Welcome to the AP Coordinator Manual Part 2, a comprehensive guide designed to support coordinators in managing AP programs effectively. This manual outlines essential procedures, from pre-exam preparations to post-exam processes, ensuring a smooth and secure testing experience. Structured to address all modes of testing, it provides detailed instructions for digital, hybrid, and paper exams, along with key updates for the 2024-25 academic year.
1.1 Overview of the Manual’s Purpose and Structure
The AP Coordinator Manual Part 2 is a detailed resource designed to guide coordinators through the entire AP exam administration process. Its purpose is to ensure a smooth, secure, and efficient testing experience for students and staff. The manual is structured into six main sections, each addressing specific aspects of coordination, such as exam modes, security protocols, proctoring responsibilities, billing procedures, and special considerations. It begins with an introduction to its purpose and organization, followed by key updates for the 2024-25 academic year. This clear structure allows coordinators to navigate responsibilities effortlessly, ensuring compliance with College Board policies and successful exam administration.
1.2 Key Updates for the 2024-25 Academic Year
The 2024-25 academic year introduces several important updates for AP coordinators. Digital exam ordering is now required for specific courses, with a deadline of March 15, 2024. Hybrid testing options combine digital and paper formats, offering flexibility. Digital readiness checks are mandatory to ensure technical preparedness. SSD accommodations have been expanded, enhancing support for students with disabilities. Health and safety protocols remain critical, with updated guidelines for test day. These updates aim to improve exam accessibility and security while maintaining integrity. Coordinators should review these changes thoroughly to ensure compliance and successful administration of AP exams in the upcoming year.
Exam Administration Modes
This section covers the three primary exam administration modes: fully digital, hybrid digital, and paper testing. Each mode offers unique benefits and requirements, ensuring flexibility for schools while maintaining exam integrity and security. Coordinators can choose the option that best suits their school’s resources and student needs, with detailed guidance provided in subsequent chapters. College Board supports all modes to ensure a seamless testing experience.
2.1 Fully Digital, Hybrid Digital, and Paper Testing Options
The 2024-25 academic year offers three testing options: fully digital, hybrid digital, and paper testing. Fully digital exams require devices with secure browsers, internet access, and proctoring. Hybrid digital allows mixing digital and paper formats for flexibility. Paper testing remains available for schools with limited technology. Each mode ensures exam security and accommodates different school resources. Coordinators can choose based on their school’s capabilities, student needs, and technical infrastructure. Detailed instructions for each mode are provided in the manual, including setup, proctoring, and security protocols. This flexibility ensures all schools can administer exams effectively, maintaining integrity and accessibility for all students.
2.2 Digital Readiness Check Procedures
Digital readiness checks are essential to ensure a smooth exam administration. Coordinators must verify that all devices meet College Board requirements, including compatible operating systems, browsers, and security settings. Internet connectivity should be tested to prevent interruptions. Proctors and students must familiarize themselves with the digital testing platform beforehand. The manual provides step-by-step instructions for conducting readiness checks, including device verification, network testing, and software updates. Additionally, coordinators should reserve rooms for practice sessions and ensure all devices are properly managed. These checks help identify and resolve technical issues before exam day, ensuring a secure and efficient testing environment for all students.
Exam Security and Protocols
Exam security is critical to maintaining integrity. Ensure secure storage of materials, use encrypted systems for digital exams, and authenticate student identities. Proctors must monitor testing environments to prevent cheating and adhere to health protocols. Strict adherence to these measures ensures valid and fair results for all students.
3.1 Safeguarding Exam Materials and Data
Safeguarding exam materials and data is a top priority to ensure exam integrity. Coordinators must securely store physical exam materials in locked, accessible-only-to-authorized-personnel areas. For digital exams, use encrypted systems and secure login credentials to prevent unauthorized access. Ensure all devices used for testing are free from malware and updated with the latest security patches. Access to exam materials should be restricted to authorized personnel only, and all handlers must sign confidentiality agreements. Proctors must verify student identities and monitor testing environments to prevent cheating. Post-exam, materials should be stored securely until they are officially disposed of according to College Board guidelines.
3.2 Health and Safety Protocols for Test Day
Ensuring the health and safety of students and staff on test day is critical. Coordinators must implement protocols such as social distancing, handwashing stations, and the use of PPE if required. All materials should be handled with care to minimize contact. Students with symptoms should be isolated and provided alternative testing arrangements. Proctors should be trained to respond to emergencies and maintain a clean testing environment. Clear communication of health guidelines to students, parents, and staff is essential. By adhering to these protocols, coordinators can create a safe and secure testing environment for all participants.
Proctoring and Staff Responsibilities
This section outlines the roles and responsibilities of proctors and staff in administering AP exams, ensuring a secure and efficient testing environment while adhering to guidelines.
4.1 Training Requirements for Proctors
Proctors must complete mandatory training modules to ensure compliance with AP testing policies. These modules cover exam security, handling of materials, and emergency procedures. Training emphasizes understanding proctor roles, from pre-exam setup to monitoring test-takers. Proctors must also learn to accommodate students with special needs under SSD guidelines. Annual updates are required to stay informed about policy changes and new technologies. Completion of training is verified through the AP Registration and Ordering system. Proctors are expected to review all materials and attend school-specific training sessions if required. Properly trained proctors ensure a secure, fair, and efficient testing environment for all students.
4.2 Proctoring Schedule and Assignments
The proctoring schedule and assignments are critical for ensuring smooth exam administration. Coordinators must create detailed schedules, balancing proctor availability with exam session needs. Assignments should be distributed fairly, considering proctors’ expertise and workload. Proctors may oversee multiple sessions, requiring clear communication of roles and responsibilities. Coordinators must ensure adequate coverage for all exams, including makeup and special testing accommodations. Tools like scheduling templates and digital assignment trackers can streamline the process. Proctors should receive their assignments well in advance, along with all necessary materials. Proper organization ensures that all exams run efficiently, maintaining a secure and fair testing environment for all students.
Billing and Financial Procedures
This section outlines the billing process, payment methods, and financial responsibilities for AP exams, ensuring accurate fee management and timely payments to maintain program operations smoothly.
5.1 Understanding the Billing Process
The billing process for AP exams is structured to ensure clarity and efficiency. Fees are calculated based on the number of exams ordered, with detailed invoices provided through AP Registration and Ordering. Coordinators must verify student enrollments and exam orders by the specified deadlines to avoid additional charges; Payment timelines and methods are outlined in the manual, with options for school or student payments. Resources like the AP Fee Calculator and billing guides on AP Central are available to assist with financial planning. Coordinators are responsible for ensuring timely payments to avoid late fees or service disruptions. Proper record-keeping is essential for audits and compliance.
5.2 Managing Fees and Payments
Managing fees and payments requires careful oversight to ensure accurate and timely transactions. Coordinators should monitor exam orders and associated fees, ensuring alignment with school budgets. Payments can be made via check, credit card, or electronic funds transfer, with detailed instructions provided in the manual. Refunds and fee reductions are addressed for eligible cases, such as student withdrawals or exam cancellations. Proactive communication with students, parents, and school administrators is crucial to resolve payment issues promptly. The manual also provides guidance on handling late payments and mitigating financial discrepancies, ensuring a smooth billing cycle for all stakeholders involved in the AP program.
Special Considerations
This section addresses unique needs, including SSD accommodations, IR forms, and rescoring requests. It ensures equitable access and compliance with health and safety protocols for all students.
6.1 SSD Accommodations and Support
Ensuring students with disabilities have equal access is crucial. The manual details SSD accommodations, such as extended time, use of assistive technology, and separate testing rooms. Coordinators must verify eligibility and submit required documents by specified deadlines to guarantee accommodations are applied. Additionally, proctors should be trained to support students with diverse needs effectively. Clear communication with students, parents, and school staff is essential to implement these accommodations seamlessly. The manual also provides resources for addressing complex scenarios, ensuring compliance with College Board policies and legal requirements. Proper planning and documentation are key to creating an inclusive testing environment for all students.
6.2 Handling IR Forms and Rescoring Requests
This section outlines procedures for managing irregularity reports (IR forms) and rescoring requests. Coordinators must ensure all irregularities during testing are documented and submitted promptly to the College Board. Rescoring requests require careful review of student eligibility and test materials. Deadlines for submitting these requests are strictly enforced, and proper documentation is mandatory. Coordinators should communicate clearly with students and parents regarding the process and timelines. The manual provides detailed steps for initiating and tracking rescoring requests, ensuring compliance with College Board policies. Proper handling of IR forms and rescoring requests is essential for maintaining exam integrity and upholding student rights.