BYU Independent Study

revised 3/28/08

Ordering BYU classes

1.   Create a PO in Escape.  BYU classes are considered instructional services; use your classes/services account code.

2.   Fill out the PO Course Enrollment form, available from the BYU website - http://ce.byu.edu/is/site/courses/purchase/Enroll.pdf.  Do not submit the form via email, as it must include a PO #, which you will not have at the time you complete it.  Instead, fill it out and print the form.

            Information you will need to fill out the enrollment form:

                BYU Customer # - 754007907

                Customer Name - Golden Valley Charter School

                You will usually choose the button for "Enrollment" for enrollment in a new course

                Choose "Regular Mail" for method of delivery

                The mailing address is the ES's address - the address to which any materials are to be sent

                Current high school - Golden Valley Charter School

                School code - 053629

                Email address - use the student's email address

3.   Send the completed PO Course Enrollment form to Teri Sinclair at the BSA; you may mail or fax the form to her.  She will send/fax the form along with the PO.

4.   All courses/books must be sent to ES.  Exams proctored by a GVCS proctor must be sent to the GVCS office.

5.   For web-based courses - Once the PO is marked as ‘Printed’ in Escape, allow 24-48 hours for it to be processed and the information to be entered into the BYU system.  After 24-48 hours call (866) 741-9144.  Let the registration representative know that you are a PO customer and that you would like to receive your course access code and any other information needed to begin your course.

6.   For web-based courses, to start the course, your student will go to the following address and enter their course access code.  http://ce.byu.edu/is/site/students/startcourse.cfm

7.   For paper course orders, allow 10 business days from the time the status changes to ‘Printed’ in Escape for your order to be processed and for you to receive your materials

8.  Courses must be marked received in Escape.  Web-based courses may be marked received as soon as the access code is received.  Paper-based courses may be marked received as soon as the ES receives the materials.

9.   BYU’s end of semester exams must be proctored by a BYU-certified proctor.  The student may choose to make arrangements to take the exam(s) at the school office with a GVCS proctor, or s/he may make her/his own arrangements with another local, BYU-certified proctor. 

10. If the student will be taking exams with a GVCS proctor at the school office, deduct $35.00 test proctoring fee from student’s IF register at the time the class is ordered, in addition to the cost of the class and materials, if any.  This fee is not deducted, if arrangements will be made with a non-GVCS proctor.

11. The ES can log in through the BYU website http://ce.byu.edu/is/site/counselors/studentgrades.cfm to view grades and monitor the student's progress in completing the lessons.

Exam Procedure

1.     Determine who will proctor the exam. 

            a.  A GVCS proctor may administer the exam at the school office.  If the student's ES is unable to proctor at

                 the office, arrangements can be made with a Ventura area ES or Claudia to administer the exam at the

                 office.

            b.  To use a local, BYU-certified proctor, the student or the ES will call BYU and get a list of names and

                 locations where these exams may be administered.  It is advisable that the student make this call, as s/he

                 will know best her/his own area and locations to which s/he is most comfortable going.  Once the student

                 has the list, s/he may call the proctors and make sure they're available in the general time frame in which

                 the student will want to take their exam, and double check that they don't charge a fee, etc.  When the

                 student is about ready to take the exam, s/he will make arrangements directly with the local proctor to

                 schedule a time to take the test.

2.     Request exam from BYU. 

            a.  Exams need to be requested from BYU approximately 2 weeks before the student needs them. 

            b.  All BYU exams must be administered by a certified proctor.

            c.  The student must know who will be proctoring his/her exam, prior to requesting the exam, as the exam will

                 be mailed directly to the proctor's location.

3.    When the exam is complete, it is mailed back to BYU.  BYU grades the exam and issues a grade for the

       course.  This process takes can take a few weeks, so it is likely you will need to assign an ‘Incomplete’ on the

       student’s transcript.  Once you receive the grade information from BYU, the report card/transcript will need to be

       updated to reflect the accurate grade and credits for the course.

Notes:

1.    See below for more information on becoming certified to proctor BYU exams.

2.    ESs are welcome to use the office to proctor BYU exams for your students or for another ES's students.  Please

       call the office to be certain that a suitable spot will be available at the time you wish to administer the exam.

3.    If a student is not comfortable going alone to take the exam with an unfamiliar proctor, it is acceptable for the

       parent or the ES to accompany the student and sit with them during the exam, as long as they don't interact with

       the student during the test.

4.    In the event that there is no suitable proctor or location for a particular student, BYU will work something out with

       the student, on a case by case basis.  

GVCS Exam Proctors – Process for getting paid for proctoring a BYU exam

GVCS ESs will be paid to proctor BYU exams, whether they are proctoring for their own student(s) or for another ES’s student(s).  ESs will be paid the current hourly certificated pay rate.

1.     At the time of the exam, the student(s) will sign in on a GVCS Exam Sign-In Sheet.  Word doc

2.     After proctoring, the ES will submit the GVCS Exam Sign-In Sheet Word doc along with a GVCS Certificated Hourly Test Proctor Timesheet Word doc detailing the length of time spent proctoring the exam.  The ES will be paid for a minimum of one hour; if the testing takes more than one hour, round the time spent to the nearest half hour.

3.     Mark the hours in the appropriate box as Extra Duty hours on your ES timesheet and submit the test proctor timesheet and student sign-in sheet to the GVCS office with your monthly ES timesheet.

Becoming certified to proctor BYU exams

1.     To be certified for the first time, you may fill out the Proctor Certification form online at http://ce.byu.edu/is/site/proctors/proctorcert.cfm.  You should hear from BYU within 2 business days.  If you do not receive communication from BYU with regards to your certification, call (866) 741-9144 to check on the status of your request.  If you encounter any difficulty, contact Meg.  She will give you further direction about whom to contact to remedy any proctor certification issues.

2.     If you were previously certified, you may need to be re-certified.  To check if you need to be re-certified, call (866) 741-9144 and ask.  They should be able to help you to be re-certified, if you do need to do so.  If you encounter any difficulty, contact Meg.  She will give you further direction about whom to contact to remedy any proctor certification issues.

Resubmission of assignments and exams (retakes)

Students may be allowed to retake a lesson or exam; this is up to the discretion of the ES.  The retake fee may be paid using IF.  In order to do so, a PO must be created in Escape for the retake fee.  The Retake Request form must be submitted alongside the PO.  The form is available at http://ce.byu.edu/is/site/courses/purchase/Retakerequest.pdf. 

Do not email the form to submit it to BYU.  Instead, mail or fax the completed form to Teri Sinclair at the BSA, and she will submit the retake form with the PO.

Withdrawal from a course

In order to withdraw from a course, a Withdrawal Request form must be submitted to BYU.  This form is available at http://ce.byu.edu/is/site/courses/purchase/Withdrawalrequest.pdf, and it may be emailed, faxed, or mailed to BYU.  Depending on when the withdrawal is requested, some portion of the course fees may be refunded.  See http://ce.byu.edu/is/site/courses/purchase/policies.cfm for more information about these refunds and for the address/fax number to which you may send the Withdrawal Request form.