AICE Coordinator Monthly Reminders
Please make sure you don’t submit Access Arrangement too early.
AUGUST
1.) Retrieve Grades in CIE Direct for Previous year scores
2.) Use the Excel spreadsheet document to create a breakdown of the percentages and figures for Irene and Administrators at GCHS
3.) Distribute Textbook Orders for AICE
4.) Check CIE Teacher Website for AICE Training Dates for Teachers
5.) Use SILK program at GCHS to print class rosters of all Pre-AICE and AICE Students (after dust settles)
6.) Create an AICE course sequence for each year Freshman class entering GCHS
7.) Write Introduction Letter to all AICE teachers
8.) Check with all Pre-AICE and AICE teachers for assistance as needed
9.) Give AICE scores to students
10.) Center Form 6 Fill out and send to and Remember: Add Centre # US 569 in Subject area of e-mail.
11.) Send each teacher a link to to direct them to past tests and examiners reports etc.
12.) Make sure Wendy Richardson has the form to fill out for AICE money$$ and send it to Sandy Tarr
13.) Examine the Cambridge data and guide any Seniors that may need additional AICE classes.
Work on any scheduling issues students may have.
14.)Make sure all materials and textbooks for Cambridge instructors have arrived; process and distribute course materials.
15.) Meet with Cambridge teachers to discuss syllabi and course updates.
16.) Disseminate information to students regarding exam retakes and input data for November series.
17.) Input data and organize exams for November series.
18.) Send out the instructions for the Common Application for College to all the GCHS Staff.
SEPTEMBER
1.) Create PPT slide/Brochure to present to parents for advanced studies night.
2.) Keep guidance informed by attending meeting at the beginning.
3.) Hand out certificates to students
4.) Explain to teachers about pens used on tests and that are not to erase but put a line through mistakes. No erasable pens are to be used on test.
5.)E-mail teachers about keeping me informed about students who are added or who drop courses.
6.) Ask Maria Moss to Print all Pre-AICE and AICE Courses
7.) E-mail to Pre-AICE English/Literature about rubric and language barriers
8.) Save Textbook Invoices for Irene, Connie P., and Kathy R.
9.) Have all teachers forward their training confirmation from Cambridge back to me so that Irene has them on file.
10.) Send Common Application Instructions to Guidance or remind them of the instructions
11.) If there is a problem with trainings that were booked and they need to be changed or canceled, please contact, CIE Training Services ( ) or .Or Caroline Lemons
12.) If you have signed teachers up for training, you have to give them instructions on how to create a user name and password and give them your schools Centre number. For example: This is what I sent my teachers….Have you both followed the direction to create a user name and password for the teacher training site? You will need to create a username and password and you need the Centre number to our school. Let me know. Number: us569a1School name: Gulf Coast High
13.) Carole Waugh is the Global Perspectives contact person.Carole Waugh:
14.) Submit Global Perspectives Research Pre U OPF (Comp 2 (Optional) Comp 4 proposal forms). They are due October by Oct 31st. Submit this early per these instructions: Leave the candidate number blank (or state – not yet available). Save the form as 9766_04_US569_ followed by the candidate name. Marsha Layne will send this CC to me. Alpha order….First and Last Name
15.) Whenever we get textbooks, add number and GCHS.
16.) Have Maria Moss print all AICE CourseEZ PICK INS: Compare students who already have a CIE #. Create a new Spread sheet….Take out 12th grade students.
17.) Fill out the Cambridge Estimated entries for the June Series. It’s due by October 10th. Fill it in with AICE Coordinator information and be sure to fill in the estimated entries within the relevant box that corresponds with the course.
18.) Get 504 from Linda Sharp or whoever is in charge of this through Admin. Also, contact Greg M. about special accommodations ESE. Form 1 due by February 21st and Form 4 is due by March 31st.
19.) Start organizing Excel spreadsheets.
20.) Check grades on students to make sure they are on right track and make any schedule changes necessary.
21.) Start thinking of and updating any marketing materials for upcoming informational meetings with 8th graders.
22.) Start tours for interested 8th grade parents and continue them through end of February.
23.) Start shadowing visits for interested 8th grade students and continue through end of February.
24.) Prepare FTE Excel sheets for district fund allocation.
25.) Administrative forms
26.) Send Excel Data Warehouse Data to Dr. Ang.
OCTOBER
1.) Cambridge AICE Exam Analysis and Action Plan for Irene
2.) Fill out Access Arrangements and send in.
3.) Print out Provisional Test dates for May/June Exams
4.) Check to make sure there are no conflicts with AP and AICE Exams (if so send list of students to Debbie Cox)
5.) Make sure all teachers fill out their ACTION PLANS to AICE ADMIN by October 16th.
6.) Convert the Excel spreadsheet to a CIE CSV File.
7.) Print out Cambridge Final Exam Timetable/Cambridge Guide to Making Entries from CIE Direct Teacher Support documents.
8.) Continue updating and tweaking marketing materials.
9.) Schedule informational evening event in December for interested 8th grade parents/ students.
10.) Schedule any conferences needed based on Quarter 1 grades of current students.
11.) Student official score reports will be delivered to school in late October/early November. Hand out to students and have a plan for how you will get certificates to students who have already graduated.
12.) Send FTE reports to district.
13.) Prepare materials for November exams, schedule testing sites, and assign proctors.
14.) Conduct inventory check and purchase items (additional materials) for May/ June exam series.
15.) Start putting together excel sheet for Key test dates and Key Times for admin.
16.) Look over all the syllabus courses we offer to find out test codes etc.
17.) Key Times
18.) Send Action Plans to Administrators for Data Chats.
NOVEMBER
1.)Prepare for Informational evening in December and make the necessary copies. Continue with marketing strategy.
2.) Final timetable for May/June exams distributed to faculty, administration and specific district personnel.
3.) School-specific exam timetable created and distributed to students/parents for May/June exams.
4.) Print out Action Plans for Data Chats for Admin.
5.) Global Perspectives Comp. 2 can be sent in early here. Zip File
6.) Register Students into CIE Direct….Start 2015 with CIE #0327
7.) After registering students into CIE Direct, Add entries of the course and components to each student.
DECEMBER
1.)Host Informational evening/Open House.
2.) Visit feeder middle schools to discuss the AICE program with the faculty.
3.) Check student grades for any possible issues and arrange for schedule changes at end of 1st semester.
4.) Prepare detailed test schedule for all spring exams.
5.) Upload Cambridge student information and prepare preliminary spreadsheets for May/June exam series.
JANUARY
1.)Read and review the Cambridge Guide for Exams Officers.
2.) Make any necessary schedule changes for 2nd semester.
3.) Begin working on a master schedule of classes for the upcoming year.
4.) Propose additions/changes to Cambridge courses by meeting with chairpersons.
5.) Update course selection forms for students.
6.) Write articles about the Cambridge program for the curriculum guide.
7.) Meet with Cambridge instructors to discuss upcoming exams.
8.) Begin to finalize exam entries for May/June exam series.
9.) Prepare student data sheets to given to teachers so that they can verify of information is correct before submitting to Cambridge. Michael Durik created a form for students to sign and fill out.
10.) Fill out Appendix B: Form NOE (External) for AICE Spanish Language Qualifications to conduct speaking part of test. Send to Info@ CIE e-mail.
FEBRUARY
1.)Complete entering exam data and have students check their entries.
2.) Send out letters to those that are out of district and are borderline or below with their grades.
3.) Prepare logistics for testing (number of seats needed, train and secure invigilators, etc.)
4.) Meet with all Cambridge students in an assembly and have students complete their registration forms for exams.
5.) Submit Registration of students to Cambridge by February 21st into CIE DIRECT. (Modifications can be made up to the 21st)
6.) Order Blue Books
7.) Give Global Perspective teacher the Pre-Released Support Material sent from Cambridge.
8.) Check monthly to see about AICE Trainings.
9.) Meet with Counselor and Admin about schedules and next year’s AICE Course Selection
10.) Advanced Studies Evening for upcoming Freshman Feb 26th.
11.) Meet with 10th grade students about course planning for next year.
12.) ACCESS ARRANGEMENTS due Feb 21st
13.) START AT 614
MARCH
1.)Continue to set up logistics for testing.
2.) Check Cambridge student grades and schedule meetings/conferences as needed.
3.) Meet with all incoming 9th grade students and families to discuss expectations & schedules.
4.) Work on scheduling for all Cambridge students.
5.) Ensure all supplies for May/June exams are available. Order anything else needed.
6.) Enter Forecast grades (due into CIE Direct by April 30th)
7.) Pass out Cambridge Entry forms to students again to make sure all information is correct etc.
8.) Give Marsha Layne the Pre-Released Global Perspectives pdf that Cambridge sends via e-mail through CIE Direct. (For Comp 3: Presentation)
9.) Fill out the AICE Resource Request and Professional Development forms and send to Laurie Brock
10.) Check for Key Times and Test preparation
11.) AICE Workshop for teachers
12.) Fill out AICE Survey and send pictures of the secured Exam test Safe storage area by April 3rd.
- Click here to access the questionnaire.
- Answer all questions to give us a clear understanding of how you will conduct exams in the June 2015 series.
- Use the section at the end of the questionnaire to add to any of your answers or request extra guidance and support.
- Send photographs of your secure storage area to with your Centre number and ‘Centre Self-Assessment’ in the subject line.
- The Centre Self-Assessment questionnaire is an interactive PDF and should be completed on screen using Adobe Reader. To avoid any technical difficulties, you will need the latest version of Adobe Reader from the Adobe website.
- Please return your completed questionnaire in PDF format, with photographs of your secure storage area by 3 April 2015 to with your Centre number and 'Centre Self-Assessment' in the subject line.
13.) Check cie.org.uk/samples to verify how to send samples etc.
APRIL
1.)Have a plan set for testing and start testing at beginning of April (Marine Science, Art & Design, Language Exams)
2.) Finish the application process for incoming 9th graders.
3.) Unpack and check in exams when they arrive. Secure in approved location with limited access until day of test.
4.) Hand out senior transcript request forms for Cambridge exams scores and have them send in to U.S. Cambridge office.
5.) Mail any materials for courses that have coursework components with deadlines in April.
6.) Testing begins.
7.) Forecast Grades due by April 30th.
8.) April 28th and 29th Marine Science Test
9.) Make sure all testing materials and scripts are put into bags for each test
10.) Classrooms need to have the following displayed for testing: Clock, Notice to Candidates and Cell phone poster, Couse name…syllabus number…..Component number…..and start and finish time.
11.) Calculators and rulers needed for Thinking and Marine Science as well as graph paper for Marine Science.
12.) Set up and arrange desks 4ft by 4ft.
13.) Have Invigilator Training for teachers and anyone who is proctoring an AICE exam.
14.) Give Andrea Diaz list of each course with the following information on it:
CAMBRIDGE INTERANTIONAL EXAMINATIONS
CENTRE NAME: GULF COAST HIGH SCHOOL
CENTRE NUMBER: US569
CANDIDATE NAME:
CANDIDATE NUMBER:
15.) Create a seating chart as well for testing.
16.) Submit Comp 2……3… to Global Perspectives EXCHANGE 4 goes into MAPS
17.) Figure out the extra testing materials using the excel sheet supplied by Cambridge under Before the Exam in Admin. Forms website:
18.) Submit Speaking Test by April 30th: Hard Copy. Record Internal Assessments within CIE Direct by April 30th for Spanish Speaking and Global Perspectives Comp 4
19) Organize test bags for Marine Science.
20.) Send out parent letter to parents if exams go past 2:05.
21.) Send Andrea Diaz a list of each AICE Course attendance so she can release these students from class etc.
22.) Print out Group Syllabus Reports for Testing in CIE Direct under Reports tab.
**********************23.) Fill out Bright Future excel sheet for potential Diploma candidates and send to Sherri Reach via e-mail. Due at the end of May
MAY
1.)TESTING
2.) Arrange teacher training for summer workshops.
3.) All other AICE Exams
4.) Global Perspectives 9766 Component 2 and 3 Due May 31st (Cover Sheets Included for both
5.) GPR-9766 Component 4 Internally Assessed Marks for Coursework Sample (Cover Sheets Included Due May 31st
6.) Package all AICE Exams and have Kathy Macri print off UPS Barcodes and send off to Cambridge.
7.) Make sure to go into CIE Direct and Select Manage the Candidates results website, and Select the appropriate Exam (ex. June 2016), and select All Candidates and put my information in and click confirm. Download PDF and Print out and give to AICE teachers etc.
8.) Textbook Inventory (Scan data sheets and e-mail teachers to validate information)
JUNE
1.) Complete Testing.
2.) Look over final grades and make possible schedule changes.
3.) Spanish Speaking Component 1 Speaking Internal Assessment due in CIE Direct by June 7th
JULY
1.) Make sure all Cambridge students are scheduled appropriately
2.) Get ready for next school year.
3.) Update website with any major changes/redesign (website should be updated regularly with dates, news, pictures, etc.)