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2018 AP Exam Ordering - Webinar... · PDF fileOnline AP Exam Ordering • Each AP...

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  • 2018 AP Exam Ordering

    Kentucky Department of EducationMarch 29, 2018

  • Kentucky Department of Education is covering costs for all AP Low-Income Exams for 2018.

    Please send a note of thanks to Commissioner Pruitt for his continued support!

  • HB 200: Includes covering costs for AP and IB Exams for 2019 and 2020.Pending Governor Bevins approval

  • Title IV allocation for FY2018 is $1.1 billion and can be used to support AP in 2019.

    Title IV

    More Information for AP can be found here: https://professionals.collegeboard.org



  • Key Dates and Times

    2019 AP Exam Dates are Now Posted!May 6-10 and May 13-17, 2019. May 22-24, 2019 is late testing

    2018 Exam Dates: Regularly scheduled exams: May 7-11 and May

    14-18 Late-testing exams: May 23-25Mandatory Starting Times: Morning exams must begin between 8 and 9 am Afternoon exams must begin between 12 noon

    and 1 pm (exception: Physics C: Electricity and Magnetism)

    Exams can only be administered on the scheduled dates at the set times

  • 2017 AP Exam Fees

  • A late-testing fee will not be charged for circumstances that are beyond the control of school officials and students. Examples: Conflict with International Baccalaureate (IB)

    exam Conflict with tests that are mandated at the

    state, province, or national level Disabilities or accommodation issues Emergency: bomb scare or fire alarm Emergency: serious injury, illness, or family

    tragedy Language lab scheduling conflict Religious holiday/observance School closing: election, national holiday, or

    natural disaster Strike/labor conflict Three or more AP Exams on the same date Two AP Exams on the same date and time

    No Fee/$45 Fee Waived

    Late Testing

  • $45 Fee Charged

    Late Testing A $45 fee will be charged for schools and students that have a choice between accepting the scheduled date and requesting an alternate date. The fee is used to partially defray costs of developing, scoring, and shipping these alternate exams. Examples:

    Academic contest/event

    Athletic contest/event

    Conflict with non-AP and non-IB exam

    Family commitment

    Ordering error

    Other school event

    School closing (local decision, non-emergency)

    *Students who qualify for College Board fee reductions will not incur the $45 charge if alternate testing is required for one of these reasons.

    Should you have an exceptional circumstance not covered in the list, contact AP Services at 212-632-1781 or 877-274-6474 (toll-free in the United States and Canada).

  • Online AP Exam Ordering

    Each AP coordinator listed on the Exam Ordering returned Participation Form will receive an email containing an access code for the ordering website.

    Schools with outstanding balances from the previous years exams are not able to order AP Exams for the current year until their bills have been paid in full.

    The ordering site is now available: collegeboard.org/apordering

  • Exam Ordering Deadlines

    Feb 23rd - Deadline for submitting requests for testing accommodations for students with disabilities

    Preadministration materials: Orders placed by March 14 will be delivered by

    April 6. Orders placed between March 15 and April 4 will

    be delivered by April 16.

    March 30th - Priority deadline for schools to order AP Exams.

    April 13th - Each order received after this date incurs a $55 late fee (excluding alternate exam orders).

    April 20th - Final deadline for schools to order AP Exams. No orders will be accepted after this date. Orders placed by April 20 will be delivered by April 30.

    May 18th - Deadline for schools to order alternate exams for late testing.

    June 1st - Deadline for AP Services to receive all exam materials. Schools are billed twice the fee for each exam in shipments received after this date.

    June 15th - Postmark deadline for exam payments and invoices submitted to AP Services. Late payments incur a $225 fee.

  • Before ordering the end-of-course exams for AP CSP, review the Student Indicator in the AP Digital Portfolio to be certain students indicated theyre taking the exam.

    Place orders by March 14 even if youre not planning to offer preadministration sessions. This is to ensure that students receive their Student Packs in time to enter their AP numbers to the AP Digital Portfolio before the April 30 submission deadline for performance tasks. Orders for preadministration materials can only be placed with the initial exam order, so be sure to have all AP CSP exams included in your initial order.

    Ordering AP Computer Science Principles

  • AP Ordering Landing Page

  • AP Exam Fee Reductions Must be completed prior to AP Exam ordering.

  • Order the correct number of exams: Schools are charged a $15 fee for each unused exam, so make sure you talk with both teachers and students to find out how many exams are needed for each course.

    Order exams for the correct course: Nine AP subjects (Computer Science, Economics, English, Government and Politics, History, Physics, Spanish, Calculus, and Studio Art) have more than one exam, so make sure youre ordering the right one.

    Determine if you need extra master CDs: For AP French, German, Italian, and Spanish Language and Culture Exams and the AP Music Theory Exam, some schools administer the speaking or sight-singing parts of the exams in multiple rooms. If you plan to do this, you should order master double CD sets or sight-singing CDs for each testing room. Youll also need extra master CDs if you have students using accommodations such as extended time that require separate testing rooms.

    Ordering Tips

  • In 2018, the DAC app is available as a recording option for AP French, German, Italian, and Spanish Language and Culture Exams, in addition to AP Music Theory. Simplifies the recording and upload process Available to download for practice in March 2018 Overview of the app will be posted March 2018


    Digital Audio Capture (DAC) appA free iPad app you can use to record and upload students audio responses

    See pages 5 and 108-110 in the 2017-18 AP Coordinators Manual for details.


  • Chromebooks for Audio Recording

    If your school currently uses school-owned and controlled Chromebooks for high stakes standardized assessments and would like to use them for recording student audio responses for the AP French, German, Italian, and Spanish Language and Culture Exams or AP Music Theory Exams, you must call AP Services for Educators before March 1, 2018to confirm if your schools Chromebook recording application and configuration meet AP Program requirements.


  • For 2018, an ATC version of the AP Exam will be available for most subjects. This version of the exam is designed to be used with screen readers and other assistive technology.

    If students are approved by the College Board for this accommodation, AP coordinators can order the exams through the AP Ordering website.

    Visit SSD Online for more information.

    Assistive Technology Compatible (ATC) Exams for AP

  • Beginning in 2018, schools will get AP Incident Report (IR) forms in the coordinator packets sent with exam shipments.


    Incident Report (IR) Forms

    See pages 5 and 61 in the 2017-18 AP Coordinators Manual for details.

    Use the scannableforms you receive rather than a photocopy.

    Use a No. 2 pencil to complete the forms.

  • Starting May 2018, schools ordering 150 or more regularly-scheduled AP Exams must return exams using the split shipment program.

    AP coordinators receive a separate set of split shipment return instructions. Exams must be returned per these instructions to avoid potential score delays.

    Split shipment does not apply to late-testing.33

    Split Shipment

    See pages 5 and 72-73 in the 2017-18 AP Coordinators Manual for details.

    MAY 2018

    M T W R F

    Week 1 7 8 9 10 11

    Week 2 14 15 16 17 18

    21 22 23 24 25Last day to

    return week 1 exams

    Last day to return week

    2 exams

  • No Borrowing or Lending of AP Exams

    Schools are not permitted to borrow or lend exams.

    Schools that borrow run the risk of administrative errors that could result in the need for retests

    In the event that AP Services cannot fulfill a time-sensitive order for exams, the school may offer late-testing administration.

  • Documenting Fee Reductions Step One. FiH in the appropriiate ie1e redluction ciiircle on the student"s answer sheet iiin the "Schoo11use

    1Only"' secUon: Op ion 1: Low-lncom 1e Students (who 1qualliiify lbased on the 1eliiigiiibility

    criteria for the 1Colleg 1e Board fee reductiiion) Op ion 2: Non-Low-Income Eligibl1e Students (eligiblle ior sulbsiidi

    1esbased on state criteria otlh 1er than the Collleg 1e Board fee r1eductiiionpollicy)

    0 0

    This only ne 1edls to be done once regardless of the nu1mlber of exams astudent talkes.

    Step wo: Enter tlh 1e number of AP Exa1ms qualifying for ie 1e r1edluctionswhen you calculate your total am1ount due online.

  • Invoicing and Payments

  • Step 1

    Go to collegeboard.org/apordering and click the link to access AP Exam Ordering.

  • Step 2On the Landing Page, click on the Generate Invoice link

  • Step 3After Reading the instructions

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