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Site Coordinator Guide

A quick guide to coordinating examination activities at a Biotility Exam Site.

On This Page: Registration & Personnel Certification  ♦ Order & Schedule Exams ♦ Preparation ♦ Administration & Records ♦ Accessing Results ♦ Site Coordinator Checklist 

Use this guide as a starting point. Each step links to the detailed instructions, forms, and resources needed to complete the task.

Process overview: Register → Certify Personnel → Order → Prepare Candidates → Prepare for Exam Day → Administer → Review & Report

1. Register Your Exam Site

Exam Sites must register with Biotility each academic year before ordering examinations.

During registration, the Site Coordinator provides current Exam Site information, identifies Exam Proctors and other designated contacts, and selects the credentialing examinations the site plans to offer.

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      2. Certify Exam Site Personnel

      Site Coordinators and Exam Proctors must complete the required Biotility certification before participating in examination administration.

      After Exam Site registration, designated personnel receive instructions for accessing the certification course in UF e-Learning.

      Before scheduling testing, confirm that enough authorized Exam Proctors are available to maintain the required 1 Exam Proctor for every 16 candidates.

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        3. Order and Schedule Exams

        Submit the appropriate order or scheduling request for each testing event by the applicable deadline.

        The Site Coordinator coordinates with the designated Billing Contact when payment or purchasing documentation is required and reviews confirmation information after an order is processed.

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        4. Prepare the Exam Site

        Begin preparing the Exam Site well before the scheduled examination.

        Use the Site Coordinator Checklist to track readiness and ensure that personnel, accommodations, technology, and required resources are in place.

        Work with your Exam Site's IT department or technical support personnel to review the current Technical Requirements & Recommendations for Testing and address required device, browser, network, and website-access requirements before exam day.

        Coordinate with your Exam Proctors to ensure they have the Exam-Day Toolkit printed out, received the examination access code also, and know how to contact the you and Biotility if assistance is needed.

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        5. Prepare Candidates

        Provide candidates with the enrollment information supplied by Biotility and allow enough time for candidates to complete enrollment and resolve access problems before testing.

        Candidates should use the same account throughout enrollment and UF e-Learning access and should confirm that their account information accurately reflects their identity.

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        6. Support Examination Administration

        The Exam Administration Manual establishes the standards and requirements that govern examination administration. The Exam-Day Toolkit provides the materials Exam Proctors use to administer and document the examination.

        During testing, Exam Proctors are responsible for monitoring the examination and documenting events that occur during their administration.

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        7. Review and Submit Session Records

        After testing, Exam Proctors provide their completed paper Session Records to the Site Coordinator.

        The Site Coordinator reviews the records for completeness, follows up on missing or incomplete documentation, and submits the Site Coordinator Online Administration Report and required Session Records to Biotility.

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        8. Access Official Results

        Official Exam Site score reports are provided to authorized Site Coordinators and designated Score Recipients through the secure Microsoft SharePoint folder established for the Exam Site.

        Download reports as they become available. Access to the Exam Site folder is time-limited.

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        Site Coordinator Checklist

        Use this checklist to track key Site Coordinator responsibilities for each examination testing event. Refer to the Site Coordinator Knowledge Base for complete procedures and requirements.

        Plan & Schedule

        • Exam Site registration is current for the academic year.
        • Exam has been ordered and scheduled.
        • Order confirmation and testing date/window have been reviewed.
        • Billing or purchasing requirements have been addressed, when applicable.
        • Exam Calendar deadlines have been reviewed.

        Prepare Personnel

        • Enough Biotility-certified Exam Proctors are assigned to maintain at least 1 Exam Proctor for every 16 candidates.
        • Each assigned Exam Proctor holds the applicable current certification badge.
        • No known conflicts of interest prevent assigned personnel from serving.
        • Personnel changes have been submitted to Biotility, when applicable.
        • Approved accommodation personnel have completed applicable requirements.

        Prepare the Exam Site

        • Testing location is ready for the expected number of candidates.
        • The Exam Site's IT department or technical support personnel have reviewed the current Technical Requirements & Recommendations for Testing.
        • Required technical and network configurations have been addressed with the Exam Site's IT department or technical support personnel.
        • Testing stations, Google Chrome, network connectivity, and required website access have been verified before testing.
        • Known technical or connectivity issues have been resolved or escalated before the examination.
        • Exam Proctors have access to the Exam Administration Manual.
        • The Exam-Day Toolkit and required Session Records are printed.
        • Examination access information has been received and remains secure.
        • Exam Proctors know how to contact the Site Coordinator and Biotility if assistance is needed.

        Prepare Candidates

        • Candidate enrollment information has been distributed.
        • Candidates have been given sufficient time to complete enrollment and resolve access problems.
        • Expected candidates have completed enrollment.
        • Known UF e-Learning access issues have been resolved.
        • Candidates know when and where to report and what they need to bring.
        • Accommodation requests were submitted at least two weeks before testing, when applicable.
        • Candidates with approved accommodations enrolled at least one week before testing.
        • Approved accommodations have been reviewed and are ready.

        Review & Report After Testing

        • Session Records have been received from the Exam Proctor(s).
        • An Exam Session Log was received from each Exam Proctor.
        • Required Session Records were reviewed for completeness.
        • Missing or incomplete documentation was addressed, when applicable.
        • Incident Report(s) are included for reportable events, when applicable.
        • Known incidents or irregularities are appropriately documented.
        • One Site Coordinator Online Administration Report was submitted for the examination session.
        • Original examination records are stored securely and retained according to current Biotility instructions.

         

        Last Updated: 09/25/2026