Coordinating the Exam
Resources for AP Coordinators
Much of the success of any school's AP program depends on the efforts of the AP Coordinator, who serves as a vital link between the AP Program and teachers, administrators, and students.
The AP Coordinator is responsible for:
- Ordering AP Exams
- Receiving and checking shipments
- Organizing testing
- Finding and training proctors
- Collecting fees
- Returning exams for scoring
- Distributing AP Exam results
This section of Testing Basics is intended as a first stop in navigating your role as your school's AP Coordinator. Follow the links below for details:
- If your school will administer AP Chinese or Japanese Exams on CD, learn about special requirements for these exams.
- Find out what deadlines and events are in store in The AP Year: An Overview.
- Read about how one AP Coordinator learned the ropes in My First Year as Coordinator.
- Visit Ordering Materials to learn important deadlines and procedures for ordering AP Exam materials.
- Learn how your state subsidizes exam fees in Federal & State AP Exam Fee Assistance.
- Late Testing outlines AP's policy for late testing using alternate versions of the exams.
- Learn how to protect the integrity of AP Exam grades in Exam Security.
- Visit Exams Requiring Special Preparation if your school will be administering the Music Theory, world language, or Art History exams. For more information about administering AP Exams in world languages, view an archived online event. Requires Adobe Flash Player.
- Off-Site Testing offers advice on locating off-site testing facilities.
Templates, scripts, and forms to help you prepare
- 2007-08 AP Coordinator Planning Calendar: Use this calendar (.pdf/63K) to keep track of deadlines for the coming academic year. Requires Adobe Reader (latest version recommended).
- Spreadsheet for 2008 AP Proctor Scheduling and Room Organization: This template (.xls/26KB) is a powerful tool for the logistical planning you need to do each spring.
- Spreadsheet for Keeping Track of Student Exams: Use this Excel spreadsheet (.xls/23KB) during exam administration to ensure all your school's exams are accounted for.
- Preadministration presentation: This PowerPoint presentation (.ppt/886KB) helps Coordinators or proctors hold a time-saving preadministration session, where students complete identifying information on their answer sheets so they won't have to take time to do this on exam day.
- Sample Registration Form: This sample registration form (.rtf/44KB) was adapted from materials used by Cheryl Bell, an administrator in the Owen J. Roberts School District. AP Coordinators are free to download and revise it to meet their schools' needs. Note: Coordinators may not alter the AP Exam schedule associated with this form. AP Exams must be administered according to the official schedule determined by the AP Program.
- Sample Exam-Taker Agreement: Some schools ask students to sign agreements at the start of the school year outlining the expectations they have for students participating in an AP course. These agreements are driven by local school policy; the AP Program does not require or endorse their use. In response to requests for a template, a sample agreement (.rtf/20KB) was compiled based on those used by various AP Coordinators.
- "What to Bring" and "Where to Be" letters for students: We've created letter templates in Rich Text Format (.rtf) that you can modify and send to the students in your school as the AP Exam administration approaches. Both letters contain information on what students should and shouldn't bring to the exams, where the exams are, when they need to arrive, and more. Visit What Students Will Need to download them.
- Proctor materials: Visit the What Proctors Will Need page for proctor training materials and seating charts.
AP Coordinator workshops
Free, full-day AP Coordinator workshops are held in each region throughout the year to provide new and less experienced AP Coordinators with information needed to effectively and successfully manage their school's AP program. Topics covered in this workshop include:
- Ordering AP Exams
- Conducting a preadministration session
- Training proctors
- Setting up off-site testing
- Administering exams
- Maintaining exam security
- Returning and paying for AP Exams
This workshop also provides participants the chance to exchange best practices and learn new ways to handle an AP Coordinator's responsibilities. Visit Institutes & Workshops on AP Central or download a workshop schedule (.pdf/88K) to find out when and where training in your region will take place.