AvantProctor Overview For Testing Coordinators

USERS WITH CREDENTIALS TO VIEW REPORTS FOR CLASSES (TESTING COORDINATORS OR INSTRUCTORS) WILL ROSTER TEST TAKERS THROUGH THE ROSTERING FEATURE, SEND A SCHEDULING LINK TO TEST TAKERS, AND THEN MONITOR THEIR PROGRESS 

Complete steps below to prepare Test Takers for their proctored Avant Test

ROSTER TEST TAKERS

Testing coordinators or Instructors (users with credentials to view reports for classes) will roster Test Takers through the rostering feature.  


IMPORTANT
: Prior to rostering Test Takers, Testing Coordinators will work with Avant representatives to determine testing schedule and to receive Results/Reports Login(s)

ROSTERING TEST TAKERS ONE-BY-ONE

Step 1: Access class report screen using Results/Reports Login(s)
Step 2: Click on ROSTER STUDENTS to open a pop-up menu
Step 3: For each Test Taker enter:

  • First Name (exact name listed on photo ID)
  • Last Name (exact name listed on photo ID)
  • Login Name (valid email address)

IMPORTANT: The login name must be the Test Taker’s valid email address where they will receive automated emails (scheduling link email, confirmation email, and email reminders). This field is case sensitive. If your organization is unable to allow emails from avantassessment.com, Test Takers will not be able to receive automated emails from Avant Assessment with Scheduling and Test Access Links. Please refer to Network/IT Coordinator Technology Guide regarding Email Whitelist Preparation.

Step 4: Click on PROCESS STUDENTS to submit Test Takers to get rostered

 

ROSTERING TEST TAKERS IN BULK

 

Step 1: Access class report screen using Results/Reports Login(s)

Step 2: Download Spreadsheet Template

Step 3: For each Test Taker enter the following information in the Spreadsheet:

  • First Name (exact name listed on photo ID)

  • Last Name (exact name listed on photo ID)

  • Login Name (valid email address). Note: This field is case-sensitive

IMPORTANT: The login name must be the Test Taker’s valid email address where they will receive automated emails (scheduling link email, confirmation email, and email reminders). This field is case-sensitive. If your organization is unable to allow emails from avantassessment.com, Test Takers will not be able to receive automated emails from Avant Assessment with Scheduling Links and Test Access Links. Please refer to Network/IT Coordinator Technology Guide regarding Email Whitelist Preparation.

Step 4: Click on ROSTER STUDENTS to open a pop-up menu

Step 5: Copy your Test Takers list from the Spreadsheet and paste it into a pop-up menu

Step 6: Click on PROCESS STUDENTS to submit Test Takers to get rostered

Receive registration link

SEND SCHEDULING LINK AND REMINDERS TO TEST TAKERS

After a Test Taker is rostered, each Test Taker must schedule a time to take their test. Testing coordinators or Instructors (users with credentials to view reports for classes) will send a Scheduling Link and Reminder Emails to Test Takers. 

IMPORTANT: Please consult with your Network or IT Coordinator regarding the ability for Test Takers to receive emails from Avant Assessment. If your organization is unable to allow emails from avantassessment.com, Test Takers will NOT be able to receive automated emails from Avant Assessment with Scheduling and Test Access Links. Please refer to Network/IT Coordinator Technology Guide regarding Email Whitelist Preparation.

SENDING SCHEDULING LINK

Step 1: Review the List of Test Takers in the Test Instances List
Step 2:
Select the Test Takers you wish to send an automated email to
Step 3:
Click on the EMAIL REMINDERS button in the Test Controls box (you will see a pop-up window with the list of Test Takers you are sending emails to)
Step 4:
Click on EMAIL REMINDERS in the pop-up window to send a scheduling link to Test Takers

IMPORTANT: When a Test Taker is unable to connect to a network that is allowed to receive automated emails from the Avant Assessment System, the teacher must copy the scheduling link from the Test Controls Box and manually send an email to each of the Test Takers with the scheduling link.

SENDING REMINDERS

Test takers must schedule a time to take the exam with the Scheduling Link, ensure their computer is prepared for the exam, and then use the Test Access Link to access a proctored Avant Test.

It is the Testing Coordinator’s or Instructor’s responsibility to deliver the Scheduling Link to the Test Taker via email, ensure Test Takers scheduled their proctored tests, send Email Reminders, and the Test Access Link (if needed). 

IMPORTANT: Test Takers may receive an automated email from Proctor360 (info@proctor360.com). Please advise Test Takers to ignore this email and follow the instructions from an automated Avant Assessment email (noreply@avantassessment.com).


VERIFY IF A TEST TAKER SCHEDULED A PROCTORED AVANT TEST:

The List of Test Instances (Test Takers) will display a column labeled “Scheduled” where the value of YES or NO will be displayed for each Test Taker:

  • YES – a Test Taker scheduled a proctored Avant Test
  • NO – a Test Taker has not scheduled a proctored Avant Test

You can click on the YES/NO in the Scheduled column to open the sidebar and review a Test Taker’s Schedule Status for each Test Taker:

  • Scheduled (Yes/No)
  • Scheduled Time
  • Link to Test

SEND AN EMAIL REMINDER:

Step 1: Review the List of Test Takers in the Test Instances List
Step 2:
Select the Test Takers you wish to send an automated email to
Step 3:
Click on the EMAIL REMINDERS button in the Test Controls box (you will see a pop-up window with the list of Test Takers you are sending emails to)
Step 4:
Click on EMAIL REMINDERS in the pop-up window to send a scheduling link to Test Takers

Test Takers who scheduled a proctored Avant test (see YES in the Scheduled column) will receive an automated reminder email with the Test Access Link.

Test Takers who have not scheduled a proctored Avant test (see NO in the Scheduled column) will receive an email with a Scheduling Link to schedule their proctored Avant Test.

 

RETRIEVING SCHEDULING AND TEST ACCESS LINKS FOR TEST TAKERS:

When a Test Taker is unable to connect to a network that is allowed to receive automated emails from the Avant Assessment System, the Testing Coordinator or Instructor can retrieve Scheduling and Test Access Links and send them to Test Takers.

Scheduling Link – copy the Scheduling Link from the Test Controls Box and manually send an email to each of the Test Takers with the scheduling link.

Test Access Link – click on the YES/NO in the Scheduled column to open the sidebar and review a Test Taker’s Schedule Status for each Test Taker. Copy Link to Test and send to a Test Taker.

Refer to For Test Takers page to learn more about steps for Test Takers

Technology Guides

These documents provide technical information relative to computers and networks to help prepare for using Avant assessments and/or instructional tools.

Note: Ensure this information is distributed to both your network administrator, as well as the person who is responsible for preparation and setup of computers in your lab or testing area. It is recommended to also have an IT staff member on hand during testing to help with computer, audio and microphone issues, should they occur.

 
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