1. AccessAbility Services Exam Procedures 2014-2015

2. AccessAbility Services
Website:
Location: 1132 Needles Hall
Front Desk Hours:
Monday - Friday 8:30AM - 4:30PM
Phone:  ext

3. Exam Team Exam Coordinators: Hank Edwards Geoff Shifflett
Student and AccessAbility Services Advisor
Student & Professor
Student & Exam Team (coordinators & proctors)
Exam Team
Exam Coordinators:
Hank Edwards
Geoff Shifflett
Exam Phone Line: ext:

4. To Receive Exam accommodations
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 forms
Meet with your professors to sign the forms
Return the forms to our office
Attend one overview exam procedures session
Repeat academic accommodation process each term
Stay tuned to our website for updates and event notification

5. 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.

6. Sample Duplicate Form
Remember to fill in all exam dates, the regular class time and duration of the exam.

7. 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.

8. 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 a minimum of 24 hours in advance of the exam.

9. Centre for Extended Learning (CEL)
If you are taking an on-line course(s):
Complete and submit the Centre for Extended Learning Request for Accommodation Form within the first 2 weeks of the semester.
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.

10. 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:
Write with AccessAbility Services
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.

11. 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 from Sepide Dadras with the date and time of your exam(s) 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.

12. Where do you find the Exam regulations that we must abide by?
Where do I find answers?
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.?
Registrar’s Office – Exam Regulations
AccessAbility Services abides by final examination policies and procedures as governed by the Senate.

13. 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 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.

14. Exam Regulations Cell phones are not allowed.
You must display your WatCard on the desk.
Policy 29: Smoking is not permitted in an examination room at any time. Students may not leave the proctored area for a smoke break.
Permissible items: pens, pencils, erasers, items listed on the examination cover sheet
Non permissible items: bags, purses, knapsacks, hats/caps, wireless or electronic devices.

15. 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:
Confiscate all of the evidence available
Inform:
the course instructor
AccessAbility Services director
your advisor
the exam coordinator

16. 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.

17. 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:
obtain written permission from your instructor (duplicate form, note, or )
follow up with your Advisor
forward this permission to the exam coordinator,
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.

18. 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.

19. There will be times when you must remain in the proctored area to protect the integrity of an exam.
Permissible Activities
Items Not Permissible
Read
Enjoy a snack
Relax
Work on an assignment
Review for an upcoming exam
Cell phones must remain turned off, in your bag until the proctor releases you.
Electronic devices of any sort including any device with internet capabilities
Not Permissible
Please note: we will not assume responsibility for any theft or damage of your own electronic devices of any sort.
Leaving the proctored area without permission from your proctor.

20. 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.

21. 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 ( 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.

22. 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.

23. 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 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.

24. 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.

26. 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 your:
Professor
AccessAbility Services Advisor
Exam Coordinator – Hank Edwards

27. 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

28. 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