Toolkit Timesavers and Best Practices

Did you know you can upload a CSV file to add new staff in bulk? Or that you can reassign staff and rooms you already added for a concurrent or future test administration? Keep reading to learn about timesavers and best practices for coordinators. 

Adding and Reassigning Staff 

There are several ways to add staff to an upcoming 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 before you add new staff. That way you don’t waste time adding staff you don’t need and don’t risk creating duplicate or conflicting records, which can cause issues later. 

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

Decide if uploading a file is the most efficient way for you to add new staff. Consider these factors: 

• There are only four required data points for each staff member: first name, last name, phone number, and email address. 

• 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 Concurrent Test Administrations 

If you’re setting up for multiple AP Exams, multiple tests in the SAT Suite, or both, you can save a lot of time by reassigning staff and rooms whenever possible. Note: Schools that are also test centers can’t use rooms and staff data entered into Test Day Toolkit  for SAT Weekend administrations. 

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. 

Assigning Students to Rooms Before Test Day 

Assigning students to rooms in Test Day Toolkit before test day is required for SAT Weekend and optional for other tests.  

If your school is administering AP Exams, SAT School Day, or PSAT-related assessments, you’ll need to decide if assigning students to rooms is right for you. If you do, you can take advantage of these features: 

• Printing a room directory so students can find their own room 

• Printing sign-in tickets sorted by room with a coversheet for each proctor (SAT School Day and PSAT-related assessments only).  

However, preassigning SAT School Day and PSAT-related assessments students to rooms makes it impossible to test students in different testing groups in the same room. 

For SAT Weekend, use the auto-setup feature to assign students to rooms by testing group with the click of a button. Next, check for students with small-group testing and other accommodations and move them individually as needed. 

For SAT School Day and PSAT-related assessments, follow these instructions for moving students to rooms in bulk: 

1. Go to the All Students page. 

2. Click Columns to add the grade level and exam setup status columns to your roster. 

3. Filter your roster to show only students who meet your criteria. For instance, filter grade level to show only students in 11th grade or filter the testing status column to show students who haven’t completed exam setup. 

4. Check the box at the top of the first column to select all students on the filtered list. 

5. Click Move students to rooms. 

Managing Staff  

Make sure staff can access Test Day Toolkit before test day: find out which staff have made sure they can access the upcoming administration by looking at the Sign-In Success column on the Staff page. 

Share your responsibilities: If you’re coordinating AP Exams, SAT School Day, or PSAT-related assessments, add backup or secondary coordinators and give SSD coordinators access. Add them to the administration as you would any other staff and then assign them the coordinator role.  

Unlike other staff, they’ll be able to add and view rooms and staff like you can, but as the primary coordinator, you’ll still be the only one who receives coordinator communications from College Board. 

Monitoring Test Day Progress 

To monitor each room’s progress on test day and identify proctors who may need help, filter and sort your student roster: 

1. If you’re administering multiple tests at once, open Test Day Toolkit on multiple tabs and select a different test administration on each tab.  

2. On test day, go to the All Students page. 

3. Before students arrive, sort the roster by room and filter the testing status column to show only students who are Ready to test. This will only work if students are preassigned to rooms. 

4. Later, find out which rooms started testing by changing the filter to list only students in Section I.  

5. Toward the end of the day, filter the column to show only students with a Submitted status.