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Coordinating the AP Coordinating the AP ExamsExams

Presented by Jill PepeAP Coordinator/School Counselor

Coral Springs Charter School

College Board APSI for AdministratorsJune 19-21, 2013

 Hyatt Regency Jacksonville Riverfront

Jacksonville, FL

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You are told you are now You are told you are now responsible for the AP responsible for the AP

exams…exams…

Take a deep breath and relax…it will be okay.

The key is organization and preparation!

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Countdown to examsCountdown to examsAt the beginning of the school

year: purchase a 3 ring binder to keep everything organized.

Place exam schedule on school website and school calendar & check for conflicts.

Send link for AP Central to all AP teachers to encourage use.

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Beginning of school year Beginning of school year cont’d…cont’d…School policy- all students must test?Take a look at which exams you will have to

administer based on courses you offer.Get an idea of approximately how many

exams you will need to order by looking at

class totals.Return the AP participation survey – due mid

November and will be addressed to the Principal. Start keeping an eye out for it sometime in September

Make a copy and use as a reference in the future

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On site vs. off site testingOn site vs. off site testing

At the beginning of the year, you need to determine the testing site.

Some things to keep in mind:Off campus testing- availability,

location, transportation of students and exam materials , facility fee, space, rooms, chairs, tables, acoustics, environment, accessibility, reliability, clean up.

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On site vs. off siteOn site vs. off siteOn Campus testing- disruptions

(bells, announcements, other students not testing, fire drill), rooms, desks, space.

Storage of materialsProctors

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Mid-yearMid-yearCompile an initial list of your exam order. Pull class rosters, ask teachers to verify

students that are testing. Check virtual school rosters to see if any

student is taking an AP course online. Compile list of any home school/private

school students taking exams. If students are paying for exams be sure

create database to keep track of all money.

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Mid-Year cont’d…Mid-Year cont’d…Distribute AP Bulletin to each

student. If your school uses AP Potential,

begin process of identifying potential students for next year. Possible ways to inform students is to generate a letter, or hold an AP night.

Read the AP Coordinators manual, highlight/flag important pages…know it front to back!

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Create AP testing schedule including testing locations, room count, proctors and lastly student rosters.

Be sure you know which students are receiving accommodations and you are able to meet their needs.

Notify students that may need to test at a different site due to exam availability.

Prepare/test special equipment for specific exams (foreign language, music, art etc.)

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Pre-administration SessionPre-administration SessionHold a pre-administration session

for all AP students to fill out their answer sheets and AP student pack information. Use AP downloads for script, then edit to fit your needs.

I pre-stuff 12x18 envelopes with one AP student pack, one answer sheet and an exam schedule for each student.

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Pre-administration set upPre-administration set up

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Pre-administration Pre-administration Each student receives an envelope and a

pencil and then is asked to place their name, the names & dates of the exams they will be taking on the outside of the envelope.

Have students place an AP number label on the outside of the envelope

You can ask the students to raise their hands if they are taking multiple exams and need more than one answer sheet or you can add the extra answer sheets at a later time (this option saves time during the session).

Then I proceed with the script from the College Board.

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Pre-administrationPre-administrationAfter the assembly, I collect the

envelopes and then alphabetize the envelopes and place them in boxes alongside the exams.

This will make it much easier for me to pull the students envelope on the day of their exam.

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Pre-administrationPre-administrationYou can place a color sticker on

the outside of the envelope for students taking 2 exams in one day.

I then electronically scan the barcode from the AP student pack for each student into my excel spreadsheet so I have a copy of their student number.

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Organize your ExamsOrganize your ExamsMake sure to inventory all your

exams when they arriveI use plastic bins for the tests and

materials.

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Organize your examsOrganize your exams

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The Week before exams begin…The Week before exams begin…

Make sure your bins are prepared for each day. All exams should be ready to go out from day one, but you will have to check the roster before each test day to ensure that all the student’s envelopes are ready for the exam.

If you are testing off campus, make sure your exams are in one secure room where you can distribute them to the proctors.

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AP Art Digital SubmissionAP Art Digital SubmissionCheck out the AP digital submission

page and set up your account. Follow instructions on how to inform your teachers and students on how to create an account and submit their work.

Make sure you check the status of each submission before the deadline!

Meet with art teachers to confirm and then send all art submissions, before deadline.

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AP Emergency KitAP Emergency KitGet a small plastic tote with a cover. Place inside extra bubble sheets,

student packs, pens, pencils, sharpeners, erasers, calculators, staplers, rubber bands, tissues, band aids, sticky notes, loose-leaf paper and blank empty envelopes.

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During testingDuring testingCount all exam materials after the exam

is finished. Take bubble sheets and cross reference them with your fee waiver list and bubble accordingly.

Begin to pack away all exams for scoring. Split shipment is a beautiful thing!

I pack all exams away in provided boxes and stack answer sheets in pre-counted piles ready to go into return envelopes.

Never seal anything until the last day and you are absolutely certain everything is accounted for!

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Miscellaneous…Miscellaneous…Always prepare for the

unexpected. I always tell my proctors about what to do in the event of a disturbance (cell phone) or someone getting sick.

Late exams- Keep track of the student name, exam name, reason, and if they have to pay for exam along with the schedule.

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Misc…Misc…Language exams- Always have

more headsets/microphones, tape recorders and CD players available as a back up.

Use more than one room if possible.

Ask the AP teacher to have students practice BEFORE the exams so they are familiar with exam and equipment.

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Misc…Misc…Keep a call log for every time you

call AP for help. Write down the case # and agent ID for future reference.

Cross check your rosters before creating shipments, and invoice to make sure your numbers match. Make copies of everything.

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Questions or comments?Questions or comments?

We hope that this information will put you at ease when AP season begins for next year.

Thank you!

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Contact information:Contact information:

Jill Pepejpepe@coralspringscharter.org 954-340-4113

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