AP/IB Test Fee Program

OSPI has participated in the federal AP Test Fee Program grant since 1999. Through this program, test fees are reduced for qualifying low-income students who are eligible for advanced placement testing offered through the College Board and the International Baccalaureate Organization. This opportunity is funded through the federal AP Test Fee Payment Program for low-income students. This program is authorized by the Elementary and Secondary Education Act, Title I Part G.

The Washington program recognizes five methods for determining student eligibility. AP/IB coordinators are required to document student eligibility. Coordinator procedures are outlined by program.

• Test Fee Payment Structure
• Five Methods for Determining Student Eligibility
• Documenting Student Eligibility
• Advanced Placement Coordinator Procedures
• International Baccalaureate Coordinator Procedures
• 2012-13 AP Coordinator's Manual (PDF, 132 pages)
• OSPI Memo 062-08, Attachment 3, the AP Program Federal Catalog Number 84.330

Test Fee Payment Structure

The information below explains the AP/IB test fees that are covered for eligible low-income students through the Washington program.

Advanced Placement Test Fee Payment Structure

AP reimbursements are paid directly to The College Board rather than through grants to public or private schools. The current fee per examination is $89. The total student fee is reduced through a series of waivers. The AP test fee reduction is a collaborative effort.

AP Test Fee Collaborative Member Responsibilities:

Proposed School-Based Strategies to Foster Access to AP

• Timing of Payment: Be flexible about when students are required to pay the exam fee. This gives them the time and support to pay when they can.
• Advance Notice: Give students and parents advance notice to explain the exam fee and communicate the value of AP Exams as an opportunity for them to save money in college. Host a parent night in advance to review the benefits of participating in the AP Program and AP Exam fees.

International Baccalaureate Test Fee Payment Structure

IB reimbursements are paid to local school district upon receipt and approval of the IB Test Fee Application. IB subject fees for each higher level (HL) or standard level (SL) subject exams are paid through the federal grant managed by OSPI.

Five Methods for Determining Student Eligibility

Eligible students qualify for the Test Fee Program through one of the following methods:

• Free Lunch Program: The parent or guardian has filled out an application and they are approved for the free lunch program. (Their income is 130% or less of the poverty level figures on the U.S. Department of Health and Human Services Poverty Level Tables.) These are the lowest income families at or below the poverty level.
  
  
• Reduced Lunch Program: The parent or guardian has filled out an application and they are approved for the reduced lunch program. (Their income is 131% to 185% of the poverty level figures on the U.S. Department of Health and Human Services Poverty Level Tables.) These are low-income families at or below the poverty level.
  
  
• Social Security Program: The student’s family receives assistance under Part A of Title IV of the Social Security Act.
  
  
• Medicaid Program: The student is eligible to receive medical assistance under the Medicaid program under Title XIX of the Social Security Act.
  
  
• Declaration of Income: If a student would like to be considered for the AP Test Fee Program, but he or she is not a participant in the Free and/or Reduced Price Lunch Program, Part A of Title IV of the Social Security Act, or the Medicaid program under Title XIX of the Social Security Act, he or she may still qualify by having the parent/guardian certify that the student’s family taxable income does not exceed the 2011 Annual Low-Income Levels. If this method is used, the parent/guardian must sign the Low-Income Student Verification form 1616.

Documenting Student Eligibility

The AP/IB coordinator verifies the eligibility of each individual student using any of the approved methods listed above. A hard copy of student eligibility and supporting documentation is to be kept in a confidential file at the local level. Documentation of student eligibility records are subject to audit. Under ESEA Title I provisions, records must be kept for five years.

Student Eligibility Documentation Resources

• OSPI Memo 062-08 issued in 2008, attachment #3, the Advanced Placement Program (Federal Catalog Number 84.330) is specifically identified as a program to which names may be released. To document these two groups of students, submit their names to a district office or program administrator who can verify each student’s program eligibility. No special forms are needed because the student qualifies based on their lunch program status. Keep a copy of the email or memo from the district or program person who confirms the student’s eligibility. This internal memo is all that is needed to document this type of eligibility.
• Low-Income Student Verification form 1616 must be used to document student eligibility when parent/guardian declaration of family income is used as the method for qualification.

Coordinator Procedures

Advanced Placement Coordinator Procedures

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1. Local Advanced Placement (AP) coordinator verifies the eligibility of each individual student using any of the approved methods. A hard copy of student eligibility is to be kept in a confidential file at the local level. Documentation of student eligibility records are subject to audit. Under ESEA Title I provisions, records must be kept for five years.
   
   
2. AP coordinator places exam order as instructed in the 2012-13 AP Coordinator Manual.
   
   
3. The AP coordinator keeps a confidential list of the students who qualify for fee reductions and the number of exams they will be taking.
   
   
4. In May, when fee reduction students take exams, AP Coordinator marks the College Board’s fee reduction oval on each student’s answer sheet.
   
   If an answer sheet is not marked for an eligible student, neither the College Board nor the federal reimbursement will be credited to the school account.
   
   
5. After the examinations, the AP coordinator will submit a Remittance Form to The College Board using an online process. When generating the invoice to The College Board, the AP coordinator must also submit a copy of the invoice to the state. Mail the state copy to:

   Barbara Dittrich, AP/IB State Program Coordinator
   Office of Superintendent of Public Instruction
   Old Capitol Building
   PO Box 47200
   Olympia, WA 98504-7200
   
   

6. The Educational Testing Service will invoice the Office of Superintendent of Public Instruction (OSPI) for exams taken by the fee reduction students. OSPI will pay the bill for eligible students directly to The College Board.
   
   
7. It is important that AP coordinators submit payment and remittance forms to The College Board by the required deadline. Schools returning forms later than June 30, 2013 run the risk of not being included in the billing for the state.

International Baccalaureate Coordinator Procedures

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1. Local IB coordinator verifies the eligibility of each individual student using any of the approved methods. A hard copy of student eligibility is to be kept in a confidential file at the local level. Documentation of student eligibility records are subject to audit. Under ESEA Title I provisions, records must be kept for five years.
   
   
2. IB coordinator places order for the tests and fees are paid to the IB office.
   
   
3. The IB coordinator keeps a confidential list of the low-income students who qualify for fee reimbursements and the exams they will be taking.
   
   
4. IB coordinator completes the AP Test Fee Program IB Registration Fee Reimbursement Application in iGrants (form package 653) and submits to OSPI for review no later than May 9, 2013.
   
   
5. Students take the examinations.
   
   
6. After the examinations, IB coordinator completes the AP Test Fee Program: IB Exam Reimbursement Application in iGrants (form package 336) and submits to OSPI for review no later than September 30, 2013.
   
   
7. IB Coordinator contacts District Security Manager for school level access to IB Exam Reimbursement Application (336).
   
   
8. Schools submitting the application later than September 30, 2013, run the risk of not receiving IB exam fee reimbursement.