SECURITY POLICIES & PROCEDURES

 

Examination Security Policy

Upon approval by the Academy of an application for certification, the applicant shall be notified and invited to sit for the online, proctored examination. The integrity of the examination is secured by the signing of the Rules & Procedures/Confidentiality Statement by the examinee and by the Proctor's Non-Discrimination/Confidentiality Statement by the designated proctor.

To ensure standardized and secure administration of the assessment instruments, the online examination is accessible by login information (username/password) known only to Academy personnel and the examinee. All authorized Academy personnel involved in the examination process have a signed Confidentiality Agreement on file in the Academy office.

 

Proctor Procedures

Proctors must submit the following documentation:

• Prior to the scheduled examination, a signed and dated Proctor's Non-Discrimination/Confidentiality Statement.
• Immediately following the examination, the Proctor Form must be signed by the examinee and the proctor and faxed or mailed to the Academy.

Such form will affirm the work submitted was the applicant's own and that no one assisted him/her with the completion of the examination; the proctor verifies the applicant's identity by photo identification (i.e. drivers license or passport), and that to the best of the proctor's knowledge, the work submitted is the work of the applicant and that he/she had no reference materials or assistance in completion of the examination.

 

Storage Procedures

Personal information will be retained for a minimum of five years and deemed confidential. This information includes all registration files, application/portfolio information, examination results, and details of suspensions, revocations or denials of certification. All information on file and all files placed in storage are secured in the office of the American Academy in locked files, within a secure and locked building.

The examination, item banks, and other secure materials are stored in an electronic file which is encrypted and username/password protected, accessible only by authorized Academy personnel. Duplicate storage of electronic files is off-site in a secured location.

 

Building Security

Access by staff and authorized visitors to the building in which the Academy office is located is restricted to business hours only. After hours building security is monitored by authorized building staff and security system.

 

Staff Security

Access to the Academy office is restricted to staff, contractors, authorized personnel, and guests. Vendors and guests are restricted to authorized areas only. It is the policy of the Academy that staff and contractors are responsible for maintaining the confidential integrity of information obtained through an employment or business relationship with the Academy and are required to sign a Confidentiality Agreement which is placed on file with the Academy. Breach of conduct or policy will not be tolerated and may be subject to further action by the Academy.