE, CAE, CPE, BEC, ICFE and ILEC. This includes the computer-based versions of these exams but excludes the for schools versions. Since 1 July 2012, it has been a requirement to take a photo of each candidate on the day of the exam. This can be either the day of the Speaking test or the day of the written papers. However, we strongly recommend that you take the photo on the day of the Speaking test as candidates arrive in smaller groups and this may be easier for you to manage. These photos should be of sufficient quality to be used for identity verification by governmental and other organisations around the world. For KET candidates test day photos are optional but should be taken if requested by the candidate. To help with the test day photo process, we have developed software called Identica which you use for: Downloading candidate data from Cambridge ESOL Online Importing and exporting candidate data and photos between your PCs, laptops and memory sticks. (You will need to do this if you use a PC or laptop which is not connected to the Internet) Taking the test day photos Uploading the photos to Cambridge ESOL Online. Identica is fully integrated with Cambridge ESOL Online so that you can download and upload data as required without needing to visit that site (although you will need your Cambridge ESOL Online login details for some actions). The software has been developed so that the images you capture are as good as they can be (particularly if you use Autocapture). Once the photo has been taken, either automatically or manually, Identica crops the photo to passport size. This booklet explains the process and the software. If you have any further questions that are not answered here, please contact [email protected] or call +44 1223 553997. Please note that this document has been written solely for the Identica software. It does not provide instructions on the installation and use of the Webcam that you will use to take the photos. You will need to refer to the webcams own user guide or the manufacturers website for this information.

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1. The Identica software

The software for taking the photos has been designed to be easy to use. You will need to have a laptop with a webcam at each venue. We recommend you use a laptop because of its portability but you could also use a desk-top PC if it is suitably situated. The number of laptops you need depends on the following: how many venues you are operating at the same time

whether the photo is being taken on the day of the Speaking test or written papers how many candidates are at a particular venue (it can take between sixty and ninety seconds to process each candidate).

1.1

Internet access

You need access to the internet when downloading and uploading files. You do not need access to the internet when taking the photos. For downloading/uploading, we recommend a broadband connection, in line with wider requirements for working with Cambridge ESOL.

1.2

Minimum specification

The following minimum specification of laptop/PC is needed: Software: Operating system: Microsoft Windows XP, Vista or 7 Hardware: Processor: Dual core processor with a minimum speed of 2GHz RAM: Minimum of 2 Gb RAM Memory: 60Mb hard disk storage space is required for the software with additional file space of 100kb storage required for each candidate photo taken. Resolution: A minimum screen resolution of 1024x768 is needed to display Identica Webcam: Please use one of the following cameras which have been tested and are fully compatible with the software:

Please note that webcams other than those stated below will not be compatible with Identica and will not work with the software. You should ensure that the Webcam is the exact model as listed below.
Microsoft LifeCam Cinema Microsoft LifeCam Studio Microsoft Lifecam HD 6000 (Ideal for laptop users. May not be suitable for desktop PCs due to fixing attachment) Logitech WebCam Pro 9000 Logitech HD Pro WebCam C910 Logitech HD Pro Webcam C920
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Logitech Quickcam Pro 9000 (not compatible with Windows 7) Logitech Quickcam Fusion (not compatible with Windows 7)

Please note that you should check the Webcam compatibility with the laptops or PCs that you are planning to use. Do not use integrated webcams that face the laptop user. Make sure that these are disabled or they may stop Identica from working correctly. You will need to install webcam drivers on each of the laptops or PCs being used. For instructions on how to do this please refer to the webcams user manual. Please note that drivers provided on CDs included with webcams are sometimes out of date. The most recent drivers are available to download from the manufactures website.

1.3 Logins
On the Home page there are a number of possible actions.

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For some of these actions you need a login, and for others you need a Key: Action Download files Upload files Capture photo Export files Import files If you want to give someone else permission to upload/download files, go to Cambridge ESOL Online and create a login for them. You will be asked for a Key Login/Key You will be asked for your Cambridge ESOL Online username and password You will be asked for your Cambridge ESOL Online username and password and your Key

1.4 Key codes

A Key is a six character alphanumeric code that is used to ensure that only authorised users can access the entry file. Without a valid Key you cannot take photos. For this reason, it is important that you give the Key to your invigilators who will be taking the photos. All sessions that start in the same month use the same Key. The start date is the earliest date when any component of the exam can be taken. In most cases this will be the first date of the Speaking test window. For example, if the first date of the speaking window is 30 September, then the September Key would be used for all parts of the exam, even though some of those components will be taken in October. If you need to be reminded of the monthly Key you can retrieve it by re-downloading the session. For further information see section 2.4

1.5 Installing the Identica software

You need to install the software on all PCs, including the ones used for downloading/uploading, and the ones used for taking the photos.

1.5.1 Before you begin

For the first installation, you will need to have access to the internet to download the file from CentreNet. For additional installations you can export the necessary files onto a USB memory stick and import them from there if no internet connection is available. You must have Administrator access rights on each of the PCs or laptops where you want to install the Identica software. The download will include both the Identica software and the .NET Framework. If this is a new installation the .NET Framework will need to install on each PC or laptop running Identica. This installation time may vary depending on your set up.

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1.5.2 Downloading the Identica software

To download the Identica software: First install the webcam and associated software according to the manufacturers instructions. Then go to CentreNet (https://www.esolcentrenet.org/examadmin/Software) Click on the Download Identica link and you will see the following screen. Click Save.

The Save As window is displayed:

Browse to the location where you wish to save the file. Click Save and the file download will begin:

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When the download has finished, close the dialog box. You are now ready to install the software.

1.5.3 Installing Identica

This section tells you how to install the software on the machine onto which it was downloaded. Identica is installed by a standard installer process that you may be familiar with from installing other software. To install Identica onto the initial laptop: 1. Go to the location where you stored the zip file. Double click it and select Extract All. 2. Follow the steps in the Extraction Wizard (or other unzipping software that you may be using) to unzip files. 3. Go to the location to which you extracted the files and double-click the file awareurc-1.12-ne. exe. Note that the version number may change if a newer version of Identica is available. 4. If this is the first time that you have installed Identica onto the laptop the Microsoft .NET Framework will also be installed. Note that this may take some time (approximately 15 minutes). 5. Once the Microsoft .NET Framework has been installed, you will be asked to restart your laptop. The Identica application may also be open. Close Identica and restart your laptop. Identica is now ready for use. This shortcut will appear on your desktop: and a new menu item will appear in: All Programs Cambridge Assessment - Identica.

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1.5.4 Installing Identica on other PCs or Laptops

This section tells you how to install Identica onto other laptops. To install the Identica software on other laptops: 1. Insert a USB memory stick into the laptop where the Identica zip file is located. 2. Copy the Identica zip file onto the memory stick. 3. Remove the memory stick from the laptop. 4. Insert the memory stick into the second laptop. 5. Go to the location where you stored the zip file. Right click it and select Extract All. 6. Follow the steps in the Extraction Wizard (or other unzipping software that you may be using) to unzip files. 7. Go to the location to which you extracted the files and double-click the file awareurc-1.12-ne. exe. 8. If this is the first time that you have installed Identica onto the laptop the Microsoft .NET Framework will also be installed. Note that this may take some time (approximately 15 minutes). 9. Once the Microsoft .NET Framework has been installed, you will be asked to restart your laptop. The Identica application may also be open. Close Identica and restart your laptop. Identica is now ready for use. This shortcut will appear on your desktop: and a new menu item will appear in: All Programs Cambridge Assessment Identica.

2. Before an exam
Software & hardware:

Make sure that each venue can access a suitable laptop (or PC) and webcam Connect the webcam to the laptop and ensure that any associated webcam drivers or software are installed. We strongly recommend that you test each laptop and webcam to ensure everything is working Install the software on the laptop that you will be using Download the candidate file from Identica and give a copy to each venue that will be taking photos If you are providing equipment to your venue, make the necessary arrangements for it to be delivered in good time for the exam day Make sure whoever will be taking the photos has the centres Key for the correct month.

Getting the venue ready:

In each venue, you will need an area where you can take photos. Ideally this should have a neutral backdrop (such as a blank, white wall) and good lighting

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Allow enough time to set up the equipment before candidates start arriving, and then enough time for taking a photo of each candidate.

2.1. Information for candidates

We have updated the Summary Regulations to include information about test day photos. This updated version is on CentreNet and on Cambridge ESOL Online. We have produced a test day photo message that you can translate and send to schools or parents to inform them of this new regulation. This is in the Announcements area of CentreNet. There is also a leaflet for candidates explaining about test day photos. Go to CentreNet, click on Exam Admin and go to Exam Admin documents. You can send this leaflet to your candidates or their schools. We have produced a poster that you can display at your venues. To order copies email [email protected]

Poster (left) and leaflet (right) about test day photos.

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2.2. Getting consent from candidates

You must get consent from candidates for taking their photo. In the case of underage candidates, you must get consent from their parents. When candidates are registering to take an exam, you must inform them of the test day photo requirement, and include this in your registration forms so that you have written consent from the candidate. Note that in Germany, for underage candidates the consent must be given by both parents. We have provided some example registration forms that you can use, or you can take the wording from these and add it to your own registration forms. These forms are on CentreNet: go to Exam Admin and click Exam Admin forms. Please keep the consent forms for two years. You can store these at your centre, or your preparation centres can store them at their centres. Please do not return these to Cambridge ESOL unless specifically asked to do so.

Example candidate registration form on CentreNet

2.3. Making entries

Make and submit your entries in the usual way on Cambridge ESOL Online. There are a couple of extra regulations for you to note: All reserve entries must be converted to named entries before downloading the test day photo file. You must not accept supplementary candidates (e.g. candidates that register with you shortly before the test date) unless you have added an entry to Cambridge ESOL Online and included this candidate in the test day photo file.

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2.4. Downloading the candidate files

If you are downloading the candidate file and taking the photos on the same laptop, you will need to use the following items from the Home page: Download, Capture photo, Upload. If you are putting the file onto a USB memory stick to transfer it to another laptop, you will need to use the following options: Download, Export/import, Capture photo, Export /import, Upload. The diagram below shows these options:

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To download the file: Open Identica by double-clicking the icon on your desktop. You will see the Identica Home page.

Tick the Display admin options tickbox. Two further rows are displayed on the screen. These additional rows allow you to download exam session files and upload candidate photos.

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Select Download Exam Sessions and click Next.

You will be asked for login details. Type in your Cambridge ESOL Online username and password and click login. The Download Exam Sessions Files window is displayed.

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Select the appropriate date range using the two calendar fields at the top of the window and click Download. All of the relevant candidate files for your centre during the dates that you specified are displayed in the window. Candidate files become available for download 28 days before the start of the speaking window. You cannot download the files before that date.

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The final column is labelled Key. This contains the code that you and your invigilators will need for opening the file to take the photos. You must make a note of this key and pass it to your invigilators.

Click Home to go back to the Home page. The candidates data is now available to you.

2.5. Exporting and importing files

Once you have downloaded the file, you can export it to other laptops: 1. Plug your USB drive into the laptop where the file was downloaded. 2. On the Identica Home page select Export and click Next. The Export Files window is displayed. Any files currently on the laptop are listed in the window. 3. Browse to the location to which you want to export the files, for example a USB drive, highlight the row(s) you want to select and click Export. The files are immediately transferred and a message is displayed telling you that the transfer has been successful. Click Home to go back to the Home page.

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4. Remove the USB drive and plug it in to the second laptop or PC. 5. Open Identica by double-clicking the icon on the desktop. 6. On the Identica Home page, select Import Files and click Next. The Import Files Window is displayed.

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7. Browse to the memory stick and click Import Files. A file selection window will be displayed and you can select the file(s) you want to import by clicking Open. 8. The files that you have imported will be shown in the table and will be available when you want to capture photos. If you need to export the file on to other machines, repeat this process from step 4.

3.

On the exam day

3.1. Preparing the venue

Setting up your venue correctly can help you to process candidates more quickly and will reduce the need to retake photos. Backgrounds for photos: Use an area that has a plain background, if possible, use one which is light or solid white. Use a plain sheet as a backdrop if the colour of the wall is not suitable. If you have a queue of candidates, make sure that they are not in the background when you are taking the photos. Spacing: Make sure that there is a good distance between the candidate and camera. This will ensure a properly framed and focused image. Make sure that the candidate is directly in front of the camera. Lighting: Good quality lighting is the most important factor for taking the photo. You should choose an area free from harsh light (such as by a window or overhead light sources). If you are using light from windows, it is best for the candidate to face the light directly. This will minimise shadows.
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The lighting should be sufficient to light the subject and provide a clear image without the use of a flash. You could use one or two freestanding lights, with attached light diffusers, or natural light. The following diagram shows an incorrect and a correct way to position the camera and the candidate.

3.2. Opening the file

1. Go to your desktop and double click on the Identica icon. 2. On the Home page select Capture photos from the main screen and click Next. 3. You will see the Capture Photos Select exam session screen. Select the appropriate exam session and click Next.

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Note: If you need to capture photos for multiple exams you should use the standard CTRL and SHIFT functions to highlight the required exams and then click Next. This functionality should be used if capturing photos for multiple exams on the same day and at the same venue. 4. You will be asked for the Key. Type in the six character Key code and click OK. You will see the Capture Photos - Candidate window.

You should now test the software.

3.3. Testing the software

We recommend that you test the software before you start to take photos of candidates. You should check that the software is working and that it is communicating properly with the webcam. You can also make sure that the lighting is good enough and that the distance between the camera and the candidate is correct.

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To test the system, on the Capture Photos - Candidate window, click Test Photo Capture.

This will take a photo (but not save it). If it is a good photo, you will see the message: The frame is a good frame. If there is anything wrong with the setup or the photo, you will see an error message in red, below the image frame. There are a number of these error messages, the most typical ones are: Invalid pose there are issues with the image. Additional information may be displayed to help you identify the issue, such as facial obstruction or an improper tilt or angle of the head. No face detected the candidate is not fully in the frame or they are positioned so that the camera cannot detect a face. Too high in frame part of the candidates face is being cut out of the top of the image frame. Adjust the camera, or the seating position, to make sure the candidate is in the centre of the image. Too low in frame part of the candidates face is being cut out of the bottom of the image. Adjust the camera or the seating position to make sure the candidate is in the centre of the image. When you are sure that it is working correctly, you can start taking photos of candidates.

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3.4. Searching for a candidate in the file

You can search by either candidate number or candidate name. You can see their candidate number and name on their Confirmation of Entry, and on the Attendance Register. We recommend searching by candidate number where possible, as this will find an exact match. If capturing photos for multiple sessions you should select the appropriate session in the Select Session field

Select either Enter number or Enter name, type in the information and click Find candidate. You will then see the candidate information. If you searched by candidate number, you will see just that candidates information. If you searched by candidate name, you will see a list of all possible matches. Select the right one (you will also see their details at the bottom left of the screen). The diagram on the left shows the results of searching by candidate number, the one on the right shows the results of searching by candidate name. After searching by candidate name the search field will default back to search by number.

Remember to also check the candidates ID. If the ID matches, and the details on the screen are correct, you can take the photo.

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3.5. Taking a photo with Autocapture

You can take photos automatically using Autocapture. Once saved, all photos are automatically cropped to passport size. 1. When you have positively identified the candidate, ask them to sit opposite the camera. 2. Select the appropriate option in the When was photo taken selection box (defaults to on a test day). 3. Click Auto Capture. The system will only take a photo when the candidate is in the best position for a good image. 4. Once the photo has been captured, the photo is displayed in the capture area. If there are one or more errors with the image they will be displayed, in red, below the photo. If you wish to retake the photo, click Retake photo. If you are happy with the photo, click Save. 5. You will see the message Photo Saved Correctly. Click OK. This will take you back to the Capture Photos Candidate screen so you can take a photo of the next candidate. Before taking the photo:

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After taking the photo:

3.6. Taking a photo with Manual Capture

We recommend using the Autocapture function, but there is also a facility for taking photos manually: 1. When you have positively identified the candidate, ask them to sit opposite the camera. 2. Select the appropriate option in the When photo was taken selection box. (defaults to on a test day. 3. When the candidate is positioned correctly, and there are no red error messages below their image, click Manual capture. The photo is taken immediately. 4. Once the image has been captured, you will see the photo in the capture area. If there are one or more errors with the image they will be displayed, in red, below the photo. If you wish to retake the photo, click Retake photo. If you are happy with the photo, click Save. You will see the message Photo Saved Correctly. Click OK. This will take you back to the Capture Photos Candidate screen so you can take a photo of the next candidate.

3.7. Guidelines for taking a photo

See section 3.1 for guidance about the background, lighting etc. Ask the candidate to look directly at the camera, with their eyes open, and with nothing covering their face (no hair, hats, scarves etc across their face). Ask the candidate to have a neutral expression (not smiling, laughing, frowning etc).

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Their eyes must be open. They can wear glasses as long as their eyes are clearly visible (so for example, remove any dark glasses or glasses with thick rims).They must remove any head coverings (unless these are for religious or medical reasons). The software will help you by making sure the photo is the correct size and quality. Some examples of good photos:

Some examples of bad photos: In this photo, the candidate is wearing a hat, and should remove it. He is smiling, but shouldnt be. In this photo, the candidate is smiling, and her head is at an angle, rather than facing the camera straight on.

4. After the exam

Make arrangements to return the laptop (or file on a USB memory stick) to the centre. Upload the files to Cambridge ESOL Online by either connecting the laptop to the internet or by exporting the file to an internet connected PC. Or you can ask your venue to upload the file directly (this person will need a Cambridge ESOL Online login).

4.1. Exporting/Importing candidate photos

You need to follow this procedure if you are transferring the file from one PC to another, or from a USB memory stick. You need to export them from the original PC and import them onto a PC that has internet access. From there you can upload them to Cambridge ESOL. To export the photos: 1. Plug the USB memory stick into the PC that holds the photos. Open Identica, select Export files from the Home page and click Next. The Export Files screen is displayed. 2. Select the appropriate session name and then browse to the USB drive. Click Export. You will see a message telling you that the export has been successful. Click Home.
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3. Remove the USB memory stick. 4. Insert the USB memory stick into the internet connected PC or laptop. 5. Open Identica, select Import files from the Home page and click Next. The Import Files screen is displayed. 6. Select the appropriate session and then browse to the USB drive. Click Import. A message is displayed telling you that the import has been successful. Click Home. 7. Remove the USB memory stick. 8. You can continue to import data from all of the laptops used to capture images for this exam session. Simply repeat the steps in this process. 9. You are now ready to send the data to Cambridge ESOL.

4.2. Uploading the file

You must upload the photos within 5 days of the exam. To upload the photos: 1. Open Identica and tick the Display Admin Options tickbox. 2. Select Upload Files and click Next. You will be asked for a Username and Password. 3. Type in your Cambridge ESOL Username and Password and click Login. You will see the Upload files screen. 4. Select the appropriate exam session and click Upload.

5. You will be asked to enter the Key for the month. Type in the Key and click OK to transfer the data.

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6. You will see a message telling you that the files have been transferred and asking you if this completes the batch. Click Yes if you have finished uploading photos for all candidates at all venues for this exam session. If you have not finished uploading all the session candidates, click No. 7. Click Home to return to the Identica Home page. Please note that you should only tick complete if all files from all venues have been uploaded and there are no further files to upload for that exam session. If you tick yes for complete, you will not be able to upload any more photos to that session for any of your venues.

4.3. Old files

Because there are security and data protection issues involved with keeping candidates data on PCs and laptops, Identica automatically deletes files from the laptop used to upload them once they have been received by Cambridge ESOL. Files on the other laptops are automatically deleted 40 days after their creation. Note that this deletion only takes place once Identica has been opened. If 40 days pass without the system being accessed then the files are not deleted and remain on the hard drive until the next time the software is opened. The software cannot delete files from USB memory sticks so you must manually delete these as soon as possible when you no longer need them.

5. Frequently asked questions

How can I ensure I comply with data protection laws? When you take the photos, you will upload a file with them to Cambridge ESOL Online. The photos will therefore be stored on Cambridge ESOLs servers. This means that you are processing the images, but are not responsible for their storage. As Cambridge ESOL will be storing them, the storage is governed by UK Data Protection law and Cambridge ESOL is fully compliant with this. You may need to store this file temporarily on a PC or laptop before uploading it. The software which Cambridge ESOL provides will be password protected and the files stored on the laptop will be stored securely so they cannot be accessed, only uploaded to Cambridge ESOL. Please make sure that you delete the file after it has successfully uploaded to Cambridge ESOL Online. You should check whether you need to register with a local data protection agency. Where you are storing files temporarily, we do expect you to take any security provisions you would normally take for confidential information, such as password protection, limiting access and deleting any copies as soon as they are no longer required for Cambridge ESOL purposes. What if a candidates face is covered for religious reasons? You can use a separate room for this, and arrange for a female invigilator to take the photo. Will the photo be on the candidates certificate? No, the photo will only appear on the Results Verification site (the site used by recognising organisations, such as universities), not on the candidates certificate or statement of results. I would like to test Identica before the start of the exam. Can I do this?
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You can check that your Identica setup is working correctly and capture test photographs up to 7 days before the start of the speaking window. To run the test, download the session and then go to the capture photo screen. If you do not enter a candidate number you will be given the option to take a test photograph. Here you can confirm that your webcam setup is correct and that you are able to capture photographs successfully. For detailed instructions see section 3.3 How can I check that my photos have been uploaded? When you upload your photos in Identica you will be given a success message to confirm that the upload has taken place. You can also check Cambridge ESOL Online by going to the Post exam upload candidate photos section and clicking on the view link.

6. Troubleshooting
I have forgotten or lost my Key. How do I retrieve this? To retrieve your Key you should re-download the session. Go to the Download Exam/Sessions Screen and log in using your Cambridge ESOL Online details. Redownload the appropriate session and note down the Key. I have made some late entries but they are not showing in Identica If you submit any new candidate entries after having downloaded the session file in Identica you will need to go to Identica and re-download the session file. Once you have done this any candidates added since the first download will be included in the file. On the capture photo screen the image is displaying upside down or in a different colour Ensure that you have the latest Webcam drivers installed. Some Webcams come with a CD which will include the required Webcam drivers. If after having installed this you still experience issues you should visit the website of the Webcam manufacturer and download the latest drivers from here. If your Webcam does not come with a drivers CD you will need to download the drivers directly from the manufacturers website. On the photo capture screen there is no picture image and the display says waiting or I am receiving the error message (DIRECTX_SDK) You must use one of the compatible webcams as advised in section 1.2 of this guide. Please check that you are using one of these. If you are using a compatible webcam ensure that you have installed the correct drivers for the webcam you are using. Ensure that your webcam is connected properly. You should also ensure that no other camera software is running at the same time as Identica. If you have a built in webcam this should be disabled. Identica is not showing correctly on screen and some parts are cut off. Identica requires a screen resolution of 1024x768 to display correctly. You may be able to adjust your laptop/pc to this resolution. Some smaller notebooks or laptops will not be able to display at this resolution.
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