Coordinators must keep track of student finances since the College Board's (CB) system does not. Schools must manage the following for each student:
Ideally, this accounting is performed real-time and transparent to both the AP Coordinator and the students/guardians.
There are a few ways that schools track finances:
Total Registration (TR) has created a system that automates financial tracking. Everything is recorded automatically when a student registers, a registration is edited, a waiver is entered, and a payment or refund is processed.
TR's financial tracking is deeply integrated into TR's full AP Exam service. This deep integration gives schools complete control over the fee structure. TR helps schools successfully implement the following fee structures in addition to the most common structure of the number of exams multiplied by the exam fee:
Most fees and waivers are automatically calculated by the system and recorded during the registration process. Others are recorded when the coordinator approves a student for things like free/reduced lunch waivers. The system also records any necessary finances when a student's record is edited, financial assistance is provided, or an exam is canceled and refunded. The system automatically records any cancellation fees assessed when a student cancels their exam registration after the CB's fall deadline.
Below are a few examples of the myriad of financial reports available to coordinators in TR's system:
The Registration Overview provides a quick, real-time summary of the significant registration and financial information:
The View/Enter/Edit Waivers/Fees utility gives coordinators a quick summary of each student's fees, waivers, payments, and remaining balance:
Clicking Record/Edit allows the coordinator to see all the details of a student's finances as well as edit some of the fees and waivers:
Students can view their entire registration and financial history by logging in to their student TR account:
TR offers many more one-click financial reports: Student Fees, Student Payments, Students with a Balance Due, Overpaid Students, Free/Reduced Lunch Students, utility to email students with a balance due, etc.