How to administer

INTRODUCTION

The purpose of this document is to help prepare you, the ALT, for the Hokkaido English
Challenge Test. It will explain how the test should be administered, important deadlines
as well as how to record your students’ video entry. Please note that while the general
rules and procedure for the junior and senior division of the HEC test are the same,
there are some differences in the contents of the two tests.

For additional support, you can find past tests on the HEC website.
While the HEC test has evolved over the past years, these tests are valuable practice
resources for you and your student. The current HEC format has been used since 2012.

If you are interested in any aspect of the HEC test – content, administration, judging
entries or in assisting with the content of the test – please contact the HEC Test
Committee Co-Chairs, Emma Buchel & Kya Richardson at hajet.hec.test@gmail.com.
For general inquiries, contact the HEC Director at
hajet.hec.director@gmail.com or the HEC Co-Director at
hajet.hec.codirector@gmail.com.

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TEST OVERVIEW

Upon completing the online registration form, you will be asked to provide the address a
which you would like to receive the test. You may request that the test be sent to a school, your home or another location of your choosing. If you are entering students from multiple schools, you may have the tests for all the schools sent to the same address or directly to each school.

You should receive the test at your previously-determined address on Monday, March 2nd, 2026. Once you have received the test package, you may administer the test. You will have until Tuesday, March 31st, 2026 to complete the test with your student(s). The video file must be uploaded to the Test Submission Google classroom by March 31st, 2026. Instructions on how to upload submissions will be included with each test packet.

All entries must be submitted by the above deadline. Please keep in mind that it will take time to review and prepare the final recording to be uploaded, so please ensure you have ample time to administer the test, consolidate your files, and upload. It is recommended that all tests be completed at least 10 days before the deadline as students may get sick (often the flu will keep a student out of school for a full week) or there may be upload issues. Please note that this is a hard deadline. If special accommodation is requested, it will be granted at the discretion of the HEC Board. Penalties may also be decided.

Test preparations may take place up until the time the test is administered. This means that, even after receiving the test package on March 1st, you may continue to work with your student to prepare for the test provided that the test envelope has not been opened and neither the ALT nor the student is aware of the test’s exact contents. Once you have administered the test at one school, you MAY NOT continue with preparations at other schools.

Entries must be submitted to the Test Submission Google classroom by March 31st, 2026. The results will be announced by email on May 29th, 2026. Winner’s certificates will also be sent by mail to the school at this time. Each HEC entrant will receive a certificate of participation. Please choose an appropriate time to award the certificates such as in class or during an assembly to acknowledge your students’ efforts.

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THE TEST PACKAGE

If you do not receive the test package by March 2nd, 2026, please immediately
contact the HEC Test Committee at hajet.hec.test@gmail.com.

You will receive a separate test package for each school. Testing materials for all the
students registered at the same school will be sent together in the same package. Exceptions will be made for cases in which two or more ALTs registered students from the same school. In these cases, separate test packages will be sent to each of the ALTs for the corresponding students registered.

When the test package arrives, there will be several components. You may open the test package as soon as you receive it. However, be careful not to open the sealed test manuscript. The test package will contain the following:

(1) Cover Letter
(2) Declaration Form
(3) Sealed Test Manuscript Envelope (DO NOT OPEN)
(4) Test Manuscript for ALT
(5) Student supplements (enough copies for each student)
(6) Certificates of participation for each student

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TESTING CHECKLIST

List of Equipment

The following items are required in order to administer the test:

1. A reliable video camera/digital video recorder (and tripod)
   　Please familiarize yourself with the camera/recorder and its functions before the test.
2. Reliable power supply for the camera/recorder
   　Preferably a power cord for the camera/recorder, but fully-charged batteries may also work.
3. Video storage medium
   　The original test may be recorded on any type of storage medium, but the final entry must be uploaded to the Google classroom.
4. Test manuscript in its original sealed envelope
5. Declaration form
6. Stopwatch/timer
   　For timed sections.
7. Student name sheet(s)
   　A separate sheet of A4 paper with each student’s name in English should be shown to the camera before the respective student begins the test.
8. Pencils and pens
   　Provide many in case one stops working.
9. Blank paper
   　Students may take notes in certain sections. One piece of paper will be provided for each student but extra may be helpful. All notes must be collected after the test. Please give fresh paper to each student.
10. External microphone (optional)
    　This could improve sound quality, especially in the case of quieter students.
11. Bottled water/tea
    　May be present for yourself, the witness, and students.
12. A copy of this guide as a reference

Before the Test

❏ I have read and understood the HEC Guide.
❏ I have registered my student by completing the online registration form and paying the entry fee by Friday, February 13th, 2026.
(Registration forms will become available on the website.)
❏ I have read and fully understood this HEC Test Preparation Pack.
❏ I have made sure that the video recorder works properly.
❏ I have checked that the video recorder has a reliable power supply.
❏ I have enough storage media for ALL my students at ALL my schools.
❏ I have everything listed under the “List of Equipment” section.

During the Test

❏ I have asked the witness the three question on the declaration form, noted their answers, and had them sign or stamp the form. The Declaration form will be sent with the test (a copy can be found below) and the Transparency Statement is at the bottom of the Declaration form.
❏ I have shown the unopened test manuscript envelope to the camera.
❏ After opening the test manuscript, I have taken a few minutes to familiarize myself with it.
❏ I have shown the name sheets for all the students before their recordings.
❏ I have waited until the appropriate time before stopping the camera.

After a Recording Break

❏ I have prepared the camera to resume recording for at least the duration of the next test.
❏ I have asked the student to remain seated while I replaced the storage medium/batteries (if the break was at the same school).
❏ I have read the Transparency Statement on camera.
❏ I have stated the recording number (e.g. recording number two).

After the Test

❏ I verified that everything was recorded properly by watching the recording before submitting.
❏ I have noted in writing any errors I made and included relevant details.
❏ I have formatted the recording in a suitable file format for upload to the Google classroom link.
❏ I have uploaded the declaration form using the Google classroom link.
❏ I have uploaded the final recording and I have made sure it was submitted by March 31st, 2026.

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Section 2 – TEST RULES

1. The test manuscript MUST NOT be opened before the declaration form has been
   signed in front of the camera. If the ALT administers the test at multiple schools, the
   Transparency Statement at the bottom of the declaration form must be read aloud
   on camera to affirm that the content of the test hasn’t been relayed to any students
   at the new school.
   
   
2. There should be minimal breaks in the recording. Breaks may occur between
   schools or between students if there is not enough room on the recording medium.

See the RECORDING BREAKS section for more information on the proper procedure for taking a break during recording.

3. The ALT and the witness MUST NOT use Japanese during the test.
   
   
4. The ALT and the witness MUST NOT give visual cues during the test. This includes
   excessive gestures or visual confirmation that the student is correct or has made a
   mistake (i.e. shaking or nodding your head). Natural hand and face gestures that
   would be used conversationally are acceptable.
   
   
5. The ALT and the witness MUST NOT correct a student’s pronunciation or answers
   during any part of the test.
   
   
6. The ALT MAY ask a student to repeat themselves an unlimited number of times if the
   ALT did not hear or believes the answer would not have been heard on camera. The
   witness MUST NOT ask a student to repeat themselves. The ALT MUST NOT
   ask the student to repeat themselves in order to encourage the student to correct
   themselves. The ALT may say “I don’t understand,” only if the ALT did not
   understand and a response is required.
   
   
7. The ALT MAY prompt the student if they are struggling. For example, the ALT may
   direct attention to certain sentences or picture elements and ask a question such as
   “What about this?” to try and draw a response from the student. Such prompts should
   be kept to a minimum and only used if the student is truly struggling. The witness
   MUST NOT provide such prompts. Remember that if the student is not struggling,
   interrupting them may cause them to lose points in some of the sections.
   
   
8. The ALT and witness MAY answer questions in English. This includes questions such
   as “What is kawaii in English?”
   
   
9. The ALT and witness MUST NOT answer any question that requires them to use any Japanese. This includes not being able to answer questions such as “What is ‘cute’ in Japanese?” The ALT and witness MAY, however, give definitions or explain words in English.
   
   
10. During timed sections, the student MAY see the stopwatch/timer or clock, but are not required to.
    
    
11. Students are only permitted the following items in the test room:
    i. Pen(s) or pencil(s);
    ii. Eraser;
    iii. Sharpener;
    iv. Bottled beverage (optional: you may have water/drinks present for yourself, the witness, and students.) All other items should be kept outside of the test environment.
    
    
12. Note paper will be provided in the sealed test envelope. The ALT may provide extra paper only if more than one sheet is needed per student.
    
    
13. Each student must forfeit his or her notes when they complete the test. The ALT MUST destroy said notes when they finish testing all registered students at one school. Neither the ALT nor witness may share the notes with anyone.
    

Please do your best to respect all the above rules to keep HEC fair for everyone. If
any of the rules are broken, the issue will be referred to the HEC Test Committee Chairs.
Depending on the situation, the student’s score may be lowered or the student may be disqualified.

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Administering the Test

Follow these steps to ensure the test is completed properly:

1. Start the video recording when ONLY you (the ALT) and the witness are in the testing room.
   
   
2. Ask the witness the three questions from the Declaration Form in either English or Japanese – this includes the request for the signature statement. Write down their answers and have them sign. Tell the witness that they may go off-screen.
   
   
3. Clearly show the UNOPENED test manuscript envelope to the camera.
   
   
4. Open the test manuscript envelope. Take a few minutes to read through and familiarize yourself with the test. Make sure that all the pages are there and in order. If something is wrong/missing from the test, temporarily suspend administering the test to that student and immediately contact the HEC Test Committee Chairs. The test should not be administered in the event of missing test materials. A new test will be sent to you.
   
   
5. Call in the first student. Show the student’s name written in English on a piece of A4 paper to the camera for a few seconds. Please make the letters are dark enough to be seen clearly on camera.
   
   
6. Administer the test following the directions on the test manuscript.
   
   
7. Collect all notes and test materials from the student after the test. These materials must be destroyed. They MUST NOT be returned to the student at any time.
   
   
8. Let the camera record continuously. Only stop the camera to put in new storage media or to go between schools. Students should not be allowed to talk to each other until they have ALL finished the test. For further explanation, see pages 16-18.
   
   
9. When the test has been administered to all of your students at ALL of your schools, please gather the recordings for EACH school and upload to the Test Submission Google classroom. The initial recording may be done in any format, but the final entry MUST be one that can be submitted to Google classrooms.
   
   
10. CHECK THAT THE RECORDING IS COMPLETE AND WORKS! Watch the recording in a media viewer and check the video and sound. Do not assume that everything is fine. If there is a problem, contact the HEC Test Committee Chairs immediately.
    
    
11. The whole recording should then be split by the ALT into individual recordings for each student. The title for the submission of the video should include the following information:
    i. Your name
    ii. Student’s name (English)
    iii. School’s name (English)
    
    
12. If, for any reason, small irregularities occur (ex. forgetting to ask the witness a question), please include a note to the judge to explain what happened. Small irregularities that do not affect the fairness of the competition will not disadvantage the student.
    

All entries must be submitted by March 31st, 2026.

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How to use Declaration Form

You will receive a declaration form in the test package. This must be completed on
camera by you and the witness as stated in step 2 as listed on page 13. The declaration
form is a means to encourage fairness and transparency. It also acts as a date stamp for
the video recording. Please fill this form out before beginning testing at each school. All
declaration forms must be submitted via the upload link provided on the cover
letter of the test package.

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Witness

All testing must be attended by a witness. The witness is usually a JTE, but this is not
mandatory. The witness may be any teacher from the school or another ALT. The witness
will be asked to respond to three questions on the declaration form and to either sign or
stamp it with their inkan. The questions may be asked and answered in either Japanese
or English. The witness does not have to speak fluent English, but should be able to
discern if the ALT is feeding additional information to the student or if any other form of
cheating occurs.

The witness is not expected to participate in the test. However, as stated in rule 8 on Test Rules, the witness may answer questions from the student in English. Questions must be
asked only in English (not including the specific word a student is asking about, e.g. “How
do you say kawaii in English?”) and both the witness and ALT may respond in English only.

If, for any reason, a single person cannot be the witness for the full duration of the testing
at a school, please have the next substitute witness complete a new declaration form (in
this case, please photocopy the blank Declaration Form before the test begins).
Likewise, when moving to another school, the new witness must complete a new
declaration form. The witness of each school may be the same person if that teacher
agrees to travel to multiple schools with the ALT.

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Slip-ups

• If you realize during the test that you missed a section or a question, you may return to administer the missed section or questions at any point.
• If you make a mistake, don’t panic. If possible, correct the mistake. If not possible, don’t worry. As much as possible, errors on the part of the ALT will not affect the student’s score.
• If you make a large mistake that you feel may affect the judging or may have given your student an unfair advantage, please contact the HEC Test Committee Chair immediately after testing to work out a solution. Please ensure that you make a note of the error and include it in an email at the time of video submission.

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RECORDING BREAKS

If you are entering more than one student, you may find that you are unable to continuously record every student’s entry. This may be because all the entries won’t fit onto a single storage medium, or that your students are at different schools. Please follow these instructions for making the necessary recording breaks.

Breaking Between Students at the Same School

1. Determine an Appropriate Stopping Point.
   Recording breaks should occur between students. If you have many students at a6
   single school, it is possible that all the entries will not fit into one recording. You should
   factor about 15 minutes of initial recording time for the declaration form, opening the
   test manuscripts, and general preparation (including carefully reading the instructions
   before inviting the student into the room). Next, you should budget at least 30-40
   minutes for each student. For example, if you are only able to record for 90 minutes,
   you should break after the second student, despite there still being some space on the
   storage medium. The remaining time on the medium will likely not be enough to fully
   complete the next test. Keep an eye and be aware of the time left for the recording. Be
   prepared in case some tests run long and you may have to break sooner than
   expected.
2. Stopping the Recording.
   When you have finished testing a student and you have insufficient recording room for
   the next student, you will have to stop the recording. To do so, finish the test with the
   current student, send them away and invite the next student in. Once seated and ready
   to begin the test, state to the camera that you are stopping recording number one or
   two (whatever the case may be). At that point, stop the recording.
3. Switch the Recording Medium.
   While the next student to be tested is sitting and ready, prepare the video camera to
   resume recording.
4. Resuming Recording.
   6 See page 18 for instructions on how to deal with accidental stops mid-test.
   HEC Test Preparation Package – 16
   Start the video camera and state that you are beginning recording number two or
   three (whatever the case may be). Read the Transparency Statement. The next7
   student to be tested should remain seated and ready during this process.
5. Resume Testing.
   At this point you may continue with the test as usual. The student’s name (clearly
   written on A4 paper) should be shown on the new recording before beginning
   their test as explained in step 5 on page 13.

Breaking Between Schools

1. Changing Storage Mediums.
Decide if you will continue to use the same storage medium or use a new one for
each school. If you are only testing one or two students at each school, it may make
sense to simply record all the tests on the same medium. However, if you have
several students at each school, it is best to use a new storage medium for each
school. This way you can keep recording breaks during testing at each school to a
minimum.
2. Finishing the Test.
Once you have finished testing all the students at a school, you may stop the
recording. There is no special procedure for ending the testing at a school.
3. Beginning at a New School.
You should go to the next school within a short time of finishing at the previous
school (i.e. within a day or two). DO NOT bring the test manuscript from the
previous school; you will be sent a new sealed manuscript for each school. The
preparations for testing at every school are the same; once you have your camera
and testing space set up begin as previously described.
4. Read the Transparency Statement.8
You will have to read the transparency statement before beginning anything at the new
school.
5. Repeat Testing Procedure (for each school).
You must have a witness and complete a new declaration form at each school. The witness may be the same person or a different person, but they must complete a new declaration form at each school, regardless. You must show a sealed test envelope to the camera. You MUST NOT bring the test manuscript from previous schools to subsequent schools or discuss the content of the test with anyone until you have finished testing ALL your students at ALL schools.

Accidental Mid-test Stops

1. Check Elapsed Time and Storage Space.
   Stopping a recording mid-test should be avoided if possible. Stopping mid-test can
   cause sections and questions to be left out of the final submission or cause students to
   become flustered. It is advisable to have a timepiece apart from the stopwatch used
   for testing to keep track of the total elapsed time.
2. Stop the Test.
   As soon as you realize the camera has stopped recording, immediately stop testing. If
   you believe you will run out of time before the test is complete, try to stop between
   sections of the test.
3. Switch Storage Medium.
   The student should remain seated and ready to resume testing while you replace
   the storage medium in the camera.
4. Resuming Recording.
   State to the camera what happened, the current student’s name and which recording
   number you are beginning (for example, state that you are beginning recording number
   two after the first tape ran out of room). Read the Transparency Statement. The
   student should remain seated during this process.
5. Resume Testing.
   Continue with the test from the point where you stopped. You MUST NOT repeat any
   part of the test even if it was not recorded. If part of the test was not recorded, please
   make a note to the judge about the missing section and how the student responded
   during the missing section. Contact the HEC Test Committee Chairs as well with this
   information. While ensuring the competition remains fair, every effort will be made to
   prevent such missing sections from adversely affecting the student’s score.

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Section 3 – TESTING ADVICE

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TEST STRUCTURE

The 2026 version of the test includes changes from some prior versions of the test.
These include a complete change of rubrics, and some changes to the JHS “Comic
Description”, and the SHS “How do you…?” sections. Even if you are familiar with the
test from previous years (particularly those before 2025), we strongly suggest you
review the new rubrics and the changes made to those sections.

Points to Consider

● If an instruction says that the student or the ALT “may” do something, it means that it is
optional. Neither the student nor the ALT is obligated to do it. For example, if an instruction
says that a student “may take notes,” it is ok for the student to take notes if they choose to
do so. Please prepare your student to understand which instructions are optional.

● Unless stated otherwise, a 30 second warning may be given before the end of each time
limit. Please be sure to explain to your student ahead of time how the warnings will work so
they are not distracted by it. You may also decide with your student not to provide these
warnings. Students may see the timing device during the duration of the test.

● When preparing with your student, keep the judging criteria in mind. The judging
rubrics can be found on pages 40 and 62 of this document.

● Make sure that your student becomes familiar with the test format, the rules and
instructions. This will make your student feel more comfortable during the test as well as
prevent them from losing points due to a misunderstanding of the instructions or rules.
This includes ensuring the student knows which questions may be repeated and
which may not.

● If you are entering multiple students, when administering the test, tailor the test to
each student. In some sections, you are able to select the questions to ask your
students. Make your selection based on the student you are currently testing. You are
encouraged but not required to ask different questions for each student.

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PART 2 – STUDENT PREP

Preparing your students for the HEC Test.