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Site Setup and Staffing
A quick guide to coordinating examination activities at a Biotility Exam Site.
On This Page: Becoming an Exam Site ♦ Updating Exam Site Personnel ♦ Exam Site Personnel Certification
Becoming an Exam Site
How to register an organization to administer Biotility credentialing examinations on site.
Organizations that want to administer Biotility credentialing examinations at their location must register as a Biotility Exam Site.
Exam Site registration is completed each academic year and must be completed before examinations can be ordered or scheduled.
The individual coordinating the site's participation should complete the registration as the Site Coordinator.
Before You Register
Plan to register your Exam Site at least six weeks before your anticipated testing date. Earlier registration is encouraged when possible to allow time for personnel certification, examination ordering, candidate preparation, and technical readiness.
Before beginning the registration process, identify:
- the organization or institution that will serve as the Exam Site;
- the Site Coordinator;
- individuals expected to serve as Exam Proctors;
- the Billing Contact;
- any individuals who should receive Score Reports; and
- the Biotility credentialing examination(s) the site expects to administer.
You do not need to have every examination date finalized before registering the Exam Site.
Designate a Site Coordinator
Each Exam Site must designate a Site Coordinator.
The Site Coordinator serves as Biotility's primary contact for Exam Site activities and coordinates registration, personnel certification, examination ordering and scheduling, candidate preparation, exam-day readiness, and post-examination reporting.
The Site Coordinator does not need to personally perform every Exam Site task or be physically present for every examination session.
Identify Exam Proctors
Identify the individuals expected to serve as Exam Proctors.
Site Coordinators and Exam Proctors must become Biotility-certified before participating in examination administration.
When planning staffing, remember that the Exam Site must maintain a ratio of at least 1 Exam Proctor for every 16 candidates throughout the examination.
Individuals may be identified during registration before completing certification. However, they may not participate in examination administration until the applicable current certification badge has been awarded.
The Site Registration form will accept information for up to two exam proctors. If your testing event will require additional staff, please use the Personnel Update Form to add the extra proctors.
Identify Other Exam Site Contacts
Registration may also include individuals who support specific Exam Site functions.
Billing Contact
Coordinates purchasing and payment activities associated with examination orders.
Score Recipient
Is authorized to receive Exam Site Score Reports through Biotility's secure reporting system.
Make sure contact information, particularly email addresses, is accurate before submitting the registration.
Submit the Exam Site Registration
Use the Exam Site Registration Form to register for on-site testing.
Provide the requested information about the organization, personnel, contacts, and credentialing examinations the site expects to offer.
Submit one registration for the Exam Site as directed by Biotility.
After Registration
After the registration is processed, Biotility provides information needed to continue preparing the Exam Site.
This may include:
- confirmation of Exam Site registration;
- certification instructions for designated Site Coordinators and Exam Proctors;
- access to Exam Site resources and forms; and
- credential-specific resources when applicable.
The next major steps are to ensure required personnel become Biotility-certified and to order or schedule the examinations the site plans to administer.
Keep Your Information Current
Registration establishes the Exam Site's information for the academic year.
If personnel, contacts, or other Exam Site information changes after registration, submit an update via the Site Coordinator Center rather than completing a new annual registration.
Changes to an existing examination order or scheduled testing event are handled through the applicable ordering and scheduling process.
Updating Exam Site Information
How Site Coordinators update Exam Site information after registration.
Exam Site information should remain current throughout the academic year. If information provided during annual registration changes, submit an update to Biotility through the Site Coordinator Center as soon as possible.
Updates do not replace annual Exam Site registration.
When to Submit an Update
Update your Exam Site information when there is a change to information previously provided to Biotility, including:
- Site Coordinator;
- Exam Proctor(s);
- Billing Contact;
- Score Recipient(s);
- other designated Exam Site contacts;
- Exam Site contact information; or
- other information requested as part of Exam Site registration.
Submit changes promptly, particularly when they affect an upcoming examination.
Removing Personnel
To remove a Site Coordinator, Exam Proctor, or other designated contact from an Exam Site, contact Biotility Client Services. Personnel cannot be removed through the Exam Site Update Form.
If the change affects an upcoming examination, confirm that the Exam Site will continue to meet staffing requirements. If replacement personnel are needed, add them promptly to allow sufficient time to complete the applicable Biotility certification requirements before testing.
If the Exam Site cannot maintain the required number of Biotility-certified Exam Proctors for a scheduled examination, contact Biotility as soon as possible.
Exam Site Personnel Certification
How Site Coordinators and Exam Proctors become Biotility-certified to participate in examination administration.
Site Coordinators and Exam Proctors must be Biotility-certified each academic year before participating in the administration of a Biotility credentialing examination.
Biotility certification confirms that an individual has completed the required training, passed the required assessment, completed the Biotility Exam Administration and Confidentiality Agreement, and been awarded the applicable Biotility certification badge.
Only Biotility-certified personnel and personnel approved by Biotility to support an accommodation are permitted in the testing room during an examination.
Who Must Be Biotility-Certified?
The primary Exam Site personnel roles are:
- Site Coordinator - Coordinates the Exam Site's participation in Biotility credentialing examinations and serves as Biotility's primary contact for Exam Site activities.
- Exam Proctor - Administers and monitors examinations in accordance with Biotility requirements.
- required training;
- required assessment;
- the Biotility Exam Administration and Confidentiality Agreement; and
- award of the applicable Biotility certification badge.
Site Coordinators and Exam Proctors must hold the applicable current Biotility certification before serving in that role.
An individual may serve in more than one role when permitted by Biotility and when doing so does not create a conflict of interest or interfere with examination requirements.
Complete the Certification Process
Site Coordinators and Exam Proctors must complete the certification process assigned to their role. The process includes:
The certification course provides instructions and current requirements for completing each step.
Training complete → Assessment passed → Agreement complete → Badge awarded = Biotility-certified
The applicable current certification badge is evidence that the individual is Biotility-certified.
An individual may not serve as a Site Coordinator or Exam Proctor until the applicable current certification badge has been awarded.
Annual Certification
Site Coordinators and Exam Proctors must become Biotility-certified each academic year.
Certification from a previous academic year does not satisfy the current year's requirement. Returning personnel must complete the current certification process and receive the applicable current certification badge before serving in the role.
Accommodation Personnel
Approved accommodations may require additional personnel, such as an Interpreter, Reader, or Scribe.
These individuals are not considered Biotility-certified Site Coordinators or Exam Proctors unless they have separately completed the certification requirements for one of those roles.
Accommodation personnel must complete the Biotility Exam Administration and Confidentiality Agreement provided to them by email. They are not required to complete Exam Proctor training or certification.
Last Updated: 09/25/2026