Exams Requiring Special Preparation
Slide 1 — Exams Requiring Special Preparation
Greetings, AP coordinators!
Thank you so much for being part of this session of the AP Coordinator Tutorial for 2016-17.
My name is Derek Kameda.I am an AP coordinator, and I’ve had the pleasure of doing this for over a decade at one of the top AP programs in the world.
Before I begin, please allow me to provide a quick overview of what to expect from these tutorials.
If you are a brand new or inexperienced coordinator, these tutorials provide a solid foundation.
You will receive a clear description of the role and responsibilities of the AP coordinator.
If you are an experienced coordinator, these tutorials provide the same review.
However, they also feature some best practices to improve efficiency and accuracy.
Thank you again for joining us.Let’s get started.
Slide 2 — French, German, Italian, and Spanish
For these exams, special equipment is required.
One CD player is needed for each testing room. It is used to play the master listening, writing, and speaking CD’s.
In addition, these exams require each student to record responses.The student recording must be in MP3 format and can be done in a variety of ways: handheld digital recorder, computer, laptop, or in a designated language lab.
Student-response cassette tapes and burned CDs will no longer be accepted for these exams.
Depending on the number of students testing and the amount of available technology, schools may need to record in a staggered format or in shifts.
More information on this is available in the Coordinator’s Manual.
And lastly, the Spanish Literature Exam also requires a CD player.However, there is no student recording for this particular exam.
Slide 3 — French, German, Italian, and Spanish (cont’d.)
More information about ordering and administering these exams is available in the AP Coordinator’s Manual.
Specifically, you find details on approved recording methods, information about recording, saving, and submitting students’ spoken responses, and much more.
Coordinators and proctors should establish a clear plan in advance of the actual exam.
Slide 4 — Chinese and Japanese Exams on CD
The AP Chinese and Japanese exams are delivered on computer, via CD. A computer and headset with built-in microphone is needed for each student.
An important note is that Microsoft Windows 2000, XP, Windows Vista, and Windows 8 are not supported for 2017.
Another technical note is that ZoomText is supported on Windows 7, Windows 8.1, and Windows 10. Please see the AP Coordinator’s Manual for technical specifications.
More information about administering these exams is available in the AP Coordinator’s Manual.
A best practice is to recruit a tech person to assist with all the installation, hardware, and software requirements.This type of support before, during, and after the exam is critical.
Slide 5 — Music Theory
The AP Music Theory Exam has two sections.
The written part of the exam is administered to students simultaneously.
The sight-singing part must be administered to one student at a time, in isolation.
In terms of equipment, a CD player is required in each testing and recording location.
In addition, digital recordings must be completed for each student.This can be done in a computer lab, digital language lab, via laptop, or with handheld digital recorders.
Again, the sight-singing portion must be done individually.
When testing larger numbers of students, the coordinator can set up multiple separate recording locations.This allows the school to record multiple students individually at the same time. This reduces the overall length of the exam session.
The digital files for each student will be submitted through the Digital Audio Submission (DAS) portal.
This is the only way to submit recorded files.Once again, burned CDs or cassette tapes are no longer accepted.
There is one more new recording option for those programs who may have access to school-owned iPads. You can find more information on that in the AP Coordinator’s Manual.
Keep in mind that each sight-singing location must have its own CD player, recording equipment, and proctor.
CDs are also needed to play at the different locations, simultaneously, so be sure to order the proper amount of CDs when ordering exams.
Slide 6 — AP Studio Art Portfolios
The AP Studio Art portfolios have two components.
The digital component consists of images uploaded by students. Students send the files to their AP Studio Art instructor.The instructor will forward to you, and you will forward them on to the College Board.
The physical component consists of the Selected Works (formerly known as the Quality section) for Drawing and 2-D Design. These are works that are assembled and mailed to AP in large portfolio envelopes.
The 3-D portfolio is submitted entirely online.
In terms of equipment, coordinators, teachers, and students will need a computer with internet access. Students and/or teachers need a digital camera as well.
Slide 7 — AP Studio Art Portfolios (cont’d.)
May 5, 2017, is the last day for coordinators to submit all digital portfolios to AP.This is done online via the specific Studio Art Digital Submission Web application.
A best practice is to have students submit portfolios to their AP Studio Art teacher in advance of this date.Teachers should, in turn, also submit portfolios to the coordinator in advance of this date.
Coordinators cannot submit portfolios to AP until they are forwarded by the Studio Art teacher.
May 5 is also the last day for coordinators and students to perform the physical portfolio assembly.
Again, please work with the AP Studio Art teacher to ensure that students target a deadline in advance of May 5. This provides some cushion to chase down any late students.
Slide 8 — AP Computer Science Principles
Students submit their performance tasks in theAP Digital Portfolio system, which is a web-based platform.
As the AP coordinator, your role is to monitor students’ activity in the digital portfolio.
You also perform tasks connected to the digital portfolio prior to the performance task submission deadline ofApril 30, 2017.
Students must indicate in the AP Digital Portfolio that they are planning to take the end-of-course exam.This is required for their performance tasks to be scored.
AP coordinators must review this indicator before ordering end-of-course exams.
AP coordinators must order preadministration materials by March 29.This ensures that students receive their AP numbers before the submission deadline to the AP Digital Portfolio.
Performance tasks will be scored only if the student submits them as final.The student must also indicate they are taking the end-of-course exam.And the student’s AP number must be entered in the AP Digital Portfolio.
Slide 9 — Exams for Students with Disabilities
Students with documented disabilities may be eligible for accommodations on AP Exams.
To use exam accommodations students must receive prior approval from Services for Students with Disabilities, otherwise known as SSD.
Most often, a school’s SSD coordinator submits requests online.However, students or parents may submit a request directly to SSD.
Only one request should be completed for each student.This is regardless of how many College Board tests that student takes.
In some cases, documentation of the disability and the need for accommodations is requested for the College Board’s review.
Requests must be received and determined complete by February 17, 2017.
Slide 10 —Ordering Exams for Students with Disabilities
AP coordinators work closely with the SSD coordinator.They must ensure that all eligible students test with approved accommodations.
Using the SSD Online system, the SSD coordinator generates a roster of approved students.
This roster also shows what the specific accommodations are for each student.
Students may require exams in nonstandard formats such as braille or large type.
Most nonstandard-format exams are ordered online.
As a best practice, it’s extremely important to plan ahead when you have SSD exams.Very likely, these students will need to test in a separate location.In fact, depending on the accommodations, two or more SSD students may need to be in separate locations from each other, as well.
All of this will likely impact the number of testing rooms and proctors required on exam day.
Slide 11 — Completing SSD Paperwork
Nonstandard Administration Reports (or NARs): Before the exams, the SSD coordinator goes online to generate and print a Nonstandard Administration Report. This is done for each student for each AP Exam.
The SSD coordinator enters the timing information for students approved for nonstandard timing, including extra or extended breaks.
The NAR is then given to the AP coordinator who provides some additional information.Then finally, on exam day, the proctor completes the actual timing record for each student.
Slide 12 — Returning SSD Exam Materials
The AP coordinator returns the NARs in the NAR Return Envelope.
Regular-format exams taken by students with approved accommodations such as extra time are returned in this same envelope.
Braille or large-type exams are returned separately from the regular-format exam materials.
As a best practice, make a copy of the completed NARs before sending them in. However, do not make copies of the exam materials or answer sheets.
If a complete NAR is not submitted, the student’s exam score will be placed on hold.
Slide 13 — End of “Exams Requiring Special Preparation”
Thank you for joining this session of the AP Coordinator Tutorial.
This is just one of several tutorial sessions that are available.
For more information about the AP Program and AP coordinators, please visit the other tutorial sessions.
And as a reminder, all of the downloads referenced in the tutorials are available on (or linked from) the tutorial page.
As an AP coordinator, you have the opportunity to positively impact your school’s AP program.
I strongly encourage you to be organized, secure, and committed to providing a great testing environment for your students.
Strive to give your students the best opportunity to maximize their academic abilities.
Please keep up the great work and thank you for making a difference!