For more information about proctor duties, please see the AP Coordinator’s Manual, Part 2 (available in late fall). The Exam Instructions will be available in 2020.
Here is everything proctors must do before, during, and after exam administration.
Before the exam administration:
- Get familiar with the administration and exam security procedures in the AP Coordinator’s Manual, Part 2.
- Get familiar with any special equipment (such as CD players or digital recording equipment) well before exam day. (Note: Master CDs and exam CDs must not be opened before the exam administration.)
- If administering exams to students testing with accommodations, understand the students’ specific accommodations and, for exams with extended time, understand how to time each section.
- Read all the general and the appropriate subject-specific exam administration instructions in the Exam Instructions book to understand the flow of the administration.
- Prepare the exam rooms.
- Set up exam equipment (such as CD players, computers with recording software and headsets, and handheld digital recorders).
- Make sure the AP coordinator provides an AP ID label sheet for each student who will be taking the exam.
- Admit and assign seats to students. Use a preassigned seating chart if provided by the AP coordinator. (Review the AP Seating Policy.)
- Check identification of homeschooled students and/or students from other schools.
During the exam administration:
- Bring all necessary materials to the exam room.
- Count and check the exams received for the exam administration upon arrival in the exam room. Confirm the exam title of each AP Exam to be sure that no other exams are included.
- Ensure each student has their correct personalized AP ID label sheet.
- Check that students with disabilities have brought their SSD Student Accommodations Letters to verify that they are approved for these accommodations.
- Ensure the proper seating distance is maintained between students and that all students are facing the same direction. (Review the AP Seating Policy.)
- Distribute exam materials.
- From the 2019-20 AP Exam Instructions, read the General Instructions and the instructions for the exam being administered.
- Instruct students how to correctly fill in their identification information on the front of their answer sheets.
- Help students with the operation of digital recording devices used for AP Exams in world languages and the AP Music Theory Exam.
- Complete the seating chart (or use the one provided by the AP coordinator).
- Supervise the testing room.
- Supply pens, pencils, calculators (when appropriate), and extra paper (as necessary).
- Walk around the room to ensure students are working on the correct exam section.
- Guard against attempts at cheating.
- Keep the room and exam materials attended at all times.
Proctors must never:
- Read, eat, drink, engage in conversation, correct papers, use a computer or laptop, or perform any activity not related to the administration.
- Use phones or mobile devices during the exam unless it is an emergency or an administration incident warrants it. If a proctor has a mobile device, it must be set to silent so it won’t cause any disturbance or be a distraction.
After the exam administration:
- Collect and account for all exam materials before dismissal.
- Ensure that students have properly identified their exam materials (with AP ID labels, etc.).
- Dismiss students, making sure they do not take any exam materials from the exam room. Students must be dismissed at the same time, unless there are different groups recording responses for AP Exams in French, German, Italian, and Spanish language and culture or music theory.
- Return all exam materials to secure storage.
- Ensure that a Nonstandard Administration Report (NAR) is completed for each student who tested with accommodations.
- For world language and Music Theory Exams, ensure student audio responses have been properly saved in MP3 format (1 file for each student) and named with the student AP ID and exam form.
- For AP U.S. History, AP European History, and AP World History: Modern, insert all the short-answer response booklets inside the yellow short-answer response booklet return envelope(s) before leaving the testing room. Keep these short-answer response booklets separate from the multiple-choice answer sheets, which will be placed in the answer sheet return envelope(s) before being packed for shipment.
For more information on proctors, be sure to visit Choosing & Preparing Proctors.
What Proctors Need
- Printed exam packets and any associated CDs, exams on CD, and all equipment related to the exam (i.e., CD player, recording devices, etc.)
- Answer sheets
- The AP ID label sheets for the students taking the exam being administered
- The AP Coordinator’s Manual, Part 2 and the AP Exam Instructions for the exams being administered (regularly scheduled or late testing)
- Extra No. 2 pencils with erasers
- Extra pens with black or dark blue ink
- Pencil sharpener
- Extra lined paper
- Stapler to attach extra paper to free-response booklets and/or short-answer response booklets
- Extra calculators for the AP Exams in biology, calculus, chemistry, environmental science, physics, and statistics. Visit the AP Calculator Policy page for information.
- Door signs: “EXAM IN PROGRESS” and “PHONES OF ANY KIND ARE PROHIBITED DURING THE EXAM ADMINISTRATION, INCLUDING BREAKS.”
- Watch (but not a stopwatch). Each exam room should have at least 2 timepieces as a check against mistiming.
- A clock should be visible to all students.
- If an exam room is not equipped with a clearly visible wall clock, the time remaining for each exam or exam section should be posted or announced at regular intervals.
- Stopwatches are not advisable because of noise and alarms.
- A school may use a computer to display the time, provided that no personnel other than the responsible coordinator or proctor have access to the computer. The computer cannot be connected to the internet during the administration. No other content should be displayed aside from the clock. Electronic/computer clocks should not be set to count forward or count down.