EOCT Recordkeeping

EOCT Recordkeeping Education Services Officer

MOU for library units

All library units shall have on file a Memorandum of Understanding (MOU) from CGI.
Example of the MOU.
To get a copy of your MOU, submit a TACCTS ticket to CGI Division with the description Request for MOU.

ESO designation/relief letters

All units should keep copies of their current ESO's designation letter as well as the most recent relief letter on file.

Test inventory requirements

Both library and non-library units are required to complete a monthly inventory of all EOCTs.
Compare the physical test inventory to the inventory listed in TACCTS for your unit.
Notify the CST Division of any discrepancies via a TACCTS issue.
It is suggested that you complete your inventory by the 5th of each month. Having a regular inventory schedule will prevent you from getting locked out of TACCTS.
Job aid for library unit inventory.
Job aid for non-library unit inventory.

Test administration log

Each ESO shall keep a log of tests administered. The log should include member name, EMPLID, test #, version #, date and time.
This log allows you to check if a member has waited the 21 days between testing and what the last test version was.
Sample of library unit test administration log. (excel)
Sample of non-library unit test administration log. (excel)

Answer sheet retention

Library units shall retain copies of online answer sheet until results appear in DA.
Non-library units shall retain copies of the paper answer sheet until results appear in DA.
Keeping these copies are important. They are the only record of the exam if there is an error in internet transmission or a package is lost in the mail.

Destruction logs

When notified by CGI or if a unit no longer requires an exam, tests may be destroyed by the ESO.
Tests should be cross-cut shredded with a witness present. Destruction should be noted in a destruction log. This log is mandatory as it provides audit accountability for the EOCTs.
Sample of a destruction log. (excel)
After destruction, you should send a TACCTS ticket to CST including information on exactly what was destroyed. CST will then remove the tests from your TACCTS inventory.

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Last Modified 1/26/2012

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