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 manages the receipt, distribution, administration, and return of AP Exam materials. Follow the links below for more information about this vital role and downloadable resources to help you organize your AP Exam administration:
- Visit Ordering Materials to order AP Exams and view important ordering deadlines and procedures.
- If your school will administer AP Studio Art Exams in 2009, learn more about the new digital submission process.
- 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.
Preparing for the AP Exam Administration
- The AP Coordinator's Manual (.pdf/4.25M) is your primary go-to reference for all aspects of preparing for and administering the AP Exams. The manual includes complete setup information for AP Chinese and Japanese Exams on CD.
- Visit Exam Instructions to download proctor scripts and instructions for administering AP Exams.
- If your school plans to administer the recorded portion of any AP Exam in world languages or the AP Music Theory Exam using a PC or a Mac, you may download supplemental instructions for recording student responses using a computer.
Communicating the Benefits of AP
Two resources are available to help school counselors and administrators communicate the benefits of AP:
- AP and the Cost of College (.pdf/835KB): This information sheet highlights recent research findings on the relationship between AP participation and college costs, and shows how AP can help students and parents mitigate the cost of college.
- Choose AP (.pdf/610KB): This brochure is designed to help you discuss with students how a rich and rigorous AP experience can help prepare them for success in college. You may find this brochure particularly useful when talking to students who are new to the AP Program or are considering AP for the first time. You can order free printed copies through the Free AP Publications order form.
Templates
- 2008-09 AP Coordinator Planning Calendar: Keep track of deadlines (.pdf/88KB) for the coming academic year.
- Spreadsheet for 2009 AP Proctor Scheduling and Room Organization: This template (.xls/28KB) 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/25KB) during exam administration to ensure that all your school's exams are accounted for.
- Preadministration presentation: This PowerPoint presentation (.ppt/923KB) 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/48KB) 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. 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 outlining the expectations they have for AP students. 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. 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.
Forms
- Coordinator's Comment/Best Practices Form (.pdf/103KB)
- Chinese and Japanese Fee Reduction/Section Designation Form (.pdf/132KB)
- Exam Question Ambiguity and Error Form (.pdf/88KB)
- Exam Seating Chart (.pdf/222KB)
- Fee Reduction Worksheet (.pdf/165KB)
- Grade Cancellation Form (.pdf/103KB)
- Incident Report (IR) Form (.pdf/109KB)
- Nonstandard Administration Report (NAR) (.pdf/118KB)