A CCESS A BILITY S ERVICES
EXAM PROCEDURES
2014-2015
ACCESSABILITY SERVICES
Website: https://uwaterloo.ca/disability -services/
Location: 1132 Needles Hall
Front Desk Hours:
M o n d a y - F r id a y 8 :3 0 AM - 4 :3 0 PM
Ph o n e : 5 1 9 - 888 -456 7 e xt. 3 5 0 8 2
EXAM TEAM
Exam Coordinators:
• Hank Edwards
• Geoff Shifflett
Exam Phone Line: 519-888-4567 ext: 32292
TO R E C E I V E E X A M A C C O M M O D AT I O N S
Register for our
services
Return the forms
to our office
Attend one
overview exam
procedures session
Provide
documentation
and update as
needed
Meet with your
professors to sign
the forms
Repeat academic
accommodation
process each term
Meet with one of
our advisors to
review your
documentation
Determine your
accommodations
and complete
forms
Stay tuned to our
website for
updates and event
notification
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 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
ACCESSABILITY SERVICES
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.
W H E R E D O Y O U F I N D T H E E X A M 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 ?
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?
Where do I find
answers?
Registrar’s
Office – Exam
Regulations
How do you know that the
university is closed due to
weather conditions etc.?
AccessAbility Services abides by final examination policies and procedures as
governed by the Senate.
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.
2.
Confiscate all of the evidence available
Inform:
•
the course instructor
•
AccessAbility Services director
•
your 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 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
(duplicate form, note, or e-mail)
2.follow up with your Advisor
3.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 a final 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.
There will be times when you must remain in the
proctored area to protect the integrity of an exam.
Permissible Activities
Items Not Permissible





 Cell phones must remain turned
off, in your bag until the proctor
releases you.
Read
Enjoy a snack
Relax
Work on an assignment
Review for an upcoming
exam
 Electronic devices of any sort
including any device with internet
capabilities
Not Permissible
Leaving the proctored area
without permission from your
proctor.
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 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 the binder in the reception area, NH 1132, two days in
advance of writing any exams to ensure that your Waterloo
student ID number is on the schedule.
If 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 allotment of
time.
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 Services 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