Back

Adding and Reassigning Staff

There are several ways to add staff to an upcoming test administration:

  • Select returning staff from a list.
  • Add new staff by uploading a file.
  • Add new staff by typing information into a table.

Here are a few best practices.

Select Returning Staff First

Select returning staff before you add new staff. That way you don’t waste time adding staff you don’t need and avoid issues resulting from duplicate or conflicting records.

Update Contact Information Second

Use the Actions column on the Staff page to update contact information. Using file upload or the table to edit staff details can create duplicate or conflicting records and cause issues later. 

Decide If Uploading a File Is Right for You

To add new staff, you can use a table or upload a file. Before you get started, think about what’s most efficient for you. Consider these factors:

  • There are only four required data points for each staff member: first name, last name, phone number, and email address. If new staff have international phone numbers, it’s simpler to add them using the table option.
  • You can add multiple staff members at once without uploading a file—just type their information directly into a table (add as many rows as you want).
  • For file upload to work, your file must meet specific requirements, but we provide a template to make it easier.
  • The file upload wizard checks for errors and lets you correct them inline.

Setting Up Multiple Administrations

If you’re setting up multiple AP Exams, multiple tests in the SAT Suite, or both, you can save a lot of time by reassigning staff and reusing rooms.  

Note: Room and staff data entered into Test Day Toolkit are not shared between SAT Weekend and other tests, even when they take place at the same school.

Here’s the best way to add staff if you’re setting up for multiple test administrations at once:

  1. Start with your largest test administration. For instance, start with AP English Literature and Composition if more students are registered for that exam than any other.
  2. Use rooms you’ve already added to Test Day Toolkit.  
  3. Add new rooms if you need to.
  4. Select staff from your list.    
  5. Add new staff if you need to.  
  6. Click Switch in the upper right corner to open another test administration, and repeat steps 2–5. 

FAQ

How do I add and remove staff and assign them to rooms?

To add returning staff to an upcoming administration:

  1. Navigate to the Staff page.
  2. Click Select returning staff from the Add Staff dropdown menu.
  3. Check the boxes next to staff names.
  4. Click Add Selected Staff.

To add new staff to Test Day Toolkit:  

  1. Go to the Test Day Staff page in Test Day Toolkit and click Add Staff.  
  2. To add new staff in bulk, click Upload file and follow the instructions for downloading the template, completing it, and uploading it.  
  3. To enter staff names and contact details directly in to Test Day Toolkit, click Add to table and complete a row for each new staff member.

To remove staff from a test administration or make other changes:  

  1. Go to the Test Day Staff page in Test Day Toolkit.  
  2. Find the staff name and select an option in the Actions column. 

After you remove staff from a test administration, they’ll remain on your staff list so it’s easy to add them to another one.  

Learn more about Test Day Toolkit.  

Read more

Related Topics