Fee Based Pricing Option: Monitoring/Managing Online Registration

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Category: Education
     
 

Presentation Description

For schools whose campus, district and/or state funds pay for the students' entire AP exam cost. This presentation doubles as a "How To" and an introduction to Excel Registration's AP exam registration services and shows how the AP exam coordinator can easily manage and monitor the online AP exam registration process.

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Presentation Transcript

Why Excel Registration? (per exam fee based option):

Why Excel Registration? (per exam fee based option) Seamless registration, exam management, and email communication tools Cloud based service: share access for receipting exam payments and access AP exam information and administration tools from anywhere Extremely cost effective at 50 cents per exam, regardless of school size

Presentation 1b:

Presentation 1b This is the first of 4 presentations designed to quickly familiarize coordinators with Excel Registration’s features This presentation covers program functionality designed to help the coordinator monitor and complete the registration process Items covered in this presentation provide an excellent overview of Excel Registration’s exam registration, logistics, and administration management functionality

Subsequent Presentations:

Subsequent Presentations Presentation 2b : Exam Ordering, Exam Preparation, and Exam Administration Reports; Plus Associated Email Functions Presentation 3b : Creating the Coordinator Account and Setting Up the Exam Registration Home Page Presentation 4b : The Student Registration Experience

Monitoring and Managing the Online Registration Process :

Monitoring and Managing the Online Registration Process Reporting and Email Functionality

Report and Email Systems Functionality: Important Considerations:

Reports, exam rosters and email lists are populated by information entered during the student registration process Fee based student registration is a four step process Until all four steps are completed, student registration remains incomplete Report and Email Systems Functionality: Important Considerations

Student Registration: Important Considerations:

Students who do not complete registration may risk missing their exams as their exams may not be ordered (this is up to the discretion of the individual coordinator) This presentation highlights tools used to monitor and communicate with those occasional students whose registration process remains incomplete Student Registration: Important Considerations

The Four Steps of Student Registration:

Student action: Account Creation (5-7 minute process) Student action: Exam Selection (1-3 minute process) Student action: Exam Confirmation (1-3 minute process) Exam Coordinator action : Exam Verification (<1 minute process) The Four Steps of Student Registration

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Click to access Coordinator home page. Access Excel Registration’s home page: www.excelregistration.com to navigate to the coordinator login page Important: This presentation assumes 1) that a registration home page is set up and 2) students are in the process of registering. The registration page setup and the student registration process will be covered in Presentations 3b and 4b.

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Login credentials are entered into the appropriate fields . The coordinator then logs into the Coordinator Control Panel .

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The Coordinator Control Panel Please note that references to Recording Payments, etc., will appear in the coordinator control panel, but apply only to the verification process for fee-based schools. (more information later in this presentation)

…just a reminder:

Until a student has completed their three steps of the registration process, registration remains incomplete The Exam Coordinator completes the fourth and final step, which is… Verification of student exam selections, which will now be illustrated …just a reminder

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Verification of Student Exam Selections Verifying student exam selections begins by clicking the Record/Update Payment link.* *These links will be retitled for verification purposes in Excel Registration v. 5.0

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Notice the Pay Method and the Pay Status c olumns. What appears in these columns affects a student’s registration status. (The Pay Method for all fee-based schools will be “Other” for all students) This brings up the Payment Record Update and Maintenance page

When a student confirms their exam selection, payment status is automatically marked pending and::

…the student’s name will auto populate to their selected exam roster(s) …the student’s contact information will auto populate to the appropriate email distribution lists …the student has completed all three steps of the registration process When a student confirms their exam selection, payment status is automatically marked pending and:

When a student confirms their exam selection, payment status is automatically marked pending. Until the coordinator verifies the student’s exam selection::

…the student’s name will not populate to exam rosters …the student’s contact information will not populate to specific exam email distribution lists …the final step of the registration process remains incomplete When a student confirms their exam selection, payment status is automatically marked pending . Until the coordinator verifies the student’s exam selection:

However, students with a pending pay status will automatically have:

…their names populated to payment pending reports …their contact information populated to pending category email distribution lists (This makes it easy for the coordinator to identify and communicate with students who may have made incorrect exam selections) However, students with a pending pay status will automatically have

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So, let’s take a student from pending to paid status using Eddie Vedder as an example. The Exam Coordinator wishes to verify order #1654. Verification moves Eddie from pending to paid status as follows: Begin by clicking on the linked order number, which brings up the Payment Update/Edit window.

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Use the drop down menus to record Eddie’s payment… Use the comment box as needed.

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Important: If paid is not marked in this drop down menu, Eddie will remain flagged as pending in the system. Click the U pdate button to verify the exam selection.

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A verification message appears that the order has been updated. That’s it! Now Eddie’s exam selection has been verified and: Eddie’s name will be populated to the appropriate exam rosters and reports Eddie’s name and email contact information will be populated to the appropriate email distribution lists (Note: the Payment Update/Edit Window opens as separate browser window. Closing the window after exam verification shows the Payment Record Update and Maintenance page. Clicking the refresh command upon returning to the Payment Record Update and Maintenance page shows the student’s updated status as shown on the next slide…)

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Now, in the Payment Record Update and Maintenance window, Eddie’s payment information appears and payment status has been updated to paid .

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Use Exam Rosters to Manage and Monitor Registration Access Exam Rosters via this link which brings you to the Roster Summary Page .

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The Total Registered column includes students who have completed the first 2 steps of registration, but whose payment is still pending The Total Paid column includes all students who have completed their exam registration for the particular exam by remitting payment This page will also be used when placing the exam order with the College Board (covered in Presentation 2) Click on an exam name to bring up the roster for the exam.

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The download link is also used to produce customizable exam day rosters (covered in Presentation 2). Teachers can also review this list to help double check that the correct students have signed up for their exam. Use the download link to produce a file to send to the teachers of this subject so they can encourage students who do not appear on the roster to complete registration and/or remit payment.

The Pending Report and Related Email Functionality:

The Pending Report and Related Email Functionality Identifying and Communicating with the Unregistered

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The Payments Pending Report This report helps to identify students who have selected exams, but have yet to confirm their selections.

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Again, a download of this report may be sent to teachers so they can help encourage students to confirm exam selections. Also, use Excel’s email features to send payment reminders to these students

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Email Students with Pending Pay Status Use this link to send a quick reminder to students to get their exam selections confirmed.

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To preview your message, press Send Test to Coordinator this will send an email to the coordinator in the exact form it will appear to students. When the message is finalized, press Send to All .

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Students With No Orders Use this link to email these students to encourage them to complete registration. Use this link to view a report of students who have created an account, but have yet to select exams or confirm their exam selections.

What’s Next?:

This presentation was designed to show the intuitive ease of use provided by Excel Registration If you want to begin setting up your AP coordinator account, you may do so from this link If you would like to view Presentations 2b, 3b and 4b, contact us and we will get it to you in short order Questions? Contact us , with your name and a phone number where you can be reached and we will address your questions promptly What’s Next?

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