ACCESSABILITY SERVICES
EXAM PROCEDURES 2014
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.
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
I F Y O U A R E TA K I N G A N O N C A M P U S
C O U R S E T H AT H A S A N O N L I N E T E S T:
• 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.
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 you decide to write with
the class without your approved accommodation, you
must inform both our exam coordinators and your
professor of this decision via email a minimum of 24
hours in advance of the exam
CENTRE FOR EXTENDED LEARNING
Procedure
Complete and submit the on-line 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.
If a home proctor is required, download and submit the
Proctor Declaration form to the Centre for Extended
Learning.
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.
If your condition changes or accommodation is no longer required,
update the Centre for Extended Learning and your AccessAbility
Services advisor.
Please Note: CEL final exams are not scheduled to be written
during the final 2 days of the Registrar’s formal exam period.
CENTRE FOR EXTENDED LEARNING
Students registered with AccessAbility Services writing their
final with our department should not choose “Waterloo” as
their centre and not change the centre if they see “invalid
value”. Once the exam schedule is released, you will see
AccessAbility Services as the location of your exam.
AccessAbility Services students will be notified 2-3 weeks
prior to the final exam by Marianna Denes of their exam
location and time. Quest will show the following message:
“If you are registered with the AccessAbility Services for
this term, AccessAbility Services will be in touch to provide
your final exam date and time details”.
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 Services Advisor.
If you decide to drop the course please email your:
Professor
AccessAbility Advisor
Exam Coordinator – Hank Edwards
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 University of
Waterloo final examination policies and procedures as
governed by the Senate and are available at:
http://www.registrar.uwaterloo.ca/exams/ExamRegs.pdf
C O N SEQU EN C E S O F A L AT E AR R I VAL
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.
EXAM REGULATIONS
1. You must display your student id on the desk.
2. Only permissible items are allowed. This includes
pens, pencils, erasers and items listed on the exam
cover sheet.
3. Items not allowed: cell phones, wireless or electronic
devices, bags, purses, knapsacks etc., hats/caps, 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. 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.

To comply with university exam regulations: when
writing an evening Final exam at 6:00 p.m. you must
remain in the proctored area until 8:30 p.m.
DATE CHANGES
If in discussion with your professor arrangements are made for you
to write at a different time than the class, it is your responsibility:
1. to obtain written permission from your instructor
(triplicate form, note, or e-mail)
2. to follow up with your Advisor
3. to 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.
Please Note: Your faculty may require the completion of a
“Request for Deferred Final Examination Form” so check with your
academic advisor or supervisor in your faculty.
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 the
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 of 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 any exams 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 time allotment.
GETTING STARTED
Read:
• The cover page for instructions
• Look over your exam for discrepancies such as a
missing page
Notify your proctor immediately if:
•
•
•
•
•
you notice discrepancies with your exam
you need scrap paper
you are ready to print your exam
you need a washroom break - remember to notify the
proctor of your return
you are ill
QUESTIONS – CLARIFICATION
• Some professors have a no question policy.
• Your proctor cannot answer exam questions.
• If you need clarification or a question answered, we
cannot guarantee that your professor can be reached.
• Please write: “My answer is based on this assumption”
You can follow up with your professor during office hours.
Illness During an Exam - University Policy (pg. 8)
•
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.
Illness During an Exam - University Policy (pg. 8)
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