AP Coordinator's Tasklist: BEFORE EXAM DAY
AUGUST
AUGUST
Get your annual access to AP Registration & Ordering
Get your annual access to AP Registration & Ordering
- 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.
Approve ALL AP Educator AP Course Audits by August 31
Approve ALL AP Educator AP Course Audits by August 31
- 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.
SEPTEMBER
SEPTEMBER
Fall Connections - district coordinator will meet with sites to plan for the year:
Fall Connections - district coordinator will meet with sites to plan for the 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 = What is your plan to manage payment collection on site?
- 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?
Share AP exam order information with scholars + families:
Share AP exam order information with scholars + families:
Please post the following wherever you share info with families:
Please post the following wherever you share info with families:
Deadlines to avoid late fees:
Deadlines to avoid late fees:
November 1 = fall AP courses + exam-only orders
November 1 = fall AP courses + exam-only orders
March 1 = spring AP courses
March 1 = spring AP courses
When students register, it will default to "YES" for the exam order.
When students register, it will default to "YES" for the exam order.
- If they wish to take the exam, they will need to pay for the exam as the final step.
- If they are not interested in taking the exam, they can cancel or we will change the order to "no" if payment is not received by the deadline and still have full access to resources in AP Classroom.
OCTOBER
OCTOBER
Fall AP course exam orders + exam-only orders due by the end of the month!
Fall AP course exam orders + exam-only orders due by the end of the month!
Students will know their exam order is complete when they have completed both:
Students will know their exam order is complete when they have completed both:
- They can login to AP Classroom and see a course badge for every exam they want to take and it indicates "registered for exam."
- They have a receipt showing they paid at school or online (SchoolCash Online.)
District Coordinator will send weekly email updates to scholars and teachers.
District Coordinator will send weekly email updates to scholars and teachers.
- Site coordinators will have a shared spreadsheet with district coordinator listing all registrations and payments.
- After October 31, all unpaid registrations will be changed to "NO" for exam order and will require late fee to order.
NOVEMBER to JANUARY
NOVEMBER to JANUARY
Winter Connections - district coordinator will meet with sites to plan next steps:
Winter Connections - district coordinator will meet with sites to plan next steps:
- 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?
Testing Accommodation Requests Due
Testing Accommodation Requests Due
Requests for testing accommodations must be submitted by mid-January to ensure approval by May exams...this allows time for denial and reapplication when necessary
Requested accommodations must also be in a recently approved IEP or 504 plan - accommodations do NOT automatically transfer and must be requested by test taker
More details on the accommodations page.
FEBRUARY
FEBRUARY
For AP courses that start second semester - share AP exam order information with scholars + families:
For AP courses that start second semester - share AP exam order information with scholars + families:
Please post the following wherever you share info with families:
Please post the following wherever you share info with families:
Deadlines to avoid late fees:
Deadlines to avoid late fees:
March 1 = spring AP courses
March 1 = spring AP courses
When students register, it will default to "YES" for the exam order.
When students register, it will default to "YES" for the exam order.
- If they wish to take the exam, they will need to pay for the exam as the final step.
- If they are not interested in taking the exam, they can cancel or we will change the order to "no" if payment is not received by the deadline and still have full access to resources in AP Classroom.
Spring AP course exam orders due by the end of the month!
Spring AP course exam orders due by the end of the month!
Students will know their exam order is complete when they have completed both:
Students will know their exam order is complete when they have completed both:
- They can login to AP Classroom and see a course badge for every exam they want to take and it indicates "registered for exam."
- They have a receipt showing they paid at school or online (SchoolCash Online.)
District Coordinator will send weekly email updates to scholars and teachers.
District Coordinator will send weekly email updates to scholars and teachers.
- Site coordinators will have a shared spreadsheet with district coordinator listing all registrations and payments.
- After February 28, all unpaid registrations will be changed to "NO" for exam order and will require late fee to order.
MARCH-APRIL
MARCH-APRIL
Spring Connections - district coordinator will meet with sites to plan for exam administration:
Spring Connections - district coordinator will meet with sites to plan for exam administration:
- 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.
- 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.
New or changed exam orders:
New or changed exam orders:
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.
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.
- $80 + exam fee = fall courses or exam-only orders
- $40-$80 + exam fee = spring course exam orders
Preparation Recommendations:
Preparation Recommendations:
- 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, scratch paper, pencils, pens, and powerstrips.
- 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:
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.