Using Registration Manager Creating Records and Scheduling Exams

Using Registration ManagerCreating Records and Scheduling Exams TUTORIAL

Contents Welcome! This training module will provide you with step-by-step instructions for using Registration Manager. It will cover these main topics: Part I: Registration Manager Introduction and Overview Part II: Searching for and Editing Records Part III: Viewing Exam History and Creating a New Record Part IV: Scheduling Exams Part V: Entering Payment Information and Vouchers Part VI: Rescheduling and Canceling Exams

Part I: Registration Manager Overview This section will explain how Registration Manager works: Registration Manager: Overview of features

Part I: Registration Manager OverviewRegistration Manager: Overview of the Application • searching for, creating, and editing a candidate’s personal data. • scheduling an exam for a candidate. • specifying payment information. • rescheduling or canceling a candidate’s exam. • viewing a candidate’s exam history. Registration Manager allows you to manage a candidate’s exam and information. This includes:

Part I: Registration Manager OverviewRegistration Manager:Overview of the Application Registration Manager is installed on the Admin workstation. To open, go to Start, All Programs, VUE Applications, Registration Manager.

Part I: Registration Manager OverviewRegistration Manager:Overview of the Application When you log into Registration Manager, the Customers view and the Primary Tab will be displayed. From this window you will be able to navigate to other areas of Registration Manager. Customers View Allows you to view candidate demographics and exam history. Primary Allows you to enter and view candidate demographics. Select Client Allows you to select the client the candidate exam is associated with. Exams View Allows you to schedule exams. History Allows you to view exam history, reschedule, and cancel exam appointments. Client Info Allows you to enter and view additional candidate information required by the client. Alternate Allows you to enter and view additional candidate demographics. Order View Allows you to enter payment information, vouchers, and discounts. Search Allows you to search for candidate records.

Part II: Searching for and Editing Records This section will explain how to: Search for records Edit records

Part II: Searching for and Editing RecordsBackground Policies/Information: Searching for a Candidate Record Before beginning a search, it is important to understand how records are categorized in Site Manager. Unprotected exam sponsors share candidate records with other sponsors. When you perform a search in Registration Manager, all matching records associated with unprotected sponsors are found, regardless of which unprotected sponsor is selected in the Select Client field. Protected exam sponsors do not share candidate records with other sponsors. When you perform a search in Registration Manager with a protected sponsor selected, only records specifically belonging to that sponsor are found.

Part II: Searching for and Editing RecordsRegistration Manager:Searching for a Candidate Record When a candidate calls to schedule an exam at your test center, it is critical that you always search for an existing record before creating a new one. Each candidate’s record is assigned a unique ID for that candidate. The candidate’s unique ID record is tied to the certification for the exam being taken. If you create a record and ID before conducting a search, you might create a duplicate record for that candidate. Duplicate records will result in the candidate not being granted a certification.

Part II: Searching for and Editing RecordsRegistration Manager: Searching for a Candidate Record The following steps describe how to search for a candidate record: • Log into Registration • Manager. • Select the appropriate client • from the drop-down menu. In this and all subsequent examples, CompTia will be used as the exam sponsor. • Click on the Search button.

Part II: Searching for and Editing RecordsRegistration Manager: Searching for a Candidate Record • Enter the search criteria and • click Search. Enter the candidate’s first and last name, and/or the candidate’s Candidate ID number. If there are several candidates with the same name, you may be required to enter additional information such as country, city, and state. 12345

Part II: Searching for and Editing RecordsRegistration Manager: Searching for a Candidate Record • Select the appropriate • record and click OK. If more than one record appears, select the record that corresponds to the correct candidate and client testing ID of the client with whom the candidate is taking an exam. Note: If duplicate records appear and each contains a client testing ID for that client, you will need to verify exam history. This search will be explained later. 12345

Part II: Searching for and Editing RecordsRegistration Manager: Searching for a Candidate Record • Verify the candidate’s • demographic information. Make sure that all the required information is current. You may need to refer to the specific exam sponsor chapter, which explains what demographic information is required. • Note the candidate’s VUE ID. The VUE ID is the unique identifier for this record in Registration Manager.

Part II: Searching for and Editing RecordsRegistration Manager: Searching for a Candidate Record • Click on the Client Info tab • and note the Testing ID. The Testing ID is the unique identifier for this record within this particular client. • Click on the Primary tab if • you need to edit the record. 12345

Part II: Searching for and Editing RecordsRegistration Manager: Editing a Candidate Record The following steps describe how to edit a candidate record: Click on the Edit button. Enter any necessary changes. Click Save to save the changes. You are now ready to schedule an exam! • If a long list of candidates appears in the window on the left, click the Remove button to remove names from the list

Part II: Searching for and Editing RecordsTips: Searching for a Candidate Record The best option to search for a candidate is by entering the candidate ID number, as this search will only find one candidate. If the candidate ID number is not available and it is necessary to search by name, your search may find more than one candidate, as candidates may share the same name. If your search does find more than one candidate (but fewer than five), check the other demographic information listed in the Primary tab (email address/ phone number/city-state) to find the correct candidate. If a candidate seems to have a duplicate record, you should verify the exam history for each record before you schedule the exam. You should create a new record for a candidate only after conducting a thorough search for an existing record.

Part III: Viewing Exam History and Creating a New Record In this section you will learn how to: View exam history Create new records

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Viewing Exam History The following steps describe how to view exam history: Highlight the candidate from the list of names on the left. Verify that the demographic information corresponds to the candidate. Note the VUE ID from the Primary tab and the Testing ID from the Client Info tab. Click on the History tab.

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Viewing Exam History • Select Exam History from • the drop-down menu. • Verify the exams taken, • location, and any other • relevant information to • determine if this is the • correct candidate record. If the candidate has multiple records, you should view the exam history for each record. • Once you have determined • the correct record, you are • ready to schedule an exam!

Part III: Viewing Exam History & Creating New RecordsBackground Policies/Information: Creating a New Record Remember to always conduct a search before creating a new record. Once a candidate's record has been saved in Registration Manager, you cannot change the candidate's name. Some exam sponsors also have restrictions on when other candidate information, such as the mailing address, can be changed—for example, the exam sponsor may require the candidate to contact the Call Center/Contact Centre or the exam sponsor in order to make a change. In addition, sponsors may have different requirements on which fields arerequired to be filled in. Refer to the Exam Sponsor Guide for specific requirements.

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Creating a New Record The following steps describe how to create a new record: • After you have searched for • a candidate’s record, click • on the New button. A message will appear advising you to create a record only after conducting a search. If you have already searched, click Yes to begin creating the record. • From the Primary tab, enter • the required demographic • information for the candidate

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Creating a New Record • Click on the Alternate tab to • enter additional demographic • information.

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Creating a New Record • Click on the Client Info tab to • enter information required by • the exam sponsor and to • generate a client Testing ID for • the candidate. Depending on the sponsor, you may be required to enter additional information regarding the candidate. • Generate the Testing ID by • clicking the Generate New • ID button. A message will appear advising you to generate the ID only after conducting a search. Click Yes to begin generating the ID.

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Creating a New Record • Click on the Primary tab to • return to the main • Registration Manager Window. • Verify the demographic information is correct and click Save. • When you save the record, Registration Manager checks that you have entered all information required by the exam sponsor. If any information is missing or incorrect, a message lets you know which fields you need to fill in or change. • You are now ready to • schedule an exam!

Part III: Viewing Exam History & Creating New RecordsAdvisory: Creating a New Record Remember! You should create a new record for a candidate only after conducting a thorough search for an existing record. If you create a duplicate record, candidates will have their test results distributed across two records and will fail to achieve certification because neither record will be complete.

Part III: Viewing Exam History & Creating New RecordsTips: Creating a New Record If you need to create records for several different candidates, as you save them the names will appear in the window on the left-hand side of the screen. When you are ready to schedule an exam, make sure that you have the correct candidate selected from the list!

Part IV: Scheduling Exams In this section you will learn how to: Schedule exams

Part IV: Scheduling ExamsBackground Policies/Information: Scheduling an Exam Normally, Test Administrators can only add or change Site Manager information, view schedules, perform same-day registrations, cancel/reschedule exams and view canceled registrations for their own test center. Site Groups are groups of test centers that can be managed by everyone in the group. If you are part of a Site Group, you will be able to manage information in Site Manager at any test center within your Site Group.

Part IV: Scheduling ExamsBackground Policies/Information: Scheduling an Exam If you are not part of a site group consisting of several test centers, you will be able to: • schedule, reschedule, and cancel appointments at your test center only. • schedule exams to be taken at other test centers and in other countries. • view cancellations at your test center only. If you are part of a site group, you will be able to: • schedule, reschedule, and cancel appointments for any test center in your group. • schedule exams to be taken at other test centers and in other countries. • view cancellations at test centers in your group only.

Part IV: Scheduling ExamsRegistration Manager: Scheduling an Exam The following steps describe how to schedule an exam: After you have either searched for or created a candidate’s record, click on the Exams button. Select the exam the candidate will be taking. Select the language.

Part IV: Scheduling ExamsRegistration Manager:Scheduling an Exam • Select the test center. Your test center should already be listed as the default. If you need to schedule the candidate at another test center or your test center does not appear, click the Centers button.

Part IV: Scheduling ExamsRegistration Manager: Scheduling an Exam Enter the appropriate search criteria and click Search. Locate the test center by scrolling through the list and highlight it to select it. Click the Select button.

Part IV: Scheduling ExamsRegistration Manager: Scheduling an Exam • Enter the time and date • range the candidate desires. The default date is always the next calendar day. If necessary, change the date in the Dates From / Through fields to the desired date. • Click Find Times and select • the desired time. The times displayed reflect the availability of open hours at your test center. • Click Schedule to schedule • the exam and take • order/payment information.

Part V: Entering Payment Information and Vouchers In this section you will learn how to: Enter payment information Enter vouchers Enter multiple orders

Part V: Entering Payment Information and Vouchers The following steps describe how to enter payment and voucher information: • Verify the exam price is • correct. • Enter any special discounts. Sometimes a sponsor offers a discount, like buy one exam, get one free. Discounts must be applied only after all exams are added to the order Important! Test centers must charge candidates the prices listed in Registration Manager. Under no circumstances can you charge a candidate a sitting fee, administrative, or any other additional charge for taking an exam.

Part V: Entering Payment Information and Vouchers • Highlight the discount and • click Apply. • If the exam is eligible for the discount, the discount will be applied.

Part V: Entering Payment Information and Vouchers • Select payment type or • voucher information. Select the credit card from the drop-down menu.

Part V: Entering Payment Information and Vouchers • Enter credit card • information and click OK. The name on the credit card must match the name of the candidate or an employee of your test center.

Part V: Entering Payment Information and Vouchers Enter voucher number and click Apply.

Part V: Entering Payment Information and VouchersScheduling More Exams or Saving the Order • Either save the order, or • schedule another exam for • the candidate or for another • candidate. • Click on the Exams button to • schedule another exam for • the same candidate. • Click on the Customers • button and search for the next • candidate. If you are scheduling multiple candidates, schedule up to 10 candidates before saving the order.

Part V: Entering Payment Information and VouchersScheduling More Exams or Saving the Order The following steps describe how to save the order: • When you are finished • scheduling exams, click Save • to save the order. A message will appear when the order has been successfully entered, then click OK. Once the order has been saved, the Pearson VUE system will send a confirmation letter to the candidate via email, fax, or ground mail, depending on the information provided

Part V: Entering Payment Information and VouchersTips: Scheduling Exams To save time, schedule several exams at once before clicking the Save button from the Orders view. Important! Test center staff will be held responsible for any fraudulent activity that occurs while using Pearson VUE applications, including credit card fraud. Pearson VUE reserves the right to charge your testing center a fee for any credit card transaction that is rejected by the credit card issuer as a result of fraudulent use such as chargebacks.

Part VI: Rescheduling and Canceling Exams In this section you will learn how to: Reschedule exams Cancel exams

Part VI: Rescheduling and Canceling ExamsBackground Policies/Information: Rescheduling an Exam You can reschedule an appointment to a test center in a different country. When rescheduling to a different country, the following rules apply: The exam price, currency and tax must remain the same. All appointments on the order must be scheduled for the same country. If a candidate has more than one exam appointment on the order, you will not be able to change the country. Discounts and standard registration policies will be revalidated for the order.

Part VI: Rescheduling and Canceling ExamsRegistration Manager: Rescheduling an Exam The following steps describe how to reschedule an exam: Search for the candidate’s record under the appropriate client. Verify the demographic information corresponds to the candidate. Note the VUE ID from the Primary tab and the Testing ID from the Client Info tab. Click on the History tab.

Part VI: Rescheduling and Canceling ExamsRegistration Manager: Rescheduling an Exam • Select Exam Registrations • Active from the drop-down • menu. • Select the exam the • candidate wants to • reschedule. • Click the Reschedule button.

Part VI: Rescheduling and Canceling ExamsRegistration Manager: Rescheduling an Exam • Click the Find New • Appointment button. • Locate a new test center, if • required. • Enter a new date and time. • Click the Find Times button. • Click the Schedule button.

Part VI: Rescheduling and Canceling ExamsRegistration Manager: Rescheduling an Exam • Verify the appointment • information and click Save. When the order is saved, the History tab will be displayed and show the new exam appointment.

Part VI: Rescheduling and Canceling ExamsRegistration Manager: Canceling an Exam The following steps describe how tocancel an exam: Search for the candidate’s record under the appropriate client. Verify that the demographic information corresponds to the candidate. Note the VUE ID from the Primary tab and the Testing ID from the Client Info tab. Click on the History tab.

Part VI: Rescheduling and Canceling ExamsRegistration Manager: Canceling an Exam Select Exam Registrations Active from the drop-down menu. Select the exam the candidate wants to cancel. Click the CancelItem button.

Using Registration Manager Creating Records and Scheduling Exams