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AP Studio Art Digital Submission: Timeline for Teachers

Before January 2017

January and February 2017

  • In mid- to early January, AP Coordinators at schools with Studio Art programs and AP Studio Art teachers receive an email from AP indicating that the AP Studio Art Digital Submission Web Application is available.
  • Access the web application as early as possible. Follow the appropriate instructions in this demo [for Studio Art Digital Submission] for accessing it. If you used the application previously, you should use your existing account credentials.
  • Pass access information (including your school code and teacher key) to Studio Art students as soon as they are available. View this demo [for Studio Art Digital Submission] for more information.
  • Encourage students to begin uploading images as soon as possible after accessing the application so that you can monitor the development of the portfolios throughout the spring. (Images can always be deleted or rearranged later.)
  • Establish and communicate a firm deadline for students to forward finalized digital portfolios to you (ideally, after students receive their AP numbers and college codes from the AP coordinator, or by sometime in late April) so that you have enough time for a final review before forwarding them to your AP Coordinator.
  • Confirm with your AP coordinator the date by which you will forward students’ digital portfolios to him or her. This date should be well before May 5, 2017.
  • Make sure students have successfully set up their access to the web application and that they have chosen the correct portfolio type (i.e., 2-D Design, 3-D Design, or Drawing) in the application.
  • Confirm with the AP coordinator the number of portfolios your students will be submitting so that a sufficient quantity of portfolios is ordered.
  • Note: Before your AP coordinator places your school’s Studio Art exam order, the number of total portfolios that can be set up online by your school’s students will be limited to the number of portfolios your school ordered last year, plus 10 percent to accommodate growth. If you have a significant increase this year in the number of Studio Art students interested in the exam, your coordinator should place your order as early as possible.
  • Studio Art exams are ordered separately from other exams on the AP Exam Ordering website, so your coordinator can place your Studio Art order early if needed.

March and April 2017

  • Continue to provide guidance to students as they work on completing their portfolios.
  • Confirm that the AP coordinator provides students with their AP numbers and the list of college codes from their AP Student Packs. They will need this information in order to finalize and submit their portfolios to you.
  • Ensure that students submit their final digital portfolios to you by your established deadline.

May 2017

  • Forward students’ completed digital portfolios to the AP coordinator as soon as possible after students forward them to you, and well in advance of May 5, 2017.
  • On or before May 5, the AP coordinator will work with you to ensure that 2-D Design and Drawing students have assembled the Quality sections (the five actual artworks) of their portfolios. The coordinator will ship the physical portfolios containing the Quality sections to the AP Program before the close of the next business day following the school’s last regularly scheduled AP Exam.
  • After you forward portfolios to your coordinator, sign back in to the web application occasionally to view the portfolios’ statuses to ensure that your coordinator forwards all digital portfolios to the AP Program by 8 p.m. ET on May 5. Only coordinators can take this final step, and only portfolios that have a “Sent to AP” status at the time of the deadline will be received by the AP Program and scored.

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