School staff must effectively communicate their AP processes, registration status, schedules, room assignments, etc. with students, parents, teachers, and proctors.
There are a couple of ways that schools commonly communicate all the essential information to families:
In addition to general exam day information, schools will communicate each students' unique information (exam schedule, room assignments, balance due, etc) to both the student and the student's guardian.
Total Registration (TR) has developed a myriad of tools for AP Coordinators to communicate directly with students, parents, teachers, and proctors at the click of a button.
The first column below contains a list of some of the emails that can be sent through TR. The following two columns are the lists available under "Email/Text Particular Students/Teachers/Proctors".
Many of TR's communication tools allow schools to send an email to a group of students, with each student receiving a unique email. AP Coordinators even can elect to have a draft of each email with a list of the recipients set to them. For example, this is how schools using TR send a Balance Due email to only students with a balance due, providing each student's specific balance:
The utility above sends all students a personalized email. For example, below is an email a student received:
Another example is TR's "Email Exam Day Schedule to Students" utility which sends each student their individual schedule plus any information schools want to include, such as expectations, what to bring to the test, what is permitted in the testing room, etc. This will even include the student's assigned rooms if the school used TR's room assignment functionality. Here's a screenshot of composing this email to all students:
Below is an example of a personalized schedule a student receives:
The final example is TR's utility, which emails all proctors their individualized assignments as a PDF. This includes the date, time, exam, number of students, and the location/room. Below is an example of the utility to compose this message. As with all the other communication utilities, schools have complete control over the body of the email:
Below is an example of a personalized AP Exam schedule a proctor receives:
The final screenshot is the PDF that the proctor received as an attachment to the email: