Process to Request and Receive Test/Quiz/Exam Accommodations 1. Writing with AccessAbility Services - The Day of the Test/Quiz/Exam 8

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1 Tests/Quizzes/Exams Process to Request and Receive Test/Quiz/Exam Accommodations 1 Writing with AccessAbility Services - The Day of the Test/Quiz/Exam 8 Exam Room Regulations. 11

A: In order to schedule a test/quiz/exam with AccessAbility Services, you must first know the date, time and duration of the test/quiz/exam as it applies for the class.

2 If you are approved for test/exam accommodations the following procedures apply to you. Process to Request and Receive Test/Quiz/Exam Accommodations Q1: How do I tell AccessAbility Services that I want to write a test/quiz/exam with accommodations? A: In order to schedule a test/quiz/exam with AccessAbility Services, you must first know the date, time and duration of the test/quiz/exam as it applies for the class. You will use the Test/Exam module of myaims to submit your request online. It is important that requests for tests/quizzes be made at least 14 days before the date of your test/quiz. Final Exam accommodation requests are to be submitted before the deadline date (see question 5 for deadline dates.) You will need to login to myaims at: using your UTORid and password. On the left side panel of the Welcome page, click on Book a Test/Final Exam. Click on the Schedule a test, mid-term or quiz or Schedule a final exam menu item as applicable. Follow the prompts to complete the web module. For step by step instructions on how to submit a request please view the Test/Quiz/Final Exam Procedures Manual. AccessAbility Services Page 1

3 Q2: What are the forms I need to submit to request test/quiz/exam accommodations? A: Form Purpose When to Submit Form Colour Deferred Exams Re-Scheduling a Test/Quiz Test/Quiz/Exam Request Submission After Deadline Late Submission Notification Form After your petition has been granted by the Registrar Office. Note: It is not necessary to indicate the date of your deferred exam as it is not needed for processing. Thus, even if the Registrar Office has not made available the deferred schedule we will be able to accept your deferred exam form. When a test/quiz is being rescheduled to a date and time agreed upon between you and your professor. When you are submitting a test/quiz/exam request for accommodations after the stated deadlines Must accompany the above noted Submission After Deadline form when you are submitting a request after the stated deadlines. (See Q5 for deadline dates). Purple Green Yellow (test/quiz) Pink (final exam) Green Q3: Where do I find the forms? A: Deferred Exam Request and Rescheduling Test/Quiz forms can be found outside the AccessAbility Services office under the bulletin board, inside the main office, and on our website at NOTE: You will have to come into our office for the Test/Quiz Accommodation Request After Deadline and Late Submission Notification forms. AccessAbility Services Page 2

4 Q4: Where do I bring the form(s) once they have been filled out? A: You can submit completed form(s) to AccessAbility Services in person or via . If the office is closed, you may place the form(s) in our afterhours drop box (located to the left of the office entrance). Please note that any forms submitted through our afterhours drop box will be date stamped on the following business day. Q5: When do I need to submit my request? A: Test/Quiz Accommodation Requests are due 14 days before the date of the test/quiz. Final Exam Accommodation Requests are due as follows: Summer Session (August Exams): Friday, July 11 th, 2014 at 2:00pm Fall Session (December Exams): Friday, November 7 th, 2014 at 3:00pm Winter Session (April Exams): Friday, March 13 th, 2015 at 3:00pm Q6: Can I still receive my accommodations if I hand in my request after the deadline? A: The deadlines are in place to ensure that the office has enough time to schedule the test/quiz/exam with your accommodations. This involves hiring an Invigilator, booking a room and equipment, obtaining a copy of the exam, putting together an exam package for the Invigilator, and converting the exam into an alternate format (if applicable). If your request form(s) are submitted after the deadline, this will affect the office s ability to efficiently schedule your exam and therefore, our office cannot guarantee that your accommodations will be in place in time for your scheduled test/quiz/exam date. If you are submitting a test request after the stated deadline(s), you will be required to come into our office to obtain and complete the Test/Quiz Accommodation Request Submission After Deadline (yellow for test/quiz and pink for final exam) and Late Submission Notification forms (green). Once you have completed these forms, submit them to our office and they will be given to your Consultant for review. Your Consultant will notify you of the status of your request following submission to the exam office. Q7: What do I do if the instructor changes the date of the test/quiz? A: If the test/quiz has been rescheduled for any reason (e.g. your Instructor changed date of test, you have been given permission from your instructor to write a make-up test for one that you have missed) you must obtain a Rescheduling of Test - Notification Form (green form) from our office or from our website. Complete the form and return it to our office 14 days before the new AccessAbility Services Page 3

test date if possible. If the form is not submitted 14 days before the re-scheduled test date, the office may not have sufficient time to reschedule the test/quiz.

5 test date if possible. If the form is not submitted 14 days before the re-scheduled test date, the office may not have sufficient time to reschedule the test/quiz. Q8: How do I know when and where I am writing my test/quiz/exam? A: You must log in to myaims 3 days before the date of the test/quiz/exam to view and confirm your accommodated start time and writing location. Quizzes/Tests/Exams are scheduled to overlap with the first 30 minutes of the class scheduled time. However, if you are writing with extra time you may start before, and/or end after, your class. It is essential that you view the My upcoming events section of myaims as start times may differ from the classes scheduled start time. All test events on myaims will be marked as Tentative prior to confirmation. REMEMBER: Under Date/time you will see the class date and time, NOT your scheduled date and start time. However, you will be able to see your actual test/quiz/exam date, time and location 3 business days before the test/quiz/exam. Q9: What if I cannot write my quiz/test/exam? A: Quiz/Term Test - If you are unable to write a quiz or term test, or your performance on a test is adversely affected by illness or other extenuating circumstances, speak with your instructor as soon as possible to request special consideration. Final Exams If you are unable to write a final exam, you should consult the U of T Scarborough Calendar for current policies and procedures outlined by the Registrar s office. AccessAbility Services Page 4

6 If you miss a final examination, you may petition (with supporting documentation) for permission to defer the exam to a later date. Petitions must be submitted online (via eservice) within 72 hours of the missed examination. Please visit the Registrar s website for more information: You are strongly advised, before missing an examination, to discuss the possible consequences of deferring an examination with an academic advisor and to consider doing so only in the case of illness or other truly extenuating circumstances for you may be placing yourself at a disadvantage by writing an examination long after the course has finished. If you missed the exam for disability related reasons please meet with your AccessAbility Services Consultant. If you choose to write an examination, you may not petition to rewrite it. In truly exceptional circumstances such as a significant illness that manifests itself during an examination; you may petition to defer the exam that you have begun (see Calendar for further details). This would require both corroboration from the examination invigilator and documentation from a health care professional. It is advised that you decide prior to starting the exam whether or not you will be able to write it. Q10: How can I arrange a make-up test/quiz? A: Once an instructor offers a make-up test/quiz, you must obtain a Rescheduling of Test - Notification form (green form). Complete the form and submit it before the deadline dates if possible. AccessAbility Services Page 5

scheduling and statutory holidays. If the date of a final examination falls on a holy day observed by a student, the student should write to the Vice Dean (vicedean@utsc.utoronto.

7 Q11: What is the process to request special consideration for religious observances? A: It is the policy of the University of Toronto to arrange reasonable accommodation for the needs of students who observe religious holy days other than those already accommodated by ordinary scheduling and statutory holidays. If the date of a final examination falls on a holy day observed by a student, the student should write to the Vice Dean (vicedean@utsc.utoronto.ca) requesting an accommodation. AccessAbility Services cannot make any arrangements for disability related exam accommodations until the Vice Dean grants the request. If the date of a test or quiz falls on a holy day, contact your course Instructor immediately so alternate arrangements can be made. Please refer to the following website for more information: Q12: What should I do if I have a test/quiz/exam scheduling conflict? A: If you have been scheduled to write two tests/quizzes/exams at the same time, you should note this scheduling concern on the Additional Requirements page of the myaims module. In most cases, arrangements will be made for you to write both tests/exams on the same day, with a supervised break between exams unless your accommodations state otherwise. Where the conflict involves a St. George Campus or UTM course, arrangements will usually be made for both tests/exams to be written at University of Toronto Scarborough campus. Requests for such arrangements must be made by the posted deadline and cannot be considered after that time. This section can also be used if you believe you will be missing class before or after your term test/quiz due to your accommodations. AccessAbility Services Page 6

8 Q13: What do I do if I have been scheduled to write three consecutive final exams? A: If you have been scheduled to write examinations in three consecutive time slots, or if you will be writing exams for longer than eight consecutive hours as a result of your extra time accommodation, you may request special arrangements by noting this on the Additional Requirements page of the myaims web module. Requests for such arrangements must be made by the posted deadline and cannot be considered after that time. Q14. My exams will run eight hours or longer with my accommodations, do I have to write them in one sitting? A: Students scheduled to write in excess of eight hours or more on a particular day may request special arrangements. Requests for such arrangements must be made with the Exam Coordinator no later than two full weeks before the commencement of examinations. Students writing two exams on one day with 50% or more extra time must be provided with a two hour break in between their exams. AccessAbility Services Page 7

9 Writing with AccessAbility Services - The Day of the Quiz/Test/Exam It is advisable for you to arrive at the test location 20 minutes before your scheduled start time. The Invigilator will ask you to show your T-card and sign the Test/Exam Data Sheet before you can commence writing. The Test/Exam Data Sheet outlines all the information about your exam, including your accommodations. You are required to: Verify your test accommodations Check your start time on the Data Sheet Check the time to stop writing Note what aids are allowed Discuss with the Invigilator if you want to be told how much time you have remaining, and/or breaks, and at what intervals (½ hr, 50 min., etc.) Sign the agreement at the bottom of the data sheet confirming your understanding of the approved accommodations, duration, and authorized aids. Q1: What if I have a question for my instructor during my test/quiz/exam? A: If you have a question about the test/quiz/exam, the Invigilator will attempt to contact the instructor for clarification. You should continue to write your test/quiz/exam while the Invigilator attempts to reach your instructor, as it could take some time. Should your instructor not be available to visit, we encourage you to write down your interpretation of the question followed by your answer. The Exam Coordinator will contact the instructor to inform him/her of the situation. Q2: Am I permitted to use scrap paper during my test/quiz/exam? A: If you need scrap paper while writing the test or exam, the Invigilator will provide you with additional exam booklets for this purpose. Please note that all materials, including scrap paper, must be handed in at the completion of your exam. AccessAbility Services Page 8

10 Q3: I have been authorized to receive breaks during my test/quiz/exam. What does this mean and how do I take breaks during the test/quiz/exam? A: The purpose of the break is to allow you time to relax, do stretching exercises, change positions, etc. The difference between extra time and break time is that the clock "stops" during break time and you must stop writing when on an authorized break. If you are authorized to have break time(s), the maximum break allowed (per hour) will be indicated on the Exam Data Sheet. The following policies and procedures apply to taking breaks: You must let the Invigilator know when you want to take your break so that they can stop the clock. You are expected to remain at the test site for the duration of the break as you must be supervised at all times. During your breaks, you must turn your exam over. You are NOT allowed to write, study, or access other material or computer software during this time. If you choose not to take your break, you cannot use the time for other purposes, unless otherwise indicated on the Exam Data Sheet (i.e. you cannot use the break time to finish writing the test/exam). Q4: What happens if I need to use the washroom during my test/quiz/exam? A: You are permitted to use the washrooms within the AccessAbility Services exam room when necessary; however, you must notify the Invigilator that you wish to use the facilities. Please note that unless your accommodations state otherwise, the clock will not stop during the time you are using the washroom. If you are writing in one of our overflow locations, notify the room Invigilator that you need to use the washroom and they will escort you to and from the washroom. Q5: I receive the use of a computer as part of my accommodations. How will this work during my test/quiz/exam? A: If you have been authorized to use a computer, you are NOT permitted to use the spell check, grammar check, thesaurus, or dictionary features on the computer unless these are authorized as an accommodation. Also, you are also not permitted to work in, or access, any file other than the one set-up by the Invigilator. It is the Invigilator s responsibility to have the computer set up and ready for you with the program(s) you are permitted to use (e.g. Word, Kurzweil, etc.) AccessAbility Services Page 9

11 You must adhere to the following guidelines when utilizing a computer during a test/quiz/exam: You must edit and print the finished document within the allotted time. The Invigilator will inform you when there are 10 minutes left in your scheduled test time. You may print during the test under the supervision of the Invigilator if you wish to review the document on paper; however, once your allotted test time is over, no additional time will be given to make adjustments to the document. You will not be permitted to make any changes after the final print. All printed versions of your test/exam answers will be submitted to your instructor. You must ensure that the version you wish to be graded is clearly marked Final Version for Grading. You are NOT permitted to take a copy of the document for yourself, nor will you be allowed to take any materials used during the course of your exams, including any crib sheets or memory aids. All materials must be given to the Invigilator at the conclusion of your exam. You may only save your work to the computer desktop. If you save your document to other drives on the computer, it will be automatically erased. The Invigilator will set up the program for you prior to your test/exam. During the test/exam, simply press the save button to save your work to the desktop. After the completion of the test/exam, your work will be printed, and the file will be erased from the desktop. DO NOT attempt to use or access unauthorized files, programs, or connect to the Internet as these actions will be considered an academic offence and reported as such. Q6: I have been authorized a scribe. What does the scribe do? A: If you are authorized to have a scribe for writing tests/exams, the scribe will type or write the answers you provide. You must instruct the scribe as to how you want to proceed with the questions (e.g., read everything first, what order you want to start in, how fast or slow to read each question). The scribe acts as your hand and/or eyes; they will not assist you with the content of the answer in any way. You must dictate your answer to the scribe and include all punctuation. Do not assume that the scribe knows how to spell technical words. It is up to you to confirm spelling with the scribe. AccessAbility Services Page 10

12 Exam Room Regulations 1. Although you are writing in a separate location, the exam room regulations are the same as those followed at the class test site. 2. For health reasons, we require the room to be scent-free and nut-free. On your test day, please do not wear perfumes or other scented products, and please do not bring foods that contain nuts. 3. You are advised to read the section of the UofT Scarborough Calendar titled Code of Behaviour on Academic Matters. 4. You are advised to arrive to the exam room at least 20 minutes before your scheduled exam start time. In doing so, you will have time to review the Test/Exam Data Sheet and our invigilator can complete the sign in process so you can begin the test at your scheduled start time. 5. As per university exam room regulations, in general, students will not be permitted to write their final exam if they arrive 15 minutes after the commencement of the class scheduled start time. 6. No persons will be allowed in the exam room except the students writing the exam, course instructors, AccessAbility Services staff and the Invigilators supervising within our test site. 7. As per University exam policy, you must bring your photo identification cards (T-Card) with you to the exam and present it to your Invigilator. 8. Bags, books, cell phones, wallets are to be deposited in areas designated by the Invigilator and are not to be taken to the exam desk or table. Please remember to turn your cell phone AND cell phone alarms OFF before storing them away. Note: The University is not responsible for personal property left in exam rooms. AccessAbility Services Page 11

13 9. Seating and rooms will be predetermined by the Exam Coordinator and are based on your approved accommodations. Invigilators do not have the authority to change seating within the exam space. 10. No unauthorized materials or electronic devices shall be brought into the exam room or used at an exam except those authorized by the course instructor. Unauthorized materials include, but are not limited to, books, class notes, or aid sheets. Unauthorized electronic devices include, but are not limited to, cell phones, laptop computers, programmable calculators, MP3 players, Personal Digital Assistants ("PDA" such as Palm Pilot or Blackberry), pagers, electronic dictionaries, Compact Disc Players, and Mini Disc Players. Possession is punishable under the Code of Behaviour on Academic Matters. Remember: It s not just a cell phone, it s an unauthorized aid! 11. Please use the washroom before you arrive at the designated time/location of the test/quiz/exam. 12. You must not communicate with other students in any manner whatsoever while the exams are in progress. 13. You must take out all materials (e.g. Pens, pencils, calculator etc.) before the question paper is handed out. Pencil cases and white out are not permitted on your desk in the exam room. Please note that the Invigilator will check items brought to your desk and may ask you to empty your pockets before/after going to the washroom. 14. If you bring any unauthorized material into an exam room, or assist, or obtain assistance from other students, or from an unauthorized source, you may be refused permission to write the remaining part of the exam or any subsequent exams. You are also liable to penalties under the Code of Behaviour on Academic Matters (see the University of Toronto Policies section of the Calendar) including the loss of academic credit for the course, suspension, or expulsion from the University. 15. You are not permitted to leave the exam room, except under supervision, for at least half an hour after the class exam has commenced. Therefore, if you are writing earlier than the class, and finish before the class has begun, you must be prepared to remain in our exam room for at least 30 minutes after the scheduled class start time. Please note that studying during this waiting period will not be permitted in our exam room(s). Non- AccessAbility Services Page 12

14 academic reading material is available for you to use in the exam room(s). Please ask your Invigilator for these materials. 16. You will be allowed to leave the exam room when the Invigilator has given you authorization to do so. 17. When the Invigilator indicates to you that your writing time is up, you must stop writing. The invigilator may refuse to accept your paper if you fail to observe this directive. 18. Invigilators will collect all test/quiz/exam materials once you are finished writing. Question sheets, all booklets with rough notes, and pre-approved memory aids must be handed in and will be submitted to your course instructor. 19. Exam books and other material issued for the exam shall not be removed from the exam room. 20. At the conclusion of the exam you must remain seated until all exam-related materials have been collected. Students must initial their Test/Exam Data Sheet before leaving. Students wishing to leave before the conclusion of an exam must adhere to the same regulations. 21. Once you are authorized by the Invigilator to leave the test site, you must not speak with any students who are still writing their test/exam. We ask that you collect your belongings and leave the exam room quickly and quietly. Q: Where can I get additional information on the test/quiz/exam process? A: For additional information on the test/quiz/exam process please contact the AccessAbility Services front desk staff at (416) (Tel/TTY) or the Exam Office at accessexams@utsc.utoronto.ca AccessAbility Services Page 13

University of Toronto

University of Toronto OFFICE OF THE VICE PRESIDENT AND PROVOST Framework for the Divisional Appeals Processes The purpose of the Framework is to provide guidance and advice for the establishment of appropriate