IAAP – CAP Test
The International Association of Administrative Professionals (IAAP) offers the Certified Administrative Professional (CAP) assessment. Becoming certified is a way to demonstrate commitment and professionalism. An administrative professional is a person that is accountable for doing administrative jobs, manages data in order to support the staff and workplace, and wants to become more proficient (both personally and professionally) in the field. IAAP’s core values include integrity, encouragement, leadership, loyalty, professionalism, relevance, pride, connection and individual importance.
- Office Systems and Technology – approximately 175 questions to complete in 2 ¼ hours, as follows:
- Computer Hardware, Systems, and Configuration – 12%
- Document Layout, Design, and Reproduction – 16%
- Software – 60%
- Managing Physical Resources – 12%
- Office Administration- approximately 175 questions to complete in 2 ¼ hours, as follows:
- Records Management – 28%
- Communication – 72%
- Human Resources – 48%
- Accounting Procedures and Analysis – 16%
- Time Management – 12%
- Communication – 24%
- Advanced Organizational Management – about 175 questions based on case studies to be completed in 3½ hours, as follows:
- Organizational Planning – 28%
- Advanced Administration – 24%
- Team Skills – 24%
- Advanced Communication – 24%
The items on the assessment have been created to gauge the following:
- Fundamental familiarity with information and vocabulary
- Understanding of ideas, measures and philosophy
- Use of ideas
IAAP – CAP Test Practice Questions
1. The best type of font to use for printed documents such as reports, brochures, and newsletters is:
A. Sans serif
B. Plus serif
C. Plus sans
2. A set of film images need to be scanned. They contain some scratched areas, and the color has faded. Which is the best scanner choice for this work?
A. A flatbed scanner
B. A film scanner
C. A handheld scanner
D. A portable scanner
3. CNIC stands for:
A. Converged Network Interface Card
B. Central Network Interface Card
C. Converged Network Interface Component
D. Central Network Interface Component
4. Emails should be returned:
A. Immediately, as many are time sensitive
B. Only when necessary
C. Once a day
D. Email shouldn’t be sent from the office at all
5. Advantages of using software to move to a paper free office include:
A. Greater security, more efficiency; lower costs
B. Greater security, more efficiency; greater legal protection
C. More efficiency, greater legal protection, lower costs
D. All the above
6. What three colors are used on a computer monitor?
A. Red, yellow, blue
B. Red, orange, blue
C. Orange, green, purple
D. Red, green, blue
7. With a high end application that requires a high degree of accuracy, is a microcontroller of 4 or 8 bits, or a 64 bit CPU a better design choice, and why?
A. A microcontroller; faster
B. A 64 bit CPU; less heat
C. A 64 bit CPU; greater precision
D. A microcontroller; greater precision
8. Data Centers are expected to follow TIA942 designations established for:
A. Layout and reliability
B. Infrastructure, cooling and fire protection
C. All the above
D. None of the above
9. Horizontal communication is also called:
A. Sideways communication
B. Peer to peer communication
C. Non vertical communication
D. Literal communication
10. OSHA federal regulations are applicable to most private sector companies and require records regarding _____________ be kept.
A. Employee illness, absenteeism and personal time
B. Employee retirement investments
C. Work related injuries
D. Company net worth
11. A company needs to purchase new chairs for workstations. They have selected a model with an adjustable backrest and an average width and depth. What considerations should be made regarding armrests?
A. Armrests make stacking chairs for floor cleaning difficult.
B. Armrests encourage employees to relax, slump and sit too far from monitor.
C. Armrests offer forearm support for comfort and efficiency.
D. Armrests cause longterm problems by discouraging muscle development.
12. Coverage, debt, return on assets and return on equity are types of:
B. Management issues
D. Balance sheets
13. Where should a document holder be positioned?
A. Flat on the desk extension, to the right of the monitor
B. On an accordion stand attached to the monitor so user can adjust
C. Clipped to a rigid frame directly above the monitor
D. At a height and distance equivalent to that of the monitor
14. What are CCD and CIS technologies?
A. Charge couple device and Contact Image Sensor
B. Core Component Digitalization and Content information security
C. Cooperative card devices and Conceptual Ideas Station
D. CCD is a type of climate control device; CIS is an empty acronym but SIC means Secure industry components.
15. A sidebar in a written document is used to communicate:
A. Bullet or other lists relevant to the text
B. Diagrams, charts and other graphics
C. Publisher information
D. Company information
16. When considering page design, the single most important aspect is:
17. OpenGL and DirectX are ____________ and are supported by __________.
A. Networks; networking cards
B. Online communities; private donation
C. Internet security; federal grants
D. Libraries; video cards
18. A bug is a(n):
C. Error in programs
D. All the above
19. Where will information on sponsors, editors and other contributors be recorded in a newsletter or industry publication?
20. The newsletter features three different typefaces. They are distinct, yet very similar. This is called a _________ relationship.
1. D: Serif fonts contain lines that finish their major strokes; they have been described as ‘feet’, because the letters seem to balance on them on the page. Serif fonts are easier to read in a block of hard copy text such as a book or newspaper, than fonts lacking ‘feet’, called sans (without) serif. Sans serif fonts are most often found in headlines, shorter texts, and informal pieces of writing that appears in hard copy. With internet applications, however, the relationship is reversed. Sans serif fonts are commonly used for website text, including body text, because they are particularly well suited to computer screens which are illuminated. Serif fonts can give a website a cluttered feel because the fine lines that create the ‘feet’ are visually distracting in such a context. Some common serif fonts include Times Roman, Georgia, Garamond, and Palatino. Examples of sans serif fonts include Arial and Century Gothic.
2. B: A film scanner, which is for the purpose of scanning photographs into a computer, can be used to minimize scratched areas, as well as to enhance faded color. Specialized software is required for this application. Film scanners permit greater control as well; the image can be cropped, the film image ratio can be altered, and so on. Flatbed, handheld and portable scanners all offer their own unique advantages as well. Choose a flatbed scanner when accuracy is important; flatbeds hold the document in place. Handheld scanners are preferred when it’s important to avoid damaging a delicate image or document. A portable scanner, while small and convenient, is best used to scan documents only, as their resolution is limited.
3. A: A central network interface card (C NIC) allows data manipulation and storage to be located in a single piece of hardware in order to facilitate data management. A central network interface card also permits a work station or a server to connect to Ethernet because it includes both an Ethernet controller and procedural firmware. No two central network interface cards share the same physical address, because each is issued a unique address. The programmable read only memory, or PROM, stores the physical address.
4. C: While it is tempting to keep instant message notification turned on, it’s a better idea to shut it off until the end of the workday. Setting up work email accounts to send an automatic response to email senders notifying them that responses will be sent after 4:30 will ensure that urgent items needing to be addressed immediately won’t be overlooked. If a sender has an urgent matter, telephoning is more appropriate; following up with an email creates a paper trail and is useful for documenting purposes, but important information or requests for action that require immediate attention should never be delivered only via email. By notifying senders that responses will be sent at day’s end, considerable time will be saved; often, an issue has been resolved by then, or the answer to a question found.
5. A: Many software packages are currently available for making the office environment relatively paperless. Eliminating all paper is neither desirable nor recommended; hard copy may be required for legal reasons, and electronically stored documents can become corrupted, be attacked by viruses, or fail for other reasons. However, eliminating as much paper as possible offers several advantages. Far less storage space is required, reducing space related costs. Many business procedures are streamlined using office software; time is saved. Digitally encrypted documents contain an extra layer of security that filed hard copy lacks. Moving to a paperless office means scanning hard copy and indexing them, recording all future data electronically, using electronic sensors to automatically record data, creating customer interfaces online to order products, check status or otherwise get information, and establish a content management system that allows access from outside locations.
6. D: RGB stands for Red, green, and blue. Using these three primary colors mixed with light in the pixels of a computer screen allows the screen to display all possible colors. RGB is used for all types of video displays; however, this color model is not used for printing as light cannot be translated to a printed page. Instead, cyan, magenta, yellow and black, called CMYK, are used. Laser printers are capable of converting RGB into CMYK in order to print a digital file; however, the colors are not always true. Because RGB technology is dependent upon how a device senses or reproduces its values, it requires the use of color management tools to achieve relatively consistent color. Televisions, video and digital cameras and scanners all use RGB input. RGB output is used in CRT, LCD and plasma technologies, computer monitors, cell phone displays, and video projectors.
7. C: A 64 bit central processing unit offers the greatest precision of these choices. High end applications contain an increased number of digits, and require a microcontroller able to handle the increased complexity and power needs. Four or 8 bit microcontrollers are often used for these types of applications, and have an advantage over more complex ones in terms of cost. In addition, because they use less power, they throw less heat. However, these advantages come at the expense of a higher degree of precision. High end applications, which typically depend upon greater accuracy, will have these needs better met with a 64 bit central processing unit.
8. C: Data centers should follow Telecommunications Standards for Data Centers designations that set guidelines for layout of site space, additional or backup power supply, infrastructure of cables, cooling, and fire containment. This standard was created by the Telecommunications Industry Association (TIA), and includes specifications for processes and applications including electrical design, data storage, network security, web hosting, management of databases, and application hosting, among others, for fiber optic as well as copper media. TIA942 compliance offers standardized language, dependable operations that have been protected against failure of both human and natural causes, and can be readily expanded or scaled down to suit a changing variety of needs.
9. D: Horizon communication, also called literal communication, is the means by which information is coordinated and employees operating at the same rank or level collaborate on group projects, or give or receive input on individual projects. Literal communication is useful for problem solving, improving morale, increasing efficiency, and completing work in good time. While literal communication takes place between peers, it cannot exist in a vacuum, and requires input from above through top down communication and a means by which employees at a lower level can send information, questions or opinions to those above them, which is called bottom up communication.
10. C: OSHA, the federal Department of Labor’s Occupational Safety and Health Administration, requires that work related injuries be recorded and reported. It sets permissible exposure limits to a range of industry dusts and chemicals, establishes acceptable personal protective equipment, lists required procedure when maintaining or repairing energy devices, sets a standard for air quality, as well as for communications of information on hazards. In addition, OSHA has issued process safety management standards designed to minimize industrial accidents, prevent exposure to blood borne pathogens and asbestos, and prevent trench or excavation cave ins. OSHA offers brochures on ergonomics, occupational safety and health, and other health related issues in the work place.
11. C: Correct ergonomics are important to workstation comfort and productivity. In a seated position, the upper body remains physically capable of movement that can potentially cause discomfort or damage to a particular part of the body, or refer pain elsewhere in the body. The neutral position for the arms is to hang downward from the shoulders. Typing, writing and using the telephone require arm movement; in order to avoid injury, it’s important to select furniture that helps retain a neutral posture. Non neutral positions can create localized pressure or increase the force of a movement. Ergonomically designed arm rests protect against ischemia, or muscle tension that inhibits blood flow and results in pain and fatigue. The correct height won’t raise shoulders or cause leaning. The arm rest length should permit work surface contact without sitting away from the back rest. Hips should be comfortable between the arm rests.
12. C: A coverage ratio is one way to determine how financially solvent a company is by dividing cash flow by a particular expense. Types of coverage ratios include fixed charge, debt service, times interest earned, and interest coverage ratios. A company is considered financially sufficiently strong over the short term if a coverage ratio arrived at after the formula is applied equals or is greater than 1.0. SEC regulation G mandates that publically held companies must disclose the formula they used to calculate the coverage ratios. Debt ratio is found by dividing debt capital by total assets to determine the degree to which a company depends upon debt to fund assets. Return on assets ratios describes the pre tax return on total assets and indicates how effectively resources are being managed. The return on equity ratio indicates how efficiently a company is able to generate profit based upon available resources.
13. D: The document holder needs to be sufficiently stable enough to hold a variety of documents, including those that may be extensive or heavy, such as books or thickly bound documents. It’s important to situation the document holder at the same level as the monitor, and an equal distance to the user. This will eliminate the need to look back and forth and will save time otherwise lost to refocusing, eliminate fatigue and eye strain, and will create a greater degree of physical comfort. A poorly positioned document holder can cause awkward head or neck angles or be difficult to read due to glare or uneven lighting.
14. A: Charge couple devices (CCD) and Contact Image Sensors (CIS). Scanners use these types of devices to convert an image to a digital file. CCD sensors contain a mirror system that focuses an image on CCD cells, and an optical lens. An A/D converter chip is required, since CCD works by analog. While CCD sensors are more expensive, they are found in most flatbeds because they offer considerably higher quality images. Compact and portable scanners and fax machines employ CIS technology, because it is smaller, less costly and doesn’t rely upon an optical system. Instead, CIS units combine LED light within the chip and are designed to be used in very close proximity to the document being scanned. The depth of field above the scanner surface is zero, which means that in order to create a sufficiently sharp image, the document must be touching the glass.
15. A: A sidebar is a visual design element frequently included as part of an article, report or other text document. It is a boxed area that highlights important points or supplies additional information. Sidebars typically are outlined; in addition, they are often set with a different font type, size or both to visually set them apart from the body of the text. In addition to supporting or enhancing the document’s message, a sidebar offers the added plus of creating visual interest and simultaneously breaking of the body of the text. Often times, they are printed in color, with white type against a black background, or in shades of gray to draw visual attention. While a sidebar might be used to list statistics such as numbers or percentages, they are used in a different capacity than a chart, graph, timeline or other primarily visual method of offering data.
16. C:Today, messages are read from a page, computer screens, cell phones, even vehicles. Print media such as books, newspapers, journals, reports, brochures, and print ads have specific purposes and are designed for specific audiences. Information designed for the web exploits a completely different medium, is absorbed differently, and appeals to an audience with distinct expectations. Web design must consider the limits of computer screen. While an annual report can be text dense, a web page must allow white space to avoid overwhelming the viewer, and visually appealing areas that aren’t designed in the left right top bottom manner of print texts. A website offers layers of information that can be called up in a multitude of arrangements, unlike a book that is read from front to back. The medium truly is the message; any page design must first and last consider how the information will be displayed and absorbed.
17. D: OpenGL and DirectX are libraries supported by video cards. They can contain code that has been programmed in to offer a user commands that permit graphics manipulation. Using OpenGL or DirectX, a user can rotate an object, move an object from one location to another, create shadows by casting light from a particular angle, morph polygons, and more. In order to operate a program using OpenGL or DirectX functions, a computer must support them with a video card.
18. C: Computer bugs are distinct from viruses, Trojans, or worms in that they are accidental errors in computer programming rather than intentionally planted destructive codes whose purpose is to disrupt or destroy work, or negatively affect a user’s online experience. A bug is often almost entirely harmless, and may only cause a momentary or temporary glitch; however, some bugs can cause a program to fail to respond to a command, to freeze. A bug can also be responsible for a complete system failure, also called a crash. Rarely, a computer bug might be the vehicle by which a malicious user exploits the intended purposes of the program to gain access the hard drive. It is extremely unusual for a bug to be caused by the hardware that makes up a computer. They are much more frequently caused by an error in programming or an inadequacy in the design of the program.
19. C: The masthead is where a reader can find publication information such as the names of the writers, editors, department heads, photographers, graphic design personnel, columnists, and photographers. The masthead, which is also called the flag or the name plate, is typically placed on the inside front page. The term masthead is a reference to the brass plate listing a ship owner’s information that is attached to the main mast. Mastheads might also include publication policies, for example, submission policies; circulation information; advertising rates and contact information; number of subscribers; and other pertinent information.
20. D: Conflicting typefaces are typically not a good choice for any type of project. Because they are not sufficiently visually distinct, the do not efficiently group areas of text into conceptually distinct areas. If a reader notices that different but very similar typefaces are being used, confusion will be the likely result. If the typefaces are so similar that some readers may not even register them, they still have the ability to be subconsciously distracting.