The AP Coordinator Manual is a comprehensive guide detailing the roles, responsibilities, and procedures for managing AP exams. It ensures smooth administration, adherence to policies, and fairness for all students, while addressing conflicts of interest to maintain exam integrity.
1.1 Overview of the Manual’s Purpose and Structure
The AP Coordinator Manual serves as a detailed resource for coordinators to manage all aspects of AP exams, from planning to post-exam procedures. It is divided into two main parts: Part 1 focuses on pre-exam tasks like ordering materials and registering students, while Part 2 covers exam administration, including policies for digital and hybrid formats. The manual ensures compliance with College Board policies and provides step-by-step guidance for handling conflicts of interest, accommodations, and technology requirements. Its structured approach helps coordinators stay organized and informed, ensuring a smooth and fair testing experience for all students.
1.2 Key Responsibilities of the AP Coordinator
The AP Coordinator is responsible for overseeing all aspects of AP exam administration, ensuring compliance with College Board policies. This includes ordering exams, managing student rosters, and coordinating exam schedules. They must avoid conflicts of interest, such as serving as both a coordinator and an AP teacher in the same year. The coordinator also ensures proper handling of special accommodations and maintains communication with students, teachers, and proctors. Additionally, they manage post-exam procedures like returning materials and addressing discrepancies. Their role is crucial for maintaining the integrity and fairness of the AP exam process, ensuring a smooth experience for all participants.
Pre-Exam Planning and Preparation
Pre-exam planning involves understanding schedules, ordering materials, preparing rosters, and ensuring all logistical arrangements are in place to facilitate smooth exam administration and adherence to deadlines.
2.1 Understanding the Exam Schedule and Deadlines
Understanding the exam schedule and deadlines is critical for effective planning. The AP Coordinator Manual outlines key dates, including the November 15 exam ordering deadline. Coordinators must ensure all materials are ordered and student rosters are finalized by this date to avoid late fees or cancellations. The manual also provides detailed timelines for digital and hybrid exams, emphasizing the importance of adhering to these schedules to maintain exam integrity and fairness. Proper planning ensures smooth administration and avoids conflicts of interest, as highlighted in the manual’s guidelines. Timely submissions are essential for a successful exam process.
2.2 Ordering Exams and Materials
Ordering exams and materials is a critical step in the AP exam process. The AP Coordinator Manual provides detailed instructions for placing orders, including deadlines and requirements for standard and accommodated exams. Coordinators must ensure all orders are submitted by the November 15 deadline to avoid late fees. The manual also outlines procedures for handling special accommodations, such as braille or large-print materials. Part 1 of the manual covers exam ordering policies, while Part 2 addresses digital and hybrid exam materials. Proper ordering ensures all students have the necessary resources for exam day, maintaining fairness and accessibility for all participants.
2.3 Preparing Student Rosters and Registration
Preparing student rosters and registration is essential for ensuring accurate exam administration. The AP Coordinator Manual guides coordinators in accessing and reviewing student rosters through the AP Registration and Ordering system. Filters are available to identify students requiring special accommodations, such as braille or large-print materials. Coordinators must verify and update student information, including names, courses, and accommodations, before submitting final rosters. The manual emphasizes adhering to deadlines to avoid late fees or processing delays. Accurate rosters ensure seamless exam administration and fair access for all students, making this step critical for a successful testing experience.
Exam Administration Policies
The manual outlines policies to ensure fair and secure exam administration, including handling conflicts of interest, maintaining test integrity, and providing accommodations for students with special needs.
3.1 General Policies and Procedures
The manual details essential policies to ensure fair and secure exam administration. Key procedures include maintaining a quiet testing environment, adhering to strict start times, and managing prohibited items. Coordinators must avoid conflicts of interest, such as being an AP teacher and coordinator simultaneously. Students with accommodations receive specialized support, while policies prohibit tampering with exam materials. Clear guidelines for handling irregularities, such as cheating or technical issues, are outlined to maintain exam integrity. Coordinators are responsible for training proctors and ensuring all policies are communicated to students and staff. Adherence to these procedures is critical to uphold the validity and fairness of AP exams.
3.2 Handling Conflicts of Interest
Conflicts of interest must be avoided to ensure exam integrity. Coordinators cannot serve in roles that create bias, such as teaching the same AP course or having a family member taking the exam. Immediate disclosure of potential conflicts is required. If a conflict arises, coordinators must recuse themselves or delegate responsibilities. Dual roles, like teaching and coordinating, are prohibited unless approved by the College Board. Proctors must avoid administering exams to their own students. Violations can lead to score cancellation or disciplinary action. Proper oversight ensures fairness and maintains the credibility of the AP program for all participants.
3.4 Special Exam Formats and Accommodations
AP exams offer special formats and accommodations for students with documented needs. These include extended time, large print, braille, and use of assistive technology. Coordinators must ensure all accommodations are pre-approved by the College Board. Students requiring special formats receive materials tailored to their needs. Digital exams may offer built-in accommodations like text-to-speech or adjustable font sizes. Coordinators must maintain confidentiality and ensure proper handling of specialized materials. Clear communication with students, parents, and proctors is essential to provide a fair testing environment. Detailed instructions for handling accommodations are outlined in the manual to ensure compliance with College Board policies and legal requirements.
Digital and Hybrid Exam Modes
Digital and hybrid exams require specific technology and preparation to ensure smooth administration. Schools must verify device compatibility, internet access, and software requirements beforehand to avoid disruptions.
4.1 Overview of Digital Testing Requirements
Digital exams necessitate specific technical preparations. Schools must ensure devices are compatible, with updated operating systems and browsers. A stable internet connection is crucial, and all devices must have required software pre-installed. Additionally, testing rooms should be equipped with power sources and backup plans in case of connectivity issues. Coordinators must also verify that each student has an active College Board account to access the exams. Proper training for proctors and students on the digital platform is essential to ensure a smooth testing experience and prevent technical disruptions during the exam.
4.2 Preparing for Hybrid Exams
Hybrid exams combine digital and paper-based testing, requiring careful coordination. Coordinators must ensure students understand both formats and communicate clearly about expectations. Technology setup, including devices and internet stability, is critical. Proctors and students should receive training on the hybrid format to avoid confusion. Additionally, coordinators must manage the distribution and security of paper materials while overseeing digital components. Proper organization and clear communication are essential to ensure a seamless hybrid exam experience for all participants.
4.3 Technology Readiness and Setup
Ensuring technology readiness is crucial for digital and hybrid exams. Coordinators must verify that devices meet College Board specifications and test internet connectivity beforehand. All devices should have the latest software updates and necessary accessories. A backup plan, including alternative devices or power sources, is essential to address technical issues. The testing environment should minimize distractions, with clear signage and organized seating. Coordinators must also ensure the security of digital exams by using College Board-approved platforms and monitoring access. Proper technology setup ensures a smooth and secure testing experience for all students.
Exam Day Management
Coordinators oversee exam logistics, proctors, and student check-ins. They monitor testing environments, address issues promptly, and ensure exams run smoothly, maintaining order and adherence to policies.
5.1 Coordinating Exam Rooms and Proctors
Coordinators ensure exam rooms are appropriately set up, well-ventilated, and quiet. They assign proctors to each room, providing clear instructions on roles and responsibilities. Proctors must remain impartial, avoid conflicts of interest, and maintain test security. Coordinators verify proctor availability and training, ensuring adherence to College Board policies. Rooms are checked for seating capacity, accessibility, and compliance with special accommodations. Coordinators also manage proctor-to-student ratios, ensuring a fair and stress-free environment for all test-takers. Proper coordination ensures exams run smoothly, maintaining the integrity and fairness of the testing process.
5.2 Handling Late or Rescheduled Exams
Coordinators must address late or rescheduled exams promptly to ensure fairness and compliance. If a student arrives late, the coordinator may switch their exam to Late Testing by updating the exam date/time in the system. A valid reason must be provided for the change. The system alerts coordinators with a bell and orange bar when such adjustments are needed. Rescheduled exams must adhere to College Board policies to avoid score cancellation. Coordinators document all changes and communicate updates to proctors and students. Proper handling ensures minimal disruption and maintains the integrity of the testing process for all participants.
5.3 Monitoring and Addressing Issues During Exams
Coordinators must actively monitor exams to ensure smooth administration and address any issues promptly. Proctors should enforce test rules, and coordinators should handle disruptions, such as cheating or technical glitches. For digital exams, coordinators must ensure devices function properly and resolve connectivity issues quickly. If a student experiences difficulties, coordinators should document the incident and escalate if necessary. Communication with proctors and students is key to minimizing disruptions. After exams, coordinators should review any reported issues and take corrective actions to prevent future occurrences, ensuring fair and secure testing for all participants while maintaining adherence to College Board policies.
Post-Exam Procedures
After exams, coordinators return materials, review score reports, and address discrepancies. They handle billing, rescoring requests, and ensure all processes align with College Board guidelines and deadlines.
6.1 Returning Exam Materials
After exams, coordinators must return all materials promptly to the College Board. This includes answer sheets, unused exam booklets, and other provided resources. Ensure all items are securely packaged and shipped using approved methods. Late returns may result in fees or penalties. Verify completeness before shipping, as missing materials can delay processing. Coordinators are responsible for tracking shipments and resolving any issues with delivery. Proper handling and timely return ensure accurate score reporting and maintain the integrity of the AP program. Detailed instructions for returning materials are outlined in the AP Coordinators Manual, Part 2.
6.2 Understanding Score Reporting
AP scores are released online, typically in early July, and are accessible to students, schools, and colleges. Coordinators can access scores through the AP Portal, ensuring secure distribution. Schools receive score rosters for advisement and record-keeping. Students can send scores to colleges directly. The manual guides coordinators on interpreting score scales (1-5) and handling rescoring requests. Coordinators must communicate score information clearly to students and counselors, ensuring privacy and accuracy. Detailed instructions for score reporting, including digital and hybrid exam scores, are provided in the AP Coordinators Manual, Part 2, to support fair and transparent score management.
6.3 Resolving Discrepancies or Issues
Discrepancies in exam materials, scores, or administration must be addressed promptly. Coordinators should document all issues and contact the College Board for resolution. For score disputes, the manual outlines procedures for requesting rescoring or rechecking. If exam materials are missing or damaged, coordinators must notify the College Board immediately to arrange replacements. Testing irregularities, such as proctor errors or tech issues, must be reported and resolved to ensure fair outcomes. The manual provides step-by-step guidance for resolving conflicts, ensuring compliance with policies, and maintaining exam integrity. Timely communication and thorough documentation are key to effective issue resolution.