Exam scheduling instructions

Add RegisterBlast to your Canvas course if you have not already done so. RegisterBlast is hidden by default. To add a hidden tool to your course navigation menu, see How do I manage course links in Canvas?

Instead of exam appointments being student-initiated, instructors set up exams in Submission Builder in the Professor Portal in advance, and students schedule their own exam appointments through RegisterBlast. Exam appointments will conform to the scheduling and test administration parameters you specify. Students can schedule exams only after their instructor has set up the exam in RegisterBlast. If you are referring multiple students, you only set up the exam once. Exams with different standard time limits must be set up separately.

1. Log into Canvas and click on your desired Course Title.
2. Click the blue “+” button at the top right of the page to add a new Submission Builder entry (equivalent to the previously used Exam Request Form, or ERF).

Provide the necessary details in Submission Builder to identify your exam for students and provide scheduling and exam administration parameters.

• For Time Restriction, leave blank if students can take the exam at any time during the permitted day(s). If you require the AES exam to overlap with the in-class exam, please specify the earliest start time and latest end times available times with consideration for the student’s extended time exam appointment. AES business hours are Monday through Friday from 8 a.m. to 5 p.m., excluding university holidays.
• For Allotted Minutes, provide the length of time in minutes allowed for the classroom exam (i.e., the standard exam time limit for the class). Do not include accommodated (e.g., extended) time. RegisterBlast will automatically calculate the amount of extended time permitted.
• If you have the finalized exam copy ready at the time of submitting the form, you may upload it in the File Management section. If you do not have an exam copy ready, you may skip this section and return to it later. If you have changes to the exam file after uploading it, upload as many times as necessary up to one business day before the exam.
• A separate Submission Builder ERF is necessary for each exam, but one submission can be entered for multiple students at a time in the Eligibility and Restrictions field toward the end of the form.
• RegisterBlast allows the instructor submitting the ERF to clone an exam submission entry.
• Students and all exam details will remain the same on a cloned entry unless modified by the instructor. For more information, see “Clone an Exam Submission” in Section 4 below.
• For example, once the TEST-A101 Exam 1 ERF has been submitted via Submission Builder, the entry can be cloned, renamed, and modified to fit the Exam 2 scheduling parameters.
• Enter the names of specific students approved to take the exam in the Eligibility and Restrictions section, then click on Next. This section will auto-populate with a list of the students in that specific Canvas course. Do not put brackets/parentheses around email addresses entered.

Once you have completed all information, click Submit or Submit and Print. You will receive an email copy of your submission if it submits successfully.

To upload an exam copy:

1. Navigate to the Submissions menu at the top of the RegisterBlast screen.
2. Select the exam name for which you want to attach the exam file(s).
3. Drag and drop or browse files in the File Management section.
4. At the bottom of the page, click Submit.

View a submitted exam

To view a previously submitted exam:

1. Navigate to the Submissions menu at the top of the RegisterBlast screen.
2. Click the three dots next to the exam you want to view and select View from the drop-down menu.
3. You will then see all the information that was submitted for the exam.

Edit an exam submission

To edit a previously submitted exam:

1. Navigate to the Submissions menu at the top of the RegisterBlast screen.
2. Click the three dots next to the exam you want to edit and select Edit from the drop- down menu.
3. Edit any details previously submitted. The only details that can be edited are the eligible students to take the exams (Eligibility and Restrictions section). A new exam copy can also be uploaded. Only AES testing staff can edit the start date, end date, allotted minutes, and exam requirements after submission.
4. Once you have edited the necessary items, click on Submit at the bottom of the page to resubmit your edited exam.
5. Once your submission has been resubmitted, AES testing staff will need to approve it. When that happens, you will then see the Status of the edited exam change from Edited to Approved.

Instructor edits that are possible:

• Eligibility and Restrictions (Limit Eligible Takers). Additional students referred, after the presentation of their accessibility memo, may be entered here.
• Upload of an exam file

 Instructor edits that are not possible:

• Date or time of an exam
• Allotted minutes for an exam
• Type of exam to be administered (paper or online)
• Exam delivery method
• Items allowed during the exam
• Instructions in case of a student having a question during the test
• Instructions in case of late arrival
• Exam instructions (in the text box at the end of the form)

In the case of edits, you will not receive an automatic email from RegisterBlast confirming the editing of your submission. If an edit to an existing ERF is requested but not possible by an instructor, please email the AES test coordinators at examaes@iu.edu for assistance.

Clone an exam submission

If you are creating a new exam and want to use an old exam as a template, you can Clone any of your previous exam submissions. To clone an exam submission:

1. Navigate to the Submissions menu at the top of the RegisterBlast screen.
2. Click the three dots next to the exam you want to clone and select Clone from the drop-down menu.
3. You will then see Submission Builder and be able to create a new exam using a previous exam as a template.
4. Once you have provided the necessary items, click on Submit at the bottom of the page to resubmit your edited exam.
5. Once AES testing staff approve the submission, you will see the Status of the edited exam change from Edited to Approved.

The History link at the top of the page allows an instructor to view students who have taken or scheduled their exam(s) at AES. By selecting a date range, an instructor can see who has taken and who has registered for specific exams.

1. Choose a starting month and day.
2. Choose an ending month and day. 
3. Check mark Exam Registration and click Apply. Students who are registered will appear in the box below.

The information can be sorted by Date, Type (exam), Name (exam name), Student (student name), Status (registered, checked out [means taken], cancelled, no show), or Info (start and stop times).

If the student’s selected exam date/time do not have instructor approval, please contact the student and the AES Test Center (examaes@iu.edu) at your earliest convenience so that these may be changed if possible. The student will then be notified of changes necessary.

When students are finished with their paper exams, AES testing staff will upload their exam materials in the student’s profile. Uploaded exam materials can be retrieved as follows.

1. Click on the History link at the top of the page.
2. Apply search filters, including Exam Name and From/To Dates, as necessary to locate the desired exam.
3. The exam file will appear in the Info column for the given student, with a solid red file note icon at the far right if present.
4. Click on the note icon for a scanned copy of the student’s completed exam.

Instructors may alternatively request that completed exam materials be sent to them through campus mail, or that they be picked up by the instructor or a designated representative at AES during our business hours (Monday through Friday, 8 a.m. to 5 p.m., excluding university holidays).

If desired, the information listed on the Submissions page can be exported to Excel or CSV with the export functions located in the lower right corner. It can also be printed by clicking on the Print button.

If you or your students have any questions or need assistance with RegisterBlast, please call the AES Test Center at (812) 855-3508 or email examaes@iu.edu.