Set-up the locations and rooms

The first step is to set up all your testing locations and rooms.  This is easily done at AP Exam Service => Manage/Set-up AP Exams =>  Manage Exam Locations/Rooms .  Adding a location/room is as simple as clicking Add Location in the right corner above the table of locations.  This will bring up a page that is pre-populated with the schools address, but can be changed for a different testing location.  Be sure to add the Room Number.  Some schools will enter the room capacity in the notes for future reference.  You will repeat this for all the rooms you may use for exam administration.

Assign Particular Exams for Each Exam

The next step is to set-up the rooms that will be used for each exam.  This is done on at AP Exam Service => Manage/Set-up AP Exams =>  Manage Exams => Edit.  Click edit next to the exam you wish to add a room to.  You can then use the drop-down to select a room.  If you need a second room click the "Add Another Room/Location" to get another drop-down to select another room.

Assigning Students to a Particular Room

The last step is to actually assign students to a particular room.  This is done at AP Exam Service => AP Report Center => Assign Students to Rooms (in the Exams section).  Here you will pick an exam to assign students which will bring up a list of the students .  You can then check each student you wish to assign to a particular room (one room at a time) and click Nest.  You will then choose the Location/Room to assign these students to and click Record Location/Room Assignment.  

You will repeat these steps if you have students that need to be assigned to a different room.

There are several reasons why teachers may not receive and activation email:

• The activation email was not sent by the school admin.  This is a manual step that can be done from the Manage/Set-up Teachers page.
• The teacher's email has a typo from when it was set-up.  Emails can be edited by clicking on the edit icon on  the Manage/Set-up Teachers page.
• The teacher has already "Activated" (perhaps in a previous year).  If a teacher shows as "Activated" on  the Manage/Set-up Teachers page they can log in at www.Teacher.TotalRegistration.net.  If the teacher does not remember their password, they can click the "Forgot Password?" link and the system will email them a link to reset their password.
• The teacher's email software or district mail server has marked the email as spam or is filtering it out.  Please have the teacher check their spam or junk mail folder.  If the issue is with the district mail server, please have the IT department "whitelist" TotalRegistration.net as a safe sender (info@TotalRegistration.net, support@TotalRegistration.net)

You should test with a real email address(doesn't matter which one as long as you have access to it) when testing, so that the system will send you all of the emails that students will receive, allowing you to completely verify the process.  If your school accepts online payments, it will be live, so you should not pay with a credit card and choosing one of the other payment methods.  If you wish to do test registrations multiple times, you will need to use different emails or remove your test registration (AP Exam Service => AP Report Center => Record Management => Remove Registrations Made in Test=Mode).  If you begin a registration but do not complete it (where your email is "used") you can remove it using the Test Mode Removal tool, in order to use this email address.

Here's a list of things you should be looking at:

• Do your directions make sense?
• Are all the questions you desire listed, appear correctly and in the correct order?  Are the appropriate questions required?
• Are all your exams listed?
• Do all of the exams have at least one teacher?
• Do your fees calculate correctly?  Check this as "registering" as both a student with and without Free/Reduced Lunch
• Does the Confirmation page include the directions on how students should be paying?
• Does the registration site complement your school's website?  If not, let Total Registration know and we will re-style it.

Most schools use this wait list in order to accommodate late exam requests after the order to the College Board has been placed.  For example at student requests to be added to the US History wait list.  This student's request can be approved if a different student decides to drop their exam.  This dropped exam can now be used for the student on the wait list.

Please use the Manage Wait-Listed Students in the Record Management section of the AP Report Center. The registration and fees will all be recorded when the wait list request is approved.  Students can be notified of this approval using the Email Confirm feature of the Database Management report under Record Management.

You can ignore wait list requests that you are not able to approve.  These will just stay pending and will not cause any problems in the system.

Manage Standard Questions

Total Registration has created a list of commonly asked questions.  Schools  have the ability to select any or all of the questions from this list, AP Exam Service => Configure AP Registration => Manage Standard Questions.

There are several options when configuring standard questions

• Question Text - Many of the standard questions allow schools to configure the question text in order to display different text then our standard text.  Text is edited by clicking on the question text when underlined.
• Ask Students - How does this question appear to registrants that indicate they attend the school.
• Not on Form - Students will not be asked this question
• Optional - Students will be asked this question, but a response is not required.  In other words, the question can be left blank.
• Required - The question will be shown and a response is required.  Students cannot leave the questions blank.
• Ask Non-Students - A "Non-Student" is a registrant that indicates they do not attend the school.
• Not on Form - Non-Studnts will not be asked this question
• Optional - Non-Students will be asked this question, but a response is not required.  In other words, the question can be left blank.
• Required - The question will be shown and a response is required.  Non-Students cannot leave the questions blank.

• Time Zone - This was configured when the school was set up and can be edited Account => Edit 'School Name".
• Date to Place Order With College Board - AP Coordinators will place their order using the College Board's "AP Central"  Total Registration requires that schools end their online registration at least a week prior to ordering their exams.  This allows schools time to collect stray payments, have teachers verify rosters, etc.
• Date and Time to Begin Registration - This is the time that students will first be able to access the registration site.  Prior to this date/time, students will be presented a message that the registration has not begun and to come back after registration as begun.
• Date and Time to End Registration - The registration will no longer be accessible to the students after the date and time.  If schools elect to use the wait list, the system will allow students to sign up on the wait list after this date.  
• Allow Students to Sign Up For Wait List - Schools can elect to start a wait list after the registration end date.  In this case, students will continue to be able to access the registration site, but instead of "registering" the student's exam will be added to a wait list.  Coordinators can view these wait listed exams and "Approve" a wait listed exam.  This will add the exam, fees, etc to the system and the student will now appear in the exams counts and on the roster.  Wait listed students will not be able to pay for their exams until their wait listed exam is approved.
• Attend Your School - The system can ask students if they attend your school.  If they say no, the system will ask students to identify the school they attend (or if they are homeschool students).  The system also has the ability to ask or require different questions deadening on whether or not the student attends your school.  "Non-Students" can also be charged a different exam fee, which is helpful for schools that subsidize the exam.
• IB Exams - If your school has both and IB or AP program, the system can calculate exam conflicts between the two programs.  Since both of the programs have exams during the same time period, there is a chance that students may have an IB and AP exam at the same time.  They system will ask students if they are taking any IB exams and if they are which exams they are taking.  The system can then identify exam conflicts, allowing coordinators to schedule alternates if necessary.
• Set-up Periods with Teachers - Schools may elect to set-up teachers with periods.  When using this option, students will be required to choose a teacher and period for their exam. Without this option, students will elect just a teacher for each exam. If periods are used, periods may be included in roster reports, allowing for increased segmentation.
• Exams Not Listed - Schools have the option of allowing students to register for exams that are not listed (configured for the school).  If schools elect to use this option, students will be asked if they need to register for an exam not listed.  If students indicate yes, the next page of the registration site will show all the possible AP exams that are not configured.  If a student "registers" for one of these exams, the exam will be waitlisted and will not be added until approved by school staff.  Once the exam is approved, students will be emailed a copy of their confirmation with directions on how to pay their balance.
• Base Exam Fee - This is the "typical" non discounted fee that students will pay for the AP exam.  This fee can be discounted for various reasons (free/reduced lunch, certain exams, based on the number of exams, etc) later in the configuration process.  Think of this as the maximum fee that students will pay for an exam.
• One Time Admin Fee - Schools have the ability to charge a one time fee per registration.  This will be charged each time a student registers and will be independent of the number of exams. 
• Admin Fee Label - How the "Admin Fee" is referenced on the registration site.
• Contact Info - There are some places where the registration site will display the contact info.  This contact info will also be used to generate some of the customized text and directions.

TR has created two ways for schools to configure their refund policy

Defined Refund Policy with Dates – Recommended (Required if TR sells the exams)

TR has made it easy for schools to create defined refund policies.  Schools set –up a date by which students can receive a full refund, the date by which students may cancel but will receive a partial refunds and the date after which there are not refunds.

• Date by which a student can receive Full Refund - This is the date by which students may cancel a registration and receive a complete refund.  We recommend that this date be the end of your registration period.  We strongly believe that a student who cancels a registration during the registration window should be entitled to a full refund.  We do not think that students should be penalized because the registered earlier than their peers who waited to the last minute to register.
• Date by which a student can receive a Partial Refund – This is the date by which a student can cancel their registration and receive a partial refund (charged a cancellation fee). We  strongly encourages schools to set this date just prior to placing your College Boar order.  Remember, after your order is sent, any exams that are returned un-administered will result in a return fee of $13.00.  We suggest that schools take this into account when configuring their cancellation fee.  In addition, most schools with payment processing will not have the transaction fees returned when processing a refund (check your merchant account) so this should be factored into the cancellation fee.  We recommend a $20.00 cancellation fee.
• After the full refund and partial refund dates there are no refunds

TR takes into account your refund policy when handling cancellations in the system.  We will calculate cancellation fees based on this information

Custom Refund Text – Not Recommended

Schools have the ability to create completely customized refund text.  Schools that do not allow refunds should use this option and clearly state that there are no refunds.  TR does not recommend this option for the reasons stated above.

Currency Symbol:

This is the symbol TR will use throughout the site.  For U.S. schools this should be $.

Payment Types Accepted

This primarily refers to they the types of payments that are accepted at school.  Credit or Debit Card Online will automatically be selected for schools that have set-up online payment processing.  Schools have the ability to select from standard payment options TR has configured as well as custom configured options.  To create a custom option, enter the payment option in the white text field.  To use more than one custom option, click the Add More link to add another custom field.  You may create as many custom options as you desire.

Payment Processing

TR has several options in terms on online payments.

• No Online Payment - All payments will be collected at school.  This is the standard option for the TR's registration.  Students will print a confirmation and return it to school with their payment.  Schools will need to receipt the payment according to district policy and record the payment in TR.  TR has created two simple utilities to record payments.  Recording payments allows the system to keep track of who still needs to pay.  Schools can use TR to send emails to students with a balance due.
• Total Registration Sells Exams - TR offers an option where schools elect for TR to sell the exams.  With this option, all students will purchase their exams from Total Registration, either online with a debit or credit card or by mail with a personal check, cashier's check or money order.  This options removes all the payments from school as TR will process, receipt and record all payments.  TR will purchase exams from schools on a monthly basis.  This option is extremely convenient for families as they can pay their fees online all on the registration site, without visiting another web store.  Since TR sells the exams, schools do not need to set-up a merchant account and gateway, saving set-up and monthly fees. 
• The cost of these option is 4.0%  ($1.00 minimum) of the fees students pay.  Most school pass the cost of this convenience on to families by increasing the exam cost.
• Schools using this option need to fill in where the monthly checks need to be mailed
• RevTrak Integration - Total Registration has an interface with school payment processor RevTrak.  In  order to use this option, schools/district must be set-up with RevTrak.   Students will register online with TR.  TR will then send them to a RevTrak cart that will contain their exam fee.  Families will pay at RevTrak and RevTrak will update TR with the complete transaction.  TR will record the payment with the student's record, removing the need for schools to enter these payments. 
• There is an additional fee from TR to interface wtih RevTrak as well as the costs that RevTrak charges.  Most schools will build these costs into the exam fee.
• SchoolPay Integration - Total Registration has an interface wtih school payment processor SchoolPay. In order to use this option, schools/district must be set-up with SchoolPay.  Students will register online with TR and on the preview page will be able ot enter their payment information.  Behind the scenes, TR will send the transaction to SchoolPay to be processed. TR will record the payment with the student's record, removing the need for schools to enter these payments.
• There is an additional fee from TR to interface with SchoolPay as well as the costs that SchoolPay charges. Most schools will build these costs into the exam fee.
• PaySchools Integration - Total Registration has an interface wtih school payment processor PaySchools. In order to use this option, schools/district must be set-up with PaySchools. Students will register online with TR. TR will then send them to a PaySchools' cart that will contain their exam fee. Families will pay at PaySchools and PaySchools will update TR with the complete transaction. TR will record the payment with the student's record, removing the need for schools to enter these payments.
• There is an additional fee from TR to interface with PaySchools as well as the costs that PaysSchools charges. Most schools will build these costs into the exam fee.
• Merchant Account Integration using Authorize.net pr USAePay - TR can interface with a school or district's merchant account (account that accepts credit cards) using either the Authorizxe.net or USAePay gateways (a gateway is needed for schools to accept online payments).  Students will enter their payment information on the preview page of the registration site.  Before the the registration is complete, TR will send the payment information to the gateway for authorization.  If the transaction is approved, the registration is completed.  Since the school's or district's merchant account is used, funds will be directly deposited into the bank account associated with the merchant account.
• Linking to School's Web store (Not Integrated) - Schools can have TR present a link to the school's web store on the confirmation page.  This allows families to easily visit the web store to pay their exam fees.  This is not an integration as TR does not pass the transaction information to the web store and the web store does not update TR with any payment information.  This option allows families the ability to pay online, but does not reduce any work by school staff, as all payments will need to be recorded by hand.  There is also a chance that families may get confused and pay at the web store without registering first.  In this case,  the student will not appear in the system (on rosters, etc).

Merchant Name

For some of the interfaces, Total Registration will send a credit card receipt to the cardholder.  For other interfaces, the payment processor sends the receipt.  In the case that TR sends the receipt, schools will need to enter the merchant name (please check with your merchant account provider) so that families can be aware of how the transaction will appear on their monthly statement.  This helps remove confusion and the possibility of card holders disputing a transaction.

Convenience Fee

Some interfaces allow schools to charge a convenience fee for payments made online.  These convenience fees can be calculated per transaction or per exam.  TR does not recommend using convenience fees at the tend to discourage families form paying online.  If schools need to cover some of the processing cost, it is better to increase the exam cost and have all students pay the same amount whether they pay online or pay at school.  This model increases the number of payments online.

Credit Cards Accepted

Some of the interfaces require that schools inform TR regarding the cards accepted.  Some cards are more expensive to process so schools/districts sometimes elect to not accept all cards when they set-up their merchant account.  It is important that TR knows which cards are accepted so that families may only choose from these cards when paying.

Total Registration has created some default text based on all of your settings you have entered.  Once you edit any text and save it, this information becomes static and will no longer be updated when you edit any dates, fees, etc.  If you change any information, you will want to make the corresponding edit on the Directions/Text for Various Pages page.

Each area that has customizable text has its own section.  Please be sure to edit each section. 

If your district has set some default text and your school is linked to the district account you can click the "Reset to District/TR Defaults" link to reset you text to the district text.  If your account is not linked to a district account or the district admin has not configured the default text, the text will be set to TR's default text based off of you other settings.

Clients who used TR last year can view the text used last year by clicking "View Previous Years' Info"  This will open a new page with your text from last year.  We do not automatically use this text as there are many values that change such as the dates, contact person and sometimes fees.  You can always cut and paste any of last years' text as you see fit.

Every time a student/parent visits the registration site we use this text from your settings.  You can change this text at any time with changes taking effect immediately.

The Configuration Check may give schools two types of messages, Errors and Warnings.

• Errors are problems with the configuration that must be corrected before the registration site will be activated.  When errors are encountered, a link will be given to the appropriate section of the configuration.  After errors have been corrected, the Configuration Check must be run again.  Some errors may require the help of Total Registration.  If TR assistance is needed, and email will be sent to TR.
  
• Warnings are concerns that do not prevent the registration site from being activated.  Please read the warnings carefully and be sure to understand the consequences of proceeding.  Schools can proceed with taking no action on the warnings.  If action is taken, we recommend running the Configuration Check once more.