• AP coordinators are emailed new AP Registration and Ordering System access codes by AP in early August.   

• District coordinator will also need access as the "additional authorized user" to support sites with registraition and ordering.

• Job Aid

• All AP Audit Approvers are coordinators and/or administrators who give approval to both courses and educators.  With AP Audit approval, Educators gain access to copyrighted AP materials and AP courses are listed on your school's UC ledger.  

• AP Audit Approvers are emailed new access codes by AP in early August.  If you don't get one by August 10, please call AP and they will get you one and talk you through the process of setting up your account 877.274.3570.  District coordinator does not have access.

• All educators teaching an AP course this school year must be approved by August 31 for UC ledger purposes.  

Plan for this year: 

• Advertise = How will students + families know how to order an exam?

• Accommodate =  Do you have access to the AP SSD Online system and can you setup a meeting to chat with  IEP/504 case managers to confirm who needs to request testing accommodations before January?

• Exam Payments = Do you have a plan to manage payments made at school?

• Digital Exams = Do you have power strips to use on exam day?

• Late Date Host Date = Districtwide, we have less than 15 students per exam who need the late exam date.  Recommend that sites think about a day/exam they could host all students in need to share the responsibility of the intense late date schedule or sites can manage on their own.

• Proctors =  What responsible adults ... staff, teachers, admin, parents... can you get to help on exam days?  

• Space = Look at current AP course enrollments and assume all will test ... where can they fit 5-feet apart on exam day?  Do you have facilities and/or JROTC that can help setup/breakdown test rooms? 

• Supports = What can you do to ensure students feel prepared for exams?

• Students will receive weekly reminders from the district coordinator to confirm and/or finalize their exam orders.   

• Students will know their exam is complete when they see "registered for exam" in AP Classroom on the course badge AND have a receipt that they paid our district (from finance office or School Cash Online.)  

AP Mid-Year Review:

• Accommodations =  Do you have access to SSD Online to submit testing accommodations requests before January?  Did IEP/504 case managers confirm who needs accommodations?

• Exam Payments =  starting November 1  = LATE FEES = EXAM FEE + $40  

• Late Date Host Date = Districtwide, we have less than 15 students per exam who need the late exam date.  While sites can manage it on their own, district coordinator can securely transport exams if host sites choose to share the burden.  Suggest that each site decide by March if they wish to host their own for all late dates OR pick one exam/day to host all students in need.

• Proctors =  What responsible adults ... staff, teachers, admin, parents... can you get to help on exam day?  You are encouraged to start finding them now.

• Space = Look at current AP exam orders ... where can they fit 5-feet apart on exam day?  Do you have facilities and/or JROTC that can help setup/breakdown test rooms? 

• Supports = What can you do to ensure students feel prepared for exams?

• Students will receive weekly reminders from the district coordinator to confirm and/or finalize their exam orders.   

• Students will know their exam is complete when they see "registered for exam" in AP Classroom on the course badge AND have a receipt that they paid our district (from finance office or School Cash Online.)  

Confirm Exam Plans:

• Advertise = How will students know where to go on exam day and/or what can we post here?

• Accommodations =  Confirm if there are any pending accomodations in SSD Online and connect with case managers if there were any accommodations denied and what next steps are.

• Exam payments =  starting March 1  = SUPER LATE FEES = EXAM FEE + $80 ---> PAY HERE  ...any new orders will be moved to the late dates and have late fees.  If sites have space, they may allow students to move to standard date. 

• Late Dates Posted = Sites must decide if they will host their own late dates or collaborate with others to share the burden.  Locations will be posted and shared before April to prevent confusion.

• Proctors =  What responsible adults ... staff, teachers, admin, parents... can you get to help on exam days?  You are encouraged to schedule them now.  

• Space = Look at the orders as they are now...there won't be massive changes after now.  Where can they fit 5-feet apart on exam day?  Do you have facilities and/or JROTC that can help setup/breakdown test rooms? 

• Supports = What can you do to ensure students feel prepared for exams?  Most sites have mock exams and/or tutorial options and/or ways to boost morale on the long exam days.

• Exam materials will begin to arrive and you should check them immediately to confirm contents and contact AP if anything is wrong.  Lock away safely until exam day then lock away again until you return to AP.

• Save all the boxes to return materials at the end.  There will be a coordinator pack with printed instructions, coordinator manual, and all the envelopes to return materials.  

• Prep a box/bag for each exam with exam booklets, answer sheets, pencils, pens.  

• Students will have one sheet of ID labels for all the exams they are taking.  It should be sorted by first exam then alphabetical by last name.  When they are done with their exams, you can shred their labels.  OK if labels get lost - students will write their AP ID where label would've gone.  

• Suggestions for boosting morale:

  • • Ask families bring breakfast / snacks / drinks to have available before, during, after exams.

    • AP educators proctor a colleague's exam to support scholars in their final step.

    • Encourage all exams with accommodations to be supported by SpEd staff that know their scholars best.

    • Ask that leadership participate in the exam check-in and exam instruction reading at the beginning to set the serious setting with scholars...typical teen behavior is NOT acceptable in the AP testing setting.

• Download the current student roster from the AP Registration and Ordering System so that it includes the most currently approved accomodations.  

• Confirm there are no pending accommodation requests in the SSD Online system.

• On the downloaded student roster, add a column for seat numbers, then give random assignment and print for each exam room.  When asked to provide seating chart, you can reference this and simply put seat numbers in each box on the AP seating chart you are required to keep for six months.

• Add the roster to each exam room box and ask proctors to indicate absences on that sheet.  

• If students are not on the testing roster and there are extra exams, sites *might* be able to test the student if they are willing to pay extreme late fees...contact district coordinator to discuss solutions.  

• Confirm count of materials - should have equal numbers of answer sheets, test booklets, free-response booklets, and orange question booklets - from each testing room.  

• Note any absences as "unused" in the AP Registration and Ordering System.  If scholars request late exam later, we can edit...final date to request late exams is the final date of standard testing. 

• Students MUST request a late exam date ... it is not assumed they want one if they don't show up on exam day... please direct students to late date request form so that district coordinator can make all changes.

• How to return AP materials...begins page 91...image page 97...schools that have 150+ paper exams must send back materials each week.  Otherwise, send back when done with standard exam schedule.  

• Save seating charts, room rosters, and NAR for six months in case AP needs to investigate an issue.

• If you have late test takers, you will get all new paper exams for them...do NOT use the same exams.  Send back unused standard testing date exams with used exams.

• Exam fees due to SDUSD → finance clerk with submit the exam fees collected to district using this deposit form.