Guide To Test Day Photos Version 8 0 July16

Guide to test day
photos
A guide for Cambridge English

Language Assessment centres on the
test day photos process, software and
documents
Version 8.0
Contents
Introduction ............................................................................................................... 3
1. The Identica software ......................................................................................... 5
1.1
Internet access ............................................................................................ 5
1.2
Minimum specification ................................................................................. 5
1.3
Logins ......................................................................................................... 6
1.4
Key codes ................................................................................................... 8
1.5
Installing the Identica software .................................................................... 8
1.5.1
Before you begin ..................................................................................... 8
1.5.2
Downloading the Identica software .......................................................... 8
1.5.3
Installing Identica ................................................................................... 10
1.5.4
Installing Identica on other PCs or Laptops ............................................ 11
2. Before an exam ................................................................................................ 11
2.1. Information for candidates ......................................................................... 12
2.2. Getting consent from candidates ............................................................... 13
2.3. Making entries ........................................................................................... 13
2.4. Downloading the candidate files ................................................................... 14
2.5. Exporting and importing files ..................................................................... 18
3. On the exam day .............................................................................................. 20
3.1. Preparing the venue .................................................................................. 20
3.2. Opening the file ......................................................................................... 21
3.3. Testing the software .................................................................................. 22
3.4. Searching for a candidate in the file .......................................................... 24
3.5. Taking a photo with Autocapture ............................................................... 25
3.6. Taking a photo with Manual Capture ......................................................... 26
3.7. Guidelines for taking a photo ..................................................................... 27
4. After the exam .................................................................................................. 27
4.1. Exporting/Importing candidate photos ....................................................... 27
4.2. Uploading the file ...................................................................................... 28
4.3. Old files ..................................................................................................... 29
5. Frequently asked questions.............................................................................. 30
6. Troubleshooting ............................................................................................... 30
2
Guide to Test Day Photos
Version 8.0 (26 July 2016)
Introduction
Cambridge English Language Assessment exams have become increasingly high
stakes, with more than 20,000 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 English Language Assessment introduced test day
photos as an additional security feature for our exams.
This table summarises which exams you need to take photos for:
Exams
Are photos
mandatory for all
candidates?
When to take them:

UK, Asia,
Australasia, Africa
When to take them:

All other countries
PET
FCE
CAE
CPE
BEC
ILEC
IFCE
(including CB, not
including for
schools)
Yes
If running the
speaking and written
papers on two
different days, take
the photo on the first
day and check it on
the second day
At either the written

test or on the
Speaking test day
Photos should be of sufficient quality to be used for identity verification by

governmental and other organisations around the world.
To help with the test day photo process, we have developed software called Identica
which you use for:
Downloading candidate data from the relevant entries system (Cambridge

English Online, or Cambridge English Centre Portal)
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 test day photos
Uploading test day photos
Identica is fully integrated with our online entries systems so that you can download
and upload data as required without needing to visit each site (although you will need
your login details for these sites to complete some actions in Identica).
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 log into our support site
https://support.cambridgeenglish.org. Here you will find a number of articles and
3
guides to assist you in using the Identica software. You can also contact the
Helpdesk on https://support.cambridgeenglish.org 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
paper
how many candidates are at a particular venue (it can take between thirty 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 photos.
Minimum specification
The following minimum specification of laptop/PC is needed:
Software:
Operating system: Microsoft Windows XP, Vista , Windows 7, 8 or 10
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. We recommend using a maximum screen resolution of 1600x900 for
Windows 10.
Webcam: Please use one of the following cameras which have been tested and
are fully compatible with the software up to Windows 8:
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
Logitech Quickcam Pro 9000
Logitech Quickcam Fusion
5
For Windows 10 the following webcams have been tested and are fully
compatible with Identica.
Please note that webcams other than those stated below may not be
compatible with Identica and may not work with the software. You should
ensure that the webcam is the exact model as listed below.
Microsoft LifeCam Cinema
Microsoft LifeCam Studio
Logitech Quickcam Fusion
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.
Upgrading your Windows operating system
If you wish to upgrade your operating system, to Windows 10 for example, we
recommend that you do this outside of a session window and not whilst session data
is stored on the laptop. After an upgrade you may be required to reinstall Identica
and re-download any existing session data. You should not upgrade your operating
system while you still have photos that need to be uploaded.
1.3 Logins
On the Home page there are a number of possible actions.
6
For some of these actions you need to use your login details, and for others you
need a Key:
Exam
KET, PET, FCE,

CAE, CPE, BEC,
ILEC, ICFE
Download files
You will be asked for

your Cambridge
English Online
username and
password
your Cambridge
English Centre
Portal username and
password
Upload files
Capture photo;
Export/import
files

your Cambridge
English Online
username and password
and your Key
You will be asked

for your Key

your Cambridge
English Centre Portal
username and password
and your Key
You will be asked

for your Key
If you want to give someone else permission to upload/download files, go to

Cambridge English Online or the Cambridge English Centre Portal and create a login
for them.
7
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. 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
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.
1.5 Installing the Identica software

You need to install the software on all laptops/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 the customer support website. 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 full 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.
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 the customer support website:

https://support.cambridgeenglish.org/forums/22321082-Identica-Documentation
Click on the Download Identica link and follow the onscreen instructions. You will
see the following screen. Click Save.
8
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:
9
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-2.9-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.
10
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-2.9-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 and hardware:
Make sure that each venue has access to 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.
11
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
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 the customer support website and on Cambridge
English 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 customer support website.
There is also a leaflet for candidates explaining about test day photos on the centre
support site. You can send this leaflet to your candidates or their schools.
You can order posters using the Exam Admin Documents Order form on our
customer support website.
Poster (left) and leaflet (right) about test day photos.
12
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. These forms
are on the customer support website.
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 us unless specifically asked to do so.
Example candidate registration

form on the Centre Support Site
2.3. Making entries

Make and submit your entries in the usual way on Cambridge English Online or
Cambridge English for Centres.
There are a couple of extra regulations relating to entries:
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 the
relevant entries system and included this candidate in the test day photo file.
13
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:
To download the file:

Files become available to download into Identica 28 days before the earliest exam
date. Open Identica by double-clicking the icon on your desktop. You will see the
Identica Home page.
14
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.
15
Select Download Exam Sessions and click Next.
You will be asked for login details. Select the appropriate entry system from the drop
down list and type in the associated username and password and then click login.
Ensure you have selected the correct entry system from the drop down list
otherwise the candidate files will not appear in Identica.
If you wish to set a default group you can tick the Remember Selected Group box.
16
The Download Exam Sessions Files window is displayed.
Multiple centre users:

If you manage more than one centre you will be asked to select which centre you
wish to download for. Select the centre that you want to download the session data
for and click Continue. The Download Exam Sessions Files window is displayed.
Single centre users will not be required to complete this step.
For centres that use multiple centre numbers, do not download session data
for more than one centre at a time. You will also need to ensure that photos are
fully uploaded before downloading data for a different centre number.
17
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.
For main suite exams, candidate files become available for download 28 days
before the start of the Speaking window. You cannot download the files before
that date.
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.
18
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.
19
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.
20
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.
21
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.
22
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.
23
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 use 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:
25
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.
Nationality and passport information should be entered before the

photo is saved. If the photo is saved before these details are entered,
the photo will need to be retaken and saved again.
26
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).
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 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 the login details for the entries system.
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 English Language Assessment.
27
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.
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 English Language
Assessment.
4.2. Uploading the file

You must upload the photos within 5 days after the last exam date (usually the
last date of the Speaking window).
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 your Username and Password for the relevant Entries System and click
Login. You will see the Upload files screen.
4. Select the appropriate exam session and click Upload.
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5. You will be asked to enter the Key for the month. Type in the Key and click OK to
transfer the data.
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.
Centres in the UK, Asia, Africa and Australasia who are required to take test day
photos on the first day of exams and check on the second day, should not mark
sessions as completed until the second day. Once sessions are marked as
completed, photos cannot be viewed in Identica for checking purposes.
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 English
Language Assessment.
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
29
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 us. The photos will
therefore be stored on our servers. This means that you are processing the images,
but are not responsible for their storage. As we will be storing them, the storage is
governed by UK Data Protection law and we are fully compliant with this.
You may need to store this file temporarily on a PC or laptop before uploading it. The
software which we provide will be password protected and the files stored on the
laptop will be stored securely so they cannot be accessed; only uploaded to
Cambridge English Language Assessment. Please make sure that you delete the file
after it has successfully uploaded.
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 English Language Assessment 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 with the
candidates face uncovered.
Will the photo be on the candidates certificate? No, the photo will only appear on
the Results Verification site if consent from the candidate has been given.
I would like to test Identica before the start of the exam. Can I do this?
Yes. 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.
6. Troubleshooting
I have forgotten or lost my Key. Can I retrieve this? see sections 1.4 and 2.4.
To retrieve your Key you should re-download the session. Go to the Download
Exam/Sessions Screen and log in using the appropriate username and password,
this could be your Cambridge English Online details or your Cambridge English Online Entries details. Re-download the appropriate session and note down the Key.
Note: The session is only available to download and re-download up to the last
exam date (usually the last date of the Speaking window).
30
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 into Identica.
Once you have done this any candidates added since the first download will be
included in the file. Please note that new candidates must be named entries.
Reserve entries will not appear in Identica.
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. For Windows
10 the screen resolution should be no greater than 1600x900. 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.
For users of Windows 7 you will need permission to 'write' to the file.
I am having problems capturing photos
You should ensure that no other camera software is running at the same time as
Identica. If you have a using a computer with an integrated webcam this should be
disabled.
Identica is freezing when taking photos.
Ensure that no other camera software is running at the same time as Identica. If you
have are using a computer with an integrated webcam this should be disabled.
For further support visit the customer support site:
https://support.cambridgeenglish.org.
Here you will find a number of articles and guides to assist you in using the Identica
software, including posters to display in the area you are using to capture photos.
Identica does have 24/7 support with fully trained Helpdesk staff.
Centres are advised to contact the Helpdesk in the first instance if you experience
any difficulties with the Identica software on https://support.cambridgeenglish.org or
call +44 1223 553997
31
High-level action timeline:
Actions
Download candidate entry file(s)
Candidate entry/session file(s) are available to downloaded into Identica 28 days in advance of
the first exam date (usually the first date of the Speaking window).
We recommend downloading 7 days in advance of the first exam date to capture any late
entries.
Candidate entry/session files(s) cannot be downloaded/re-downloaded after the latest exam
date (usually the last date of the Speaking window).
Import and export
Once the candidate entry/session file(s) are downloaded there are no date restrictions around
importing and exporting.
Photo capture
Photos must be captured on a test day either the written test or on the Speaking test day.
Upload candidate file(s) and photo(s)
Candidate file(s) and photos should be uploaded 5 days after the last exam date (usually the
last date of the Speaking window).
Deletions
File(s) which are more than 40 days old are auto deleted by the system.
Note: if the file(s) reside on a storage device such as a USB there is no control over deletions.
High-level process flow for test day photos:

Test Day Photo Process
Pre-exam
Sections 1. and 2.
*Download and
install Identica
- section 1 p. 8
Get consent
from candidate
for capturing
their photo
*Submit entry
data online
- section 2 p. 13
*Launch Identica
and download
candidate entry
file(s)
Arrange to get
entry file(s) to
venues
Test photo capture

and webcam set up
in Identica
- section 2 p. 14
- section 2 p. 19
section 3 p. 22
Check and verify

candidates ID
Take photo
and save
Exam day
Section 3.
Set up area where

you can take
photos
**Launch Identica
and open
session file
Test photo capture

and webcam set up
in Identica
- section 3 p. 20
- section 3 p. 21
- section 3 p. 22
Search and select

correct candidate
- section 3 p. 24
- section 3 pp. 25/26
Post-exam
Section 4.
Arrange to get files

back from venues
- section 4 p. 27
* Upload candidate
data with photos
- section 4 p. 28
Results/photos
visible on
Cambridge English
Verification site
Mark session
as complete
- section 4 p. 29
* denotes a task that requires internet connection
Results/photos
visible on DIBP
verification site
(CAE only)
Results/photos
Results/photos
visible on
visible on candidate
preparation centre
result site
support site
** denotes a task that requires session key
33

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Guide to test day

A guide for Cambridge English

When to take them:

When to take them:

At either the written

Photos should be of sufficient quality to be used for identity verification by

Downloading candidate data from the relevant entries system (Cambridge

Taking test day photos

Uploading test day photos

1. The Identica software

Operating system: Microsoft Windows XP, Vista , Windows 7, 8 or 10

Processor: Dual core processor with a minimum speed of 2GHz

RAM: Minimum of 2 Gb RAM

Resolution: A minimum screen resolution of 1024x768 is needed to display

KET, PET, FCE,

You will be asked for

You will be asked for

You will be asked

You will be asked for

You will be asked

If you want to give someone else permission to upload/download files, go to

1.4 Key codes

1.5 Installing the Identica software

1.5.1 Before you begin

1.5.2 Downloading the Identica software

Then go to the customer support website:

The Save As window is displayed:

1.5.3 Installing Identica

1.5.4 Installing Identica on other PCs or Laptops

Install the software on the laptop that you will be using

If you are providing equipment to your venue, make the necessary

Getting the venue ready:

Allow enough time to set up the equipment before candidates start

2.1. Information for candidates

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

2.2. Getting consent from candidates

Example candidate registration

2.3. Making entries

All reserve entries must be converted to named entries before downloading

2.4. Downloading the candidate files

To download the file:

Select Download Exam Sessions and click Next.

The Download Exam Sessions Files window is displayed.

Multiple centre users:

2.5. Exporting and importing files

On the exam day

3.2. Opening the file

You should now test the software.

3.3. Testing the software

3.4. Searching for a candidate in the file

3.5. Taking a photo with Autocapture

After taking the photo:

3.6. Taking a photo with Manual Capture

Nationality and passport information should be entered before the

3.7. Guidelines for taking a photo

Some examples of bad photos:

In this photo, the

4. After the exam

4.1. Exporting/Importing candidate photos

To export the photos:

4.2. Uploading the file

4.3. Old files