Institutional Testing Administration Manual Jan. 2018 Internal use
Only
Copyright©2018 Kumon Institute of Education Co., Ltd. All Right
Reserved.
*Please read the manual before the test day.
TOEFL Primary®
TOEFL Junior®
Institutional Testing
Administration Manual
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The Institutional Testing Administrator assumes full responsibility
for administration of the test. Accordingly, before administering
the test, the Institutional Testing Administrator must read through
and fully understand the manual.
This manual describes the specific procedures to be followed by the
Institutional Testing Administrator for the preparation and
administration of the TOEFL Primary® and TOEFL
Junior® tests.
Light blue fonts and boxes… Apply to TOEFL Primary® test only
Green fonts and boxes…Apply to TOEFL Junior® test only
Checking test materials
2. Content of test materials P. 4
How to prepare prior to the test day
3. Checking test site/facilities P. 5
4. Samples of what is to be written on blackboard P. 5
Testing procedure
6. Schedule P. 7
After the test
10. Reporting test results and issuing invoice P. 12
11. Frequently Asked Questions P. 13
Irregularity Report Form P. 16
About This Manual
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1. Checking test materials
Inspect the contents of test materials to ensure that everything
listed on the “Test Materials Checklist” is contained. After
confirming that all materials have been received, store them in a
locked area until the day of the test. If any items are missing or
damaged, promptly contact Global Communication & Testing
(hereinafter referred to as “GC&T”).
2. Contents of test materials
Checking Test Materials
*
0 *
6-1. CODE SET 1 6-2. CODE SET 2 6-3 CODE SET 3
110 1orA 101
120 2or 102
130 3or 103
140 4or 104
150 5or 105
160 6or 106
1(1 210 7or 107
2(2 220 8or 108
3(3 230 9or 109
(4 310 10or 110
(5 320
999 999
2
(YYYY/MM/DD)
a
b
c. d.
300 310 CD 6 12 300 310 TJ 300 310
× × ×
102-0076 3-1
E-mail:
[email protected]
If any items are missing or damaged, contact GC&T
promptly.
Phone: 03-6836-0125
a
b
c. d.
300 310 CD 6 12 300 310 TJ 300 310
× × ×
102-0076 3-1
E-mail:
[email protected]
Distribute one “Admission Card” to each examinee who is going to
take the TOEFL Primary® or TOEFL Junior® test
for the first time. Instruct examinees to fill the necessary
information correctly, and keep it at hand even after the test. The
“List of Previous Examinees” includes the examinees who took the
previous test at your location. If an examinee on the list is
scheduled to take the test again, do not distribute the “Admission
Card” to him/her, but detach the examinee number from the list and
hand it to him/her.
Test Administration Manual Test Book Answer Sheet Questionnaire
Sample Answer Sheet
• “Test Administration Manual” provides important notes as well as
procedures from the arrival to the return of test materials.
Test Materials Checklist Listening CD Return Slip
Ensure the same code is printed.
Test Taker’s Card List of Previous Examinees (at the time of
submission
of the application only)
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3. Checking testing site/facilities
Check with the “Testing Site Checklist,” sent beforehand to the
Institutional Testing Administrator.
Setting up the testing site
Ensure that all seats face the same direction (Seating layout that
test takers cannot talk to each other and cannot check their
answers with other test takers).
Ensure that appropriate space is maintained between seats, and that
there is a passage way between seats so that the proctor can check
each seat periodically.
Ensure that the bell does not ring, and that no announcements are
made from the speaker. Ensure that the room is uncluttered.
Securing facilities
Set up audio equipment (CD player) and adjust the volume.
Keep extra stationery and scratch paper (only when necessary)
available for the test takers.
Set up a clock (at a location where test takers can see it
easily).
4. Samples of what is to be written on blackboard
(See the examples below, and write down the necessary information
on a blackboard located at the front of the room.)
• Test takers are allowed to fill their necessary personal
information in their “Answer Sheet” before the day of the test. If
they choose to do so, collect their Answer Sheets and store them
until the day of the test.
• If there is a change in the “Test Time” due to administrative
reasons, change the start/end time on the blackboard as needed
(*However, the time originally allotted to complete each test
section must be strictly adhered to).
TOEFL Primary® Step 1 (Step 2) test procedure Schedule
: Introduction
: Reading section (about 30 minutes)
: Listening section (about 30 minutes)
: Questionnaire
: Introduction
: Grammar & Vocabulary section (25 minutes)
: Reading section (50 minutes)
Test Date: <<Scheduled test date>>
Form Code: <<See test materials>>
Country Code: 300
Language Code: 331
How to Prepare Prior to the Test Day
Completing the Answer Sheet
Test Date: <<Scheduled test date>>
Form Code: <<See test materials>>
Country Code: 300
Language Code: 331
*if not pre-printed
*if not pre-printed
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5. Important notes 1. After the test, collect ALL materials except
for the “Test Taker’s Card” and the “List of Previous
Test takers” distributed to test takers (including any scratch
paper).
2. Keep time thoroughly. Even if the test start time changes, the
time allotted to complete each test
section must be strictly adhered to. 3. Prevent leakage of the test
contents.
Ensure that the tests are securely stored to prevent leakage. Do
not disclose to outsiders or third parties any confidential matters
regarding the tests that you have learned.
4. It is important that the test be given in a strict, secure, and
fair manner. The proctor is required to
read and understand the manual beforehand.
5. Writing in the test book is allowed. Also, test takers can take
notes on the back page of the “Sample Answer Sheet” or a blank
sheet which has been provided beforehand is allowed. However, all
test books and note taking papers MUST be collected after the
test.
6. No inquiries regarding the contents of the test by test takers
are allowed. 7. Each section of the test has a time limit. During
each time period, test takers are required to work
only on the section of the test they are instructed to work on, and
they cannot work on other sections of the test. Test takers are
permitted to leave the room for reasons such as feeling unwell and
using the bathroom; however, the test time cannot be
extended.
8. There are practice questions at the beginning of each section or
part.
For TOEFL Primary®: Begin timing after the proctor first works on
several practice questions with the test takers in the Reading
section.
*Discrepancies in material counts or incomplete information on the
front page of the answer sheets may result in delayed scoring.
GC&T will not be able to score tests until all materials have
been returned and all information has been received, and this could
cause delays of 10 to 20 days for test results notification. Please
check these things carefully before returning materials.
Test Procedure *Please read through the manual before the day of
the test.
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6. Schedule
Please check “Test Procedure” on page 6 and the following schedule
beforehand.
Task (TOEFL Primary®) About 90 minutes
Seating/Guidance: schedule/important notes; completing answer
sheets
(complete answer sheets together with test takers) 20 minutes
Reading section About 30 minutes
Listening section About 30 minutes
Filling out the questionnaire/Collecting test materials 5
minutes
Task (TOEFL Junior®) About 140 minutes
Seating/Guidance: schedule/important notes; completing answer
sheets
(complete answer sheets together with test takers) 20 minutes
Listening section About 40 minutes
Grammar/Vocabulary section 25 minutes
Reading section 50 minutes
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Task Scenario
Begin the test procedure after making sure that all test takers are
seated
Script “We are now going to begin the TOEFL Primary® test.
I’m going to explain important notes about the test.”
Stationery Script “Answer each question by filling in circles
marked A, B, or C on your ‘Answer Sheet’
using a pencil. Raise your hand if you don’t have a pencil and
eraser.”
Mobile phone Script “Please turn off your mobile phone, and put it
away in your bag.
Turn off any alarms on your watch, as they may disturb other test
takers.”
Filling in personal information
Script “Now you are going to fill in your ‘Answer Sheet.’ Please
look at the ‘Sample Answer Sheet.’ We will do this together by
following the instructions. If you don’t understand how to do it,
please raise your hand and let me know.”
Name, group name, and date
Script “Start writing your name in Japanese at the upper left
corner. Then enter your school or group name in the ‘Test Center
Name’ box next to it. Enter today’s date under it.”
Form Code Script “Write down the alphanumeric characters found in
your ‘Test Book’ in the ‘Form Code’
box to the right of the ‘Test Center Name’ box.”
(1)NAME Script “(1)You are going to write your name now. First,
print your given (first) name, and then
family (last) name. Fill in the circles that correspond to the same
letters.”
(2)STUDENT NUMBER
Script “(2)Your student number is found in your ‘Test Taker’s Card’
distributed to you. Copy the number (13 digits), and then fill in
the corresponding circle beneath each number. If this is your
second time taking the test, your student number is found on the
stub detached from the list.”
(3)DATE OF BIRTH Script “(3)Enter your date of birth in order of
month, day, and year. Then fill in the
corresponding circle beneath each number.”
(4)GENDER Script “(4)Mark your gender. Choose ‘BOY’ for male and
‘GIRL’ for female.”
(5)COUNTRY CODE Script “(5)Enter ‘300’ in the COUNTRY CODE column.
Then fill in the corresponding circle
beneath each number.” *Only if you have not entered it yet.
(6)LANGUAGE CODE Script “(6)Enter ‘331’ in the LANGUAGE CODE
column. Then fill in the corresponding circle
beneath each number.” *Only if you have not entered it yet.
(7)Grade Script “(7)Fill in the circle corresponding to the grade
you are in at your school.”
(8)The number of years you have studied English
Script “(8)Fill in the circle corresponding to the number of years
you have studied English, including this year.”
(9)The type of the TOEFL Primary test you have taken before
Script “(9)Choose the type of the TOEFL Primary® test you have
taken before: Step 1, Step 2,
Both, or None. Fill in the circle corresponding to your
answer.”
(10)GROUP CODE Script “(10)Enter (GROUP CODE found on the back of
Materials Checklist), and fill in the
corresponding circle beneath each number.”→ The necessary
information should be posted on the blackboard beforehand.
(11)CODE SETS Script “(11)According to the table in the ‘Sample
Answer Sheet,’ enter the CODE SETS (CODE
SET 1: Grade, CODE SET 2: Class number, CODE SET 3: Attendance
number), and fill in the corresponding circle beneath each
number.”
Checking test takers’ status
Script “Have you filled out your answer sheet completely? Have you
entered your personal information?”
Matters to be attended to
Script “Now I’m going to explain some important matters that
require attention as you take the test.”
• Explain the order of the test sections, the number of questions,
and administration time as you point to the schedule posted on the
blackboard.
Explaining each section
Script “The number of questions in each section will be: <Step
1> Reading: 39 questions/30 minutes; Listening: 41 questions/30
minutes; and <Step 2> Reading: 37 questions/30 minutes;
Listening: 39 questions/30 minutes. First you will have practice
questions in each section or part.”
Matters to be attended to regarding sections Task
Script “During each time period, you may work only on the section
of the test you are told to work on. You may not go to any other
section and answer questions.” The proctor walks around the testing
room, and gives warnings if test takers are not following the
instructions.
Script “All questions are three-choice questions, and there is only
one correct answer for each question. If you mark more than one
answer, that question will be counted as wrong.”
7. Test Procedure (TOEFL Primary®)
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“There are answer columns for practice questions, too. Try to
answer all the questions. As you mark your answer sheets, make sure
that the question number matches to the number on the ‘Answer
Sheet.’” “Please try not to make noise such as reading aloud, as it
disturbs other test takers.”
Script “If you need to go to the bathroom, or start to feel sick,
raise your hand to let me know. However, we cannot stop or extend
the test time.”
Writing in the test book
Script “You are allowed to write in the ‘Test Book. Also you may
take notes in the back page of the ‘Sample Answer Sheet.’ However,
all test books and note taking papers must be returned after the
test.
Test book seal Script “Now you can break the seal of your ‘Test
Book.’ Do not open the ‘Test Book’ yet.”
• Instruct to break the seal. The seal is not designed to come off
completely.
Script “Now we will begin TOEFL Primary® test.”
Reading section
Script “Please open the Reading section page. There are 39
questions (if Step 1 test) / 37 questions (if Step 2 test). The
time limit is 30 minutes. You are not allowed to work on the other
sections.”
Script “Let’s try the practice questions together. Read question
No. 1. Choose the answer, and fill in the circle corresponding to
the letter of the answer you have chosen.”
• Walk around the room and check if the test takers are answering
the question correctly.
Script
“The correct answer is beneath the three answer choices. Do you
understand how you should answer questions now?” For Step 1 test:
“Now try question No. 2 just like you did with question No. 1, and
mark your answer;” For Step 2 test: “<Go to the Reading
section>.”
Script “You will have 30 minutes to complete the Reading section.
You may begin.”
• Once the Reading section begins, write down the start time and
end time of the test on the
blackboard.
Script (At 10 minutes before the end time) “You have 10 minutes
left to complete the section.”
Script “Now it’s (time). This is the end of the Reading section.”
“You may not go back to the Reading section and answer
questions.”
Listening section
Script “Now we will begin the Listening section.”
Script “The CD will be played now. Tone, volume, and clarity have
been checked. If you have difficulty hearing, raise your hand.”
Play the CD.
• Go to the examinee who raised his/her hand, and address the
situation. Unless circumstances are
extreme, continue the test.
Script “Now we will begin the Listening section. Please open the
Listening section page.”
• When the CD starts playing, “This is the listening section of the
TOEFL Primary®…” the proctor
moves to a place where he/she can look over a classroom, and starts
monitoring test takers. Try not to walk around while the listening
test plays.
• The Listening section comes to an end with the recording script:
“Stop! You finished the listening section.”
Script “Now you have finished the Listening section. Close your
‘Test Book’ and stop filling in your ‘Answer Sheet.’”
Filling out the questionnaire
Script “Finally, please answer a ‘Questionnaire’ which will take
about 5 minutes. I will collect your ‘Answer Sheet’ while you are
answering the questionnaire.”
Collecting test materials and final check
• Collect “Answer Sheet,” “Test Book,” and “Sample Answer Sheet,”
and count them. Collect everything except for the “Test Taker’s
Card” and the “List of Previous Test takers.”
Script “Has everyone filled out the ‘Questionnaire’?”
Script “Now I will collect the ‘Questionnaire.’ Pass down your
questionnaires from the end of your row.”
• Once you are certain you have every test material back and match
the numbers with the check list, thank and dismiss the test
takers.
Dismissing Script “You have completed the test schedule for today.
Keep your ‘Test Taker’s Card’ (or the
stub detached from the list) in a safe place until you receive your
test scores.”
• Make an announcement on the test score report as needed.
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Task Scenario
Begin the test procedure after making sure all test takers are
seated
Script “We are now going to begin the TOEFL Junior® test.
I’m going to explain important notes about the test.”
Stationery Script “Answer each question by filling in circles
marked A, B, C, or D on your ‘Answer Sheet’ using a pencil. Raise
your hand if you don’t have a pencil and eraser.”
Mobile phone Script “Please turn off your mobile phone, and put it
away in your bag. Turn off any alarms on your watch as they may
disturb other test takers.”
Filling in personal information
Script “Now you are going to fill in your ‘Answer Sheet.’ Please
look at the ‘Sample Answer Sheet.’ We will do this together by
following the instructions. If you don’t understand how to do it,
please raise your hand and let me know.”
Name, group name, and date
Script “Start writing your name in Japanese in the upper left
corner. Then enter your school or group name in the ‘Test Center
Name’ box next to it. Enter today’s date under it.”
Form Code Script “Write down the alphanumeric characters found in
your ‘Test Book’ in the ‘Form Code’ box to the right of the ‘Test
Center Name’ box.”
(1)NAME Script “(1)Print your family name first, and then given
name in roman letters. Fill in circles that correspond to the same
letters.” Leave a blank space between your family name and first
name. If no name is provided, your test will not be scored.
(2)STUDENT NUMBER Script
“(2)Your student number is found on your ‘Test Taker’s Card’
distributed to you. Copy the number (13 digits) justified to the
left, and then fill in the corresponding circle beneath each
number. If this is your second time taking this test, the student
number is found on the stub detached from the list.”
(3)DATE OF BIRTH Script “(3)Enter your date of birth in order of
month, day, and year. Then fill in the corresponding circle beneath
each number.”
(4)COUNTRY CODE Script “(4)Enter ‘300’ in the COUNTRY CODE column.
Then fill in the corresponding circle beneath each number.” *Only
if you have not entered it yet.
(5)LANGUAGE CODE Script “(5)Enter ‘331’ in the LANGUAGE CODE
column. Then fill in the corresponding circle beneath each number.”
*Only if you have not entered it yet.
(6)GENDER Script “(6)Mark your gender. Choose ‘BOY’ for male and
‘GIRL’ for female.”
(7)Grade Script “(7)Mark the grade you are in at your school.
(Choose ‘High School’ at the second from the bottom if you are a
high school student.)”
(8)The number of TOEFL Junior tests you have taken
Script “(8)Mark the number of TOEFL Junior® tests you have
taken.”
(9)The number of years you have studied English at school
Script “(9)Fill in the circle corresponding to the number of years
you have studied English at school, including this year.”
(10)The hours of English classes per week
Script “(10)Fill in the circle corresponding to the number of hours
of English classes per week.”
(11)The hours of studying English outside of school per week
Script “(11)Fill in the circle corresponding to the number of hours
of studying English outside of school per week.”
(12)Experience of living in English-speaking countries
Script “(12)Mark the duration of living in English-speaking
countries, if applicable.” “You will continue to fill in the back
side of the ‘Answer Sheet.’ Please turn the sheet over.”
(13)GROUP CODE Script “(13)Enter (GROUP CODE found on the back of
Materials Checklist), and fill in the corresponding circle beneath
each number.”→ The necessary information should be posted on the
blackboard beforehand.
(14)CODE SETS Script “(14)According to the table in the ‘Sample
Answer Sheet,’ enter the CODE SETS (CODE SET 1: Grade, CODE SET 2:
Class number, CODE SET 3: Attendance number), and fill in the
corresponding circle beneath each number.”
Script “Have you filled out your answer sheet completely? Have you
entered your personal information?”
Matters to be attended to
Script “Now I’m going to explain some important matters that
require attention as you take the test.”
• Explain the order of the test sections, the number of questions,
and administration time as you point to the schedule posted on the
blackboard.
8. Test Procedure (TOEFL Junior®)
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Explaining each section Script “The number of questions and
administration time in each section are as follows: Listening: 42
questions/about 40 minutes; Grammar/Vocabulary: 42 questions/25
minutes; and Reading: 42 questions/50 minutes.”
Matters to be attended to regarding sections
Script
“During each time period, you may work only on the section of the
test you are told to work on. You may not go to any other section
and answer questions.” The proctor walks around the testing room,
and gives warnings if test takers are not following the
instructions.
Script
“All questions are four-choice questions, and there is only one
correct answer for each question. If you mark more than one answer,
that question will be counted as wrong.” “There are answer columns
for practice questions, too. Try to answer all the questions. As
you mark your answer sheets, make sure the question number matches
the number on the ‘Answer Sheet.’”
Script “If you need to go to the bathroom, or start to feel sick,
raise your hand to let me know. However, we cannot stop or extend
the test time.”
Writing in the test book Script “You are allowed to write in the
‘Test Book. Also you may take notes in the back page of the ‘Sample
Answer Sheet.’ However, all test books and note taking papers must
be returned after the test.
Test book seal Script “Now you can break the seal of your ‘Test
Book.’ Do not open the ‘Test Book’ yet.”
• Instruct to break the seal. The seal is not designed to come off
completely.
Listening section
Script “Now we will begin TOEFL Junior® test. The first section is
listening.”
Script “The CD will be played now. Tone, volume, and clarity have
been checked. If you have difficulty hearing, raise your hand.”
Play the CD.
• Go to the examinee who raised his/her hand and address the
situation. Unless circumstances are extreme, continue the test. •
When the CD starts playing, “This is the listening section of TOEFL
Junior Test form …, Raise your hand if you cannot hear my voice
clearly. Now turn to page 3 in your test book,” start monitoring
the room as needed.
• The Listening section comes to the end with the recording script:
“Stop! This is the end of the listening section.”
Script “You have now finished the Listening section.”
Grammar /Vocabulary section
Script “We will move on to the Grammar/Vocabulary section. There
are 42 questions. The time any is 25 minutes. You are not allowed
to work on the other section. The end time is , which you can check
on the clock in this room. Begin now.”
• Write down the start and end time of the Grammar/Vocabulary
section.
Script (At 10 minutes before the end time) “You have 10 minutes to
complete the section.”
Script “Now it’s (time). This is the end of the Grammar/Vocabulary
section.”
Reading section
Script “We will move on to the Reading section. There are 42
questions. The time limit is 50 minutes. You are not allowed to
work on any other section. The end time is , which you can check on
the clock in this room. Begin now.”
• Write down the start and end time of the Reading section.
Script (At 10 minutes before the end time) “You have 10 minutes to
complete the section.”
Script “Now it’s (time). This is the end of the Reading section.”
“You have completed the test. You are not allowed to continue
filling in your ‘Answer Sheet.’”
Filling out the questionnaire
Script “Finally, please answer a ‘Questionnaire’ which will take
about 5 minutes. I will collect your ‘Answer Sheet’ while you are
answering the questionnaire.”
Collecting test materials and final check
• Collect “Answer Sheet,” “Test Book,” and “Sample Answer Sheet,”
and count them. Collect everything except for the “Test Taker’s
Card” and the “List of Previous Test takers.”
Script “Has everyone filled out the ‘Questionnaire’?”
Script “Now I will collect the ‘Questionnaire.’ Pass down your
questionnaires from the end of your row.”
• Once you are certain you have all test materials back, thank and
dismiss the test takers.
Dismissing Script “You have completed the test schedule for today.
Keep your ‘Test Taker’s Card’ (or the stub detached from the list)
in a safe place until you receive your test scores.”
• Make an announcement on the test score report as needed.
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9. Returning test materials Fill in the use status and the number
of test takers and materials in the “Test Materials Checklist.”
Return all materials except the “Test Taker’s Card” and the “List
of Previous Test takers” using the enclosed cash on delivery slip
(including scratch paper, etc.).
10. Reporting test results and issuing invoice [Approximately 10
business days after test materials have been returned*] Test
takerscores will be available on GC&T website. Please inform
test takers that they may review the results of their exam on their
“My Page” at that time. Instructions for viewing exam results are
printed on the reverse side of the “Test Taker’s Card.”
[Approximately 20 business days after test materials have been
returned*] Test takers’ score reports will be sent to the
respective institution of each examinee. Please return the reports
to your students. An invoice will be enclosed with the score
reports or sent separately. Please pay the indicated amount by the
due date.
*Discrepancies in material counts or incomplete information on the
front page of the answer sheets may result in delayed scoring.
GC&T will not be able to score tests until all materials have
been returned and all information has been received, and this could
cause delays of 10 to 20 days for test results notification. Please
check these things carefully before returning materials.
After the Test
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11. Frequently Asked Questions In case of violations to the
“Important notes” on page 6, or upon the occurrence of unexpected
events including such cases as described below, provide a detailed
description of the situation(s) and the manner in which they were
handled on the “Irregularity Report Form” found on page 16. In some
circumstances, the test of an individual examinee or of all test
takers may be invalidated due to violations.
Q. There was noise, or the CD jumped during the listening
test.
A. Play the CD again from the beginning of the track (question)
number where the problem occurred. (If the CD skipped, use the
second provided CD.)
Q. I found some defective materials on the day of the test.
A. [If the situation can be handled with the additional materials
enclosed in the carton]
Exchange them for the additional materials, and continue the test.
Add time to the test time commensurate to the amount of time used
for handling the situation.
[If the situation cannot be handled with the additional materials
enclosed in the carton] Stop testing of the section of the defect,
and report the situation in detail on the Report Form.
Q. I spotted cheating by a test taker.
A. Tell the examinee to leave the room, and collect his/her test
materials. Make sure to report the incident to GC&T. This
examinee’s test will become invalid and will not be scored.
Q. A test taker was working on the wrong test section.
A. Turn to the correct page of the test and instruct the examinee
not to work on other sections.
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Item Time of occurrence / Range of Impact Irregularity in detail
Handling
Time: The number of people involved: Name(s) of examinee(s):
Time: The number of people involved: Name(s) of examinee(s):
Time: The number of people involved: Name(s) of examinee(s):
Time: The number of people involved: Name(s) of examinee(s):
Published by:
Keikyu Daiichi Building 13F
4-10-18 Takanawa, Minato-ku, Tokyo 108-0074 Kumon Institute of
Education Co., Ltd.
Phone: 03-6836-0125 Fax: 03-6836-0275 E-mail:
[email protected]
Official website: http://gc-t.jp/
Irregularity Report Form