Guidance

Managing online tests (vX)

A guide for recruiters on how to add online tests to vacancies in Civil Service Jobs, and manage candidates taking tests.

From:
Civil Service Resourcing and Government People Group
Published
9 October 2019
Last updated
6 September 2024 — See all updates

There are seven online tests available in Civil Service Jobs, organised into three groups:

Group A:

  • Civil Service Verbal Test (shortened in this document to: Verbal Test)
  • Civil Service Numerical Test (Numerical Test)
  • Civil Service Judgement Test (Judgement Test)

Group B:

  • Civil Service Management Judgment Test (Management Judgment Test)
  • Civil Service Work Strengths Test (Work Strengths Test)

Group C:

  • Customer Service Skills Test (Customer Service Test)
  • Casework Skills Test (Casework Test)

Adding tests to a vacancy

A recruiter can add tests to a vacancy using the Online tests section in the Create New Vacancy form. Further guidance, including detailed descriptions of what the tests measure and how to decide which tests are suitable for your vacancy, is available within that section of the form.

Set the test grade to be the same as the job you are advertising.

Recommended options are provided in the vacancy, however you can change these if necessary.

We recommend that:

  • candidates take tests before the full application form where they provide supporting evidence
  • candidates are automatically moved through to the next test or selection stage
  • all test deadlines are the same as the application deadline

Setting the order of the tests

The tests are arranged into three groups:

Test Group AA/AO EO HEO/SEO G6/G7 Timed?
Civil Service Judgement Test A Yes Yes Yes G7 only No
Civil Service Numerical Test A Yes Yes Yes Yes No
Civil Service Verbal Test A Yes Yes Yes Yes No
Civil Service Management Judgement Test B No Yes Yes No No
Civil Service Work Strengths Test B Combined AA/ AO/ EO Combined AA/ AO/ EO Combined HEO/ SEO/ G6/ G7 Combined HEO/ SEO/ G6/ G7 No
Casework Skills Test C Yes Yes No No Yes
Customer Service Skills Test C Yes Yes No No Yes

You can select the order of the groups, and the order of the tests within each group.

You can choose any number of tests from each group. All tests within a group must be completed before the candidate can start the next group. For example:

  • you can select 2 tests from group B, followed by 2 tests from group A
  • you cannot select a test from group A, then a test from group C, and then go back to another test from group A

In the online tests section of the vacancy creation form:

  1. Select the order of your groups
  2. Within each group, select the number of tests you want to use
  3. Select the order of the tests within each group

Candidate guidance

Candidates get full instructions about how to complete tests in Civil Service Jobs, including links to practice tests, so you don’t usually need to provide any further information.

You can refer candidates to Online tests guidance if they wish to know more about the tests.

Reasonable adjustments during tests

Some candidates may need assistance during test stages. Vacancy holders are responsible for making an informed decision about adjustments, taking into account the law, departmental policy, the Workplace Adjustment Guide, and the test taker’s individual needs.

There are two guidance documents, and your recruitment teams should be familiar with both:

The tests are not timed, except for the Customer Service and Casework tests which contain timed sections. You can allow extra time for these sections.

If the candidate’s session is interrupted, they can re-open the test unlimited times within the test deadline, and their progress will be saved.

Some common alterations are:

  • Varying the screen display, including text size, colour and contrast - depending on the browser used, applicants should be able to alter these themselves
  • Video alternatives - questions in video format include a written transcript and optional subtitles
  • Image alternatives - where information is presented in images within the Customer Service and Casework tests, a plain-text version is also provided.
  • Paper-based alternatives for the Verbal and Numerical tests. The other tests do not have a paper-based alternative, but using a personal reader’s support may be an option.

Invitation and reminder emails

Emails are sent to the candidate automatically:

  • An invitation to take the test. This includes the test deadline and how to access the tests.
  • Reminder emails are sent every 3 days, and include the same details.

You can see these emails in the application history.

Reviewing scores

Candidates who score lower than the system-set minimum percentile for each test will automatically move to Rejected after [testname]. They will not be invited to the next test.

If auto-progress is set to Yes, successful candidates will automatically be invited to the next test or recruitment stage.

If auto-progress is set to No, your candidates will remain at On hold after first/second/third test if they have passed the test. This allows for a review of scores between tests.

Find candidates

  1. Find the vacancy and go to the Applications tab.
  2. Select the link next to the relevant status - On hold after first/second/third test - to show all candidates on hold after passing that test.

Add columns for scores to the table

Create a layout to include columns for scores. If you have saved one previously, you can select it to see all candidate scores.

  1. Select the 15 > Online Test Scores layout, then the Customise Layout icon to the right.
  2. Delete any columns you don’t want.
  3. You can save the layout using the Save Changes or Save as New Layout options. The table will show your candidates and their scores.

Moving candidates after a manual sift

Once you have reviewed scores at a manual sift, you will need to  progress or reject candidates. Candidates applying under the Disability Confident scheme should progress if they’ve met the minimum grade standard.

Successful candidates

  1. Select all of the successful candidates.
  2. Select Status button, then Progress Application.
  3. Confirm.

Unsuccessful candidates

  1. Select all of the unsuccessful candidates.
  2. Select Status button, then Reject Application.
  3. Confirm.

Banked scores

For some tests, candidates achieving the minimum required pass mark may have their scores banked. Tests currently using banked scores are:

  • Civil Service Numerical Test
  • Civil Service Verbal Test
  • Civil Service Work Strengths Test
  • Civil Service Customer Service Skills Test

Civil Service Judgement Test scores cannot be banked as different behaviours are selected for each vacancy.

When an applicant has a banked score they are not asked to retake the same test, providing it is:

  • set at the same job level, and
  • within the same system.

Scores will be banked for six months, or until a new score benchmark is applied, whichever is sooner. This means that if a candidate applies for another vacancy at this grade they may not have to retake the test within that time, and their previous score will be used for the new vacancy.

Before inviting a candidate to a test, the system will first check if they have a banked score at the same level. If they do, they will move to the next stage. If they don’t, they are invited to take a test.

If they have made multiple applications at the same time, banked a score against one of the vacancies, their banked score will not be read across for the other applications. They will still be required to take the test.

Viewing an individual’s scores

  1. Find the candidate’s Application Summary.
  2. Select the Test Results tab, then select the relevant test. 

You can see test scores and the Date Valid Until (for banked scores) and download candidate or recruiter report where these are available.

Feedback for candidates

Candidates receive automated feedback in Civil Service Jobs to help them understand how well they performed.

Feedback is only visible after all tests are completed.

Extending test deadlines

You may need to change a deadline for a test, either for an individual candidate, or for all candidates on a vacancy. This may be before or after the original deadline has been reached.

If candidates have previously completed the test then you will need to reset the test as well as inviting them to take it again.

Extending a deadline for an individual candidate

  1. Find the candidate’s Application Summary.
  2. If the candidate is not already at the Invited to [testname] status (for example if they have been rejected), you will need to update their status without selecting Run Automatic Actions. 
  3. Select the Deadline and time extension options button.
  4. Select Yes for Bypass test/form deadline and enter the reason.
  5. Submit.

You can send the candidate an invitation email:

  1. Select Communication, then Send Correspondence.
  2. Choose the Invited template for the relevant test, and Submit.
  3. Edit the template to remove the automatic deadline section, and add the new test deadline date and time to the body of the email.
  4. Select Send Correspondence to issue the email to the candidate. 

As the candidate has bypassed the original deadline, they will not be automatically rejected once the new deadline is reached, so you will need to manually update the application if the candidate has not completed the test within the new deadline. Change their status to Rejected - [testname] deadline missed. Candidates who pass the test will move on automatically.

Extending a test deadline for all candidates on a vacancy

You may need to extend the test deadline for all candidates within a vacancy at the same time.

  1. Find the vacancy.
  2. Review the Application closing date in the Summary tab to check that candidates will still have sufficient time to complete all tests and any further application details, and update this if needed.
  3. In the Vacancy details form, in the online tests section, update the Deadline for test(s) to the new date and time.
  4. Submit.

Review the statuses of applications and manually update any who should be invited to complete the tests (for example, where they may have been rejected for missing the earlier deadline). Applications already at the invited status do not need to be changed, however you may wish to inform them of the new deadline.

  1. Go to a list of all of the applications that you wish to update.
  2. Select Status, then Other status.
  3. Select Invited to [testname], and select Run automatic actions.
  4. Select Change status. This will resend the invitation email to the candidates, including the new deadline.

Time extensions on the Casework and Customer Service tests

  1. Find the candidate’s Application Summary.
  2. (Optional) If the candidate has already started or completed a test, move them back to the Invited to [Casework/Customer Service Skill Test] status, go to their Test Results tab, and select Delete for that test.
  3. Select Deadline and time extension options.
  4. Select the time extension required for each test. Extensions of 25%, 50%, 75% or 100% can be applied.
  5. A deadline override can be selected if required. If no deadline override is required, select No for Bypass test/form deadline.
  6. Submit.

Resetting a test

The process to allow a candidate to retake a test differs between the tests.

Resetting the Verbal, Numerical, Management Judgement, Work Strengths, Customer Service, and Casework tests

Candidates can access these tests unlimited times (within the deadline), without needing a reset.

  • Find the candidate’s Application Summary.
  • Select the Test Results tab, then the Reset link for the test.
  • Select the Administration button, then Other Status.
  • Select Invited to [test name].
  • Tick the Run Automatic Actions box, then Change Status.

The candidate can now retake the test. Contact the candidate to confirm the change.

Resetting the Civil Service Judgement Test

Candidates can access the test on three separate occasions without needing to reset it.

  • Find the candidate’s Application Summary.
  • Select the Test Results tab, then the Reset link for the Civil Service Judgement Test.
  • Select the Move back to invited after manual reset button.

The candidate status will change to Invited to Civil Service Judgement Test and they can retake the test. Contact the candidate to confirm the change.

Contacting a candidate

After making changes for a candidate, send them a confirmation.

  1. Select Communication, then Send Correspondence.
  2. Select the Blank template and enter your message confirming the new deadline or other change.
  3. Send Correspondence.

Technical issues

Our test provider can be contacted directly for support around technical issues. 

They can’t access personal information about candidates’ names, email addresses, or vacancies applied to, and should not be provided with these details. They are not able to see a candidate’s banked scores.

You can provide them with an anonymised candidate_ID or application_ID if they need to investigate an issue.

Updates to this page

Published 9 October 2019
Last updated 6 September 2024 + show all updates

  1. The contact details for technical issues have changed, and the guidance for extending or resetting a test has been clarified.

  2. Updated one of the lead organisations: Government People Group

  3. Updated banked scores information

  4. Updated to include Management Judgment Test and Work Strengths Test.

  5. Updated to reflect changes to the online test setup form.

  6. Updated for new numerical and verbal tests.

  7. First published.

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