AccessAbility Services
Exam Procedures 2013
Accessible version
Exam Team
The exam team is made up of individuals who work with
the student to put accommodations in place.
1. The student and AccessAbility Services advisor
2. The student and Professor
3. The student and the exam team made up of our
coordinators & proctors
To Receive Exam Accommodations
1.
2.
3.
4.
5.
6.
7.
8.
9.
Register for our services.
Provide documentation and update as needed.
Meet with one of our advisors to review your documentation.
Determine your accommodations and complete the forms.
Meet with your professors to sign the forms.
Return the forms to our office.
Attend an “overview exam procedures session”.
Repeat this accommodation process each term.
Stay tuned to our website for updates and event
notifications.
Time Lines
•
Duplicate forms must be signed and returned to NH1132 at least 7
working days prior to your first midterm test for each course
-white copy for our department
-yellow copy for your instructor
•
If accommodations are only for finals, forms must be returned 2
weeks prior to the end of classes
•
If circumstances change and your are able to write with the class,
without your approved accommodation, you must inform our exam
coordinators of this decision via email and your professor a minimum
of 24 hours in advance of the exam
If you are taking an on campus course that has an
online test:
• Check box number 1 on the duplicate form and ask the professor to
adjust the length of time to meet your accommodation
• If you wish to write online tests with AccessAbility Services you must
inform the Exam Coordinator of this when you return your signed
duplicate form in order for us to arrange a space for you.
• You do not need to submit the Centre for Extended Learning
Request for Accommodation Form, only the Duplicate Form.
Note Taker Accommodation
If you require a note taker as part of your accommodation it is your
responsibility to follow up within two lectures with your professor to:
– Get the note taker’s contact information
– Let your professor know that you will not require the services of the note
taker.
If your professor was unable to recruit a note taker after two lectures,
please contact your AccessAbility Advisor.
If you decide to drop the course please email your:
– Professor
– AccessAbility Advisor
– Exam Coordinator – Hank Edwards
Centre for Extended Learning
Procedure
Download and submit the Centre for Extended Learning Request for
Accommodation Form to Marianna Denes.
* Without this form, we cannot arrange your accommodations with the
Centre for Extended Learning.
The list of student's names requiring accommodations for CEL courses is
forwarded to CEL each Friday and updated on their system the following
week. In order to receive your accommodations you must have
submitted this form one week prior to your first on-line quiz, test, etc.
Centre for Extended Learning
If a home proctor is required, download and submit the Proctor Declaration
form to the Centre for Extended Learning.
If there are changes in your condition or accommodation is no longer
required, please update both the Centre for Extended Learning and your
AccessAbility Services advisor.
AccessAbility Services students will be notified 2-3 weeks prior to the final
exam by Marianna Denes of their exam location and time. Disregard the email notification which is sent by the Centre for Extended Learning.
Duplicate Forms
It is in your best interest to have
all arrangements made well in
advance of upcoming exams,
thus reducing last minute
running around which can
increase exam stress.
Sample
Duplicate
Form
Academic Advisors
Students in all faculties studying at either an undergraduate or graduate
level need to:
• know who their academic advisor(s) is/are
• meet with this person as necessary to discuss academic goals and
approved academic accommodations such as a reduced course load
Engineering Students
1st year - Meet with the Associate Director 1st year
Engineering
Upper year - Meet with your Engineering Associate Chair
Exam Regulations
AccessAbility Services abides
by final examination policies
and procedures as governed by
the Senate and is available at:
http://www.registrar.uwaterloo.ca/exams/ExamRegs.pdf
Exam Regulations
AccessAbility Services abides by final
examination policies and procedures as
governed by the Senate and are available
at:
http://www.registrar.uwaterloo.ca/exams/Exa
mRegs.pdf
Exam Regulations
You must display your student ID on the desk.
PERMISSIBLE
NOT PERMISSIBLE
Pens, pencils, erasers
Items listed on the examination
cover sheet
Bags, purses, knapsacks etc.
Hats/caps
Wireless or electronic devices
of any sort
USB keys, CDs or DVDs
.
Policy 29: Smoking is not permitted in an examination
room at any time.
Students may not leave the proctored area for a smoke break.
Exam Regulations
You must display your WatCard on the desk.
Items that are permissible in the exam room include: pens,
pencils, erasers, and items listed on the examination cover
sheet.
Items that are not permissible include: bags, purses,
knapsacks, hats/caps, wireless or electronic devices of any
sort, USB keys, CDs or DVDs.
Policy 29: Smoking is not permitted in an examination
room at any time. Students may not leave the proctored
area for a smoke break.
Exam Regulations - Academic Offences
Honesty is the best policy - Consider Your Actions
Cheating on an examination is an academic offence punishable
by disciplinary action (Policy 71).
If a proctor has reasonable grounds to suspect that cheating has
occurred, the proctor will:
1.
2.
Confiscate all of the evidence available
Inform:
•
the course instructor
•
Rose Padacz, director
•
your advisor
•
the exam coordinator
Exam Regulations – Academic Offences
Honesty is the best policy – Consider Your Actions
Cheating on an examination is an academic offence punishable
by disciplinary action (Policy 71).
If a proctor has reasonable grounds to suspect that cheating has
occurred, the proctor will:
1. Confiscate all of the evidence available.
2. Inform:
–
–
–
–
the course instructor
Rose Padacz, director of AccessAbility Services
Your AccessAbility Services advisor
the exam coordinator
Exam Regulations
The exam form permits you to write with accommodation at the same time
as your class with the following exceptions:

All evening exams start at 6:00 p.m. regardless of the scheduled start
time (i.e.: if your midterm starts at 7:00 p.m. you will write at 6:00
p.m.).

Your class schedule interferes with the 6:00 p.m. start time (i.e.: a lab).
In this instance, prior notification is required for alternative time
arrangements made with our exam coordinators.

When writing an evening Final exam at 6:00 p.m. you must remain in
the proctored area until 8:30 p.m. due to the uWaterloo Exam
regulations.
Consequences of a Late Arrival
Daytime Exams
 Students are expected to be on time for all of their exams.
 All tests/exams will be held at the same time as your class other than an
evening exam which will start at 6:00 p.m.
Evening Exams
 If you have an emergency which results in a late arrival you must notify the
exam coordinators at ext. 32292 in order to ensure that there is a proctor
available to proctor your exam.
 If you have a class that conflicts with your exam start time you must make
arrangements ahead of time with the exam coordinators to accommodate your
exam start time.
Date Changes
If in discussion with your instructor arrangements are made for you to
write at a different time than the rest of your class, it is your responsibility
to:
1.obtain written permission from your instructor
(triplicate form, note, or e-mail)
2.follow up with your Advisor
3.forward this permission to the exam coordinators,
hedwards@uwaterloo.ca.
The written permission must clearly state the course code, instructor’s
name, and the date and time agreed upon for the exam.
A Reminder
 When writing an exam you must remain in the proctored
area until one hour after the class has started writing
according to University regulations.
 The only exception occurs when you have a signed note from
your instructor giving permission to leave when finished.
 Plan ahead for those times when you have to remain in the
proctored area; bring a magazine or novel to enjoy reading
after your exam is finished.
Proctored Area
If you are required to remain in the proctored area the following
activities are permissible: read, enjoy a snack, relax, work on an
assignment, or review for an upcoming exam.
It is not permissible to leave the proctored area without
permission of your proctor.
The following items are not allowed in the proctored area:
electronic devices of any sort including any device with internet
capabilities. Cell phones must be turned off and left in your bag before
you begin an exam.
Please note: we will not assume responsibility for any theft or
damage of your own electronic devices of any sort.
Medical Alert
Due to allergies & environmental sensitivities:
•
Exam areas are scent free environments.
•
Avoid the use all scented products which can aggravate health problems for
those with asthma, allergies and other medical conditions.
•
No products containing nuts are to be brought into the exam areas for
snacks.
•
Due to others with latex allergies, it is essential that you thoroughly clean up
all eraser crumbs from your exam area and throw them in the garbage.
Pre Exam Preparation – Your Responsibilities

Arrange with your instructor and/or TA to contact you
during your exam to discuss any possible questions
that may arise. Remind (e-mail or call) your
instructor of this arrangement prior to your exam.

Make sure that you know where the class is writing
for midterms & finals, how much time your
classmates have to write the exam and what aids
you are allowed to use e.g.: calculator, crib sheet,
textbook.
It is your responsibility to:
 check the binder in the reception area, NH 1132, two
days in advance of writing an exam to ensure that your
name is on the schedule.
Exam Day

Arrive on time and inform the proctor that you have arrived,
giving your identification, course name and number.

Take a seat and wait until you are called to your specific
exam spot.

Enter the exam area quietly so as not to disturb students
already writing.
Each student is seated individually.
Although you may experience a slight delay in start time,
you will always receive your full allotment of time.
Getting Started
Read:
•
The cover page for instructions
•
The exam to look for any discrepancies or areas that require clarification from the
professor
Notify your proctor immediately if:
•
you notice discrepancies with your exam
•
you need a scrap paper
•
you need clarification or a question answered by your professor – we cannot
guarantee that he/she can be reached
•
you are ready to print your exam
•
you need to leave to go to the washroom and must also notify the proctor of your
return
•
you are ill
University policy (pg. 8) regarding illness during an exam:
•
A student who becomes ill during the writing of an examination and is unable to
continue should ensure, before leaving the site of the examination, that the proctor
in charge is notified of the situation. In addition, the student must notify the
course instructor and supply the medical documentation specified above
within 48 hours after the partially completed examination.
•
If a student completes an examination, even though he/she is ill, the grade obtained
in the course will normally stand. Subsequent petitions for an exception to academic
regulations on the grounds of illness may be considered if accompanied by the
documentation specified above. The student’s department or Faculty may take the
illness into consideration, and possibly alter academic standing, but the grade will not
normally be altered.
•
False claims of illness and/or the submission of false supporting medical
documentation constitute an academic offence that will result in disciplinary action
under Policy #71.
http://www.registrar.uwaterloo.ca/exams/ExamsRegs.pdf
Contract
I attended the Exam Procedures Session at AccessAbility Services on
_____________________covering procedures for alternate exam
arrangements.
My signature indicates that I fully understand and agree to the above
information.
_______________________
Student’s Signature
_______________________
Department Signature
_______________________
Date