For many schools, the new year brings a new term. The College Board's fall AP exam ordering deadline presents unique challenges for schools registering students for exams for courses that begin after the College Board's November ordering deadline. Below are a few tasks in Total Registration you may need to complete and online help items to assist you with those tasks.
- Review your late fees to verify you are charging the appropriate late fee amount (at least $40.00/exam beginning no later than the day after the November order deadline) for first-semester/full-year courses. See https://support.totalregistration.net/hc/en-us/articles/206642287-Configuring-late-fees. You also can set a late fee schedule for classes that start (Second semester) after the College Board's late fee date in November.
- Review your Refund Policy - Total Registration allows two refund policies: One for full-year and first-semester classes and another for classes that begin Second semester (after the November order deadline). Please see our help item: https://support.totalregistration.net/hc/en-us/articles/205886868-Configuring-refund-policy. In addition, please make sure that your refund policy takes into account the CB's cancellation fees.
- Verify your spring/second-semester-only course exams are configured correctly (see https://support.totalregistration.net/hc/en-us/articles/360009217554-Configuring-Periods-for-Late-Fees).
- Configure your Second-Semester Only courses in the College Board's system and obtain the join codes.
- Edit the appropriate exams in TR from the Manage/Set-Up AP Exams page to add the teachers, periods, and join codes for Second-Semester Classes (see https://support.totalregistration.net/hc/en-us/articles/360009348693-Adding-Join-Codes-to-AP-Exams)
- Schools can allow students to register for only exams that begin after the November ordering deadline. When schools use this feature, students registering after a set date will only see exams with a section attached that begins after the November order deadline (Second semester, Second or Third Trimester, etc.). This is a great way to restrict registration to only students registering for exams for spring-only courses. Please see our help item https://support.totalregistration.net/hc/en-us/articles/1500001339142-Allowing-students-to-register-only-for-AP-exams-linked-to-courses-that-begin-after-initial-order-deadline-second-semester-course.
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If you want to allow all students the ability to register with a late fee (or no late fee for spring-only exams), then edit your End Date on the General Info screen within the AP configuration to a date in the future. Total Registration recommends setting the end date a couple of weeks before the College Board's March order deadline. This will allow you time to ensure that all students who desire to take AP exams are registered and paid.
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If you prefer to monitor who registers closely, you have three options:
- You can monitor which students registered for exams between a particular date range using our Exam Registrations By Date report, found in the Conflicts/Reports By Date section of the AP Report Center.
- You can configure the system to waitlist all registrations for particular exams. You can do this for all exams that are full-year courses or first-semester-only courses to control who registers now that the initial deadline has passed. See https://support.totalregistration.net/hc/en-us/articles/206643757-Setting-up-AP-Exams).
- You can start a waitlist to approve or deny each student's exam registration request. See https://support.totalregistration.net/hc/en-us/articles/206642267-Configuring-Wait-List)
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If you prefer to monitor who registers closely, you have three options:
You can easily view a list of your exams and the section(s) linked to each one to see if there are any restrictions on the section showing as available to students. To see this list, go to AP Report Center > Misc Exam Reports > Exam Details - Exam Availability.
You can also refer to our suggested settings if you have any questions about registration dates, late fees, etc that Total Registration suggests. You will see these settings at AP > Configure AP Registration > TR Recommended Settings.