ACCESSABILITY SERVICES
EXAM PROCEDURES 2014 -2015
ACCESSIBLE VERSION
ACCESSABILITY SERVICES
Website: https://uwaterloo.ca/disability-services/
Location: 1132 Needles Hall
Front Desk Hours:
Monday – Friday 8:30 – 4:30 pm
Phone: 519-888-4567 ext. 35082
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
Exam Coordinators:
• Hank Edwards
• Geoff Shifflett
Exam Phone Line: 519-888-4567 ext: 32292
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
Remember to have your
professor fill in all exam dates,
the regular class time and
duration of the exam.
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 (CEL)
If you are taking an on-line course(s):
1. Complete and submit the Centre for Extended Learning Request for
Accommodation Form within the first 2 weeks of the semester.
2. Make sure to complete the information for each course separately.
Direct all questions to Sepide Dadras.
We update CEL each Friday. Their system is updated the following
week. For you to receive your accommodations we must have
received your form 1 week prior to your first on-line quiz, test, etc.
CENTRE FOR EXTENDED
LEARNING (CEL)
Information on Quest regarding CEL final exams is for the general
student population.
Students registered with AccessAbility Services have the following 2
options for their final exams:
1. Write with AccessAbility Services
2. Write with a home proctor
If a home proctor is required, download and submit the Proctor
Declaration form to the Centre for Extended Learning.
Contact Jennifer Crane at CEL if you have questions regarding home
proctors.
WRITING CEL EXAMS WITH
A C C E S S A B I L I T Y S E RV I C E S
Do not choose “Waterloo” as your centre and do not change the centre if
you see “invalid value”.
Once the exam schedule is released you will see AccessAbility Services as
the location of your exam.
You will receive an e-mail from Sepide Dadras with the date and time of
your exam(s) 2 - 3 weeks prior to finals.
Please Note: CEL final exams are not scheduled to be written during the
final 2 days of the Registrar’s formal exam period.
WHERE DO YOU FIND THE EXAM
R E G U L AT I O N S T H AT W E M U S T A B I D E B Y ?
AccessAbility Services abides by final examination
policies and procedures as governed by the Senate.
They are found at Registrar’s Office – Exam
Regulations.
Sample Questions
1.
2.
3.
At what time do final exams start and when can I leave the
proctored area?
How many final exams can you have in one day?
How do you know that the university is closed due to weather
conditions etc.?
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. Cell phones are not allowed.
2. You must display your WatCard on the desk.
3. Policy 29: Smoking is not permitted in an examination room at
any time. Students may not leave the proctored area for a
smoke break.
4. Permissible items: pens, pencils, erasers, items listed on the
examination cover sheet
5. Non permissible items: bags, purses, knapsacks, hats/caps,
wireless or electronic devices.
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.

Your approved extended time takes you past 10:00 p.m.

When writing an evening Final exam at 6:00 p.m. you must
remain in the proctored area until 8:30 p.m. – university policy.
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 coordinator,
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/formula sheet, textbook.
It is your responsibility to check with reception either in person or by
phone, ext. 35082, two days in advance of writing any exams to
ensure that you are on the schedule.
If you find that your exam is not in NH 1132, but in a different building
go directly to that location.
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
1.
2.
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 need to go to the washroom – remember to notify the proctor of your
return
you are ill
you are ready to print your exam
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.
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/ExamRegs.pdf
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
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