Accommodating Students with Disabilities - Test/Exams
This guide is designed to answer questions that are frequently asked by Instructors regarding students with disabilities registered with AccessAbility Services. Keep in mind that not all students with disabilities are registered with the service.
NOTE: The Final Exam accommodation process has changed as of Fall 2011. For up-to-date information on the new process, please see myAIMS for Instructors.
What kind of verification should I ask for if a student requests extended time to take a test?
What do I need to do if a student is going to write a test/exam with AccessAbility Services?
Can I accommodate a student myself for a quiz/test/exam?
How is extra time accommodated through AccessAbility Services for tests?
How will I know when and where my student is writing the test?
How do I supervise students writing with AccessAbility Services? How can I answer their questions?
What happens if I am unable to come to the test site to answer questions?
How will I get the test back if the student is writing with extra time?
Can students request test accommodations for deferred exams?
Who invigilates students writing with AccessAbility Services?
How confidential is the information provided to AccessAbility Services?
Why do students with disabilities make test accommodation requests in the middle of a semester?
What kind of verification should I ask for if a student requests extended time to take a test?
A: Once the student is registered with our office and is determined to be in need of test accommodations, a Letter of Introduction is provided from AccessAbility Services addressed to his/her instructor(s). This letter indicates that the student has verified disability-related needs that entitle him/her to accommodated testing.
What do I need to do if a student is going to write a test with AccessAbility Services?
NOTE: The Final Exam accommodation process has changed as of Fall 2011. For up-to-date information on the new process, please see myAIMS for Instructors.
A: Step 1: Students who are planning to write midterms, tests, or quizzes with AccessAbility Services will approach you to ask that you complete the Instructor portion of a request form. The request form helps facilitate the accommodation process, and it also helps the invigilator administer the test using the instructions and details provided by you (i.e., exam date, time, length, and aids allowed).
We ask that you inform us of the:
Exam date
Start Time
Length of exam
Format (this is asked as some accommodations are based on the type of exam administered such as multiple choice or essay type)
Aids allowed e.g., calculator (including type e.g., programmable, non-programmable or graphing), crib sheets, etc.
Your contact information and/or TA
Step 2: The student must then submit the form to AccessAbility Services: 10 business days before the midterm, quiz, or test.
Step 3: You will be asked to deliver the script 5 business days before the test. If required, it may need to be in a specific format (i.e., electronically or enlarged). This gives AccessAbility Services the time to put the test package together for the Invigilator and if required, transfer the material into the required format (i.e., on computer).
Can I accommodate a student myself for a quiz/test/exam?
A: We ask that you make every attempt to accommodate a student for tests, especially short quizzes. This can be done by having the student:
Write in a departmental test room
Write with a TA in your office
Arrive at the classroom before the other students in order to start the quiz early, or having the student stay late and finish the quiz in the classroom or in your office. This is an arrangement that should be discussed with the student and/or our office to ensure that confidentiality is maintained and the accommodation needs are met.
While departments and instructors can arrange for students to write accommodated exams with them, students requiring specialized services, equipment or settings that cannot be reasonably provided by a department may arrange to write exams through AccessAbility Services.
How is extra time accommodated through AccessAbility Services for tests?
A: AccessAbility Services usually schedules tests/exams to start at the same time as the class, in a space supervised by an AccessAbility Services invigilator. In order to accommodate extended time it may be necessary for the student to start writing earlier than the scheduled start time or finish after the scheduled class end time.
How will I know when and where my student is writing the test?
A: AccessAbility Services will contact instructors by email before the test to provide the time and location the student (s) will be writing. It is therefore important that you list your updated email address on the test request form.
How do I supervise students writing with AccessAbility Services? How can I answer their questions?
A: The supervision and test site for students writing exams with AccessAbility Services must be as similar as possible to the test site for all other students.
If your student is writing with extra time you can visit before or after the class time. In the case of final exams the Registrar’s Office provides Exam Patrol Staff who will be able to supervise your class while you visit the student writing with AccessAbility Services. Any announcements, changes on an exam, etc. must be communicated to AccessAbility Services immediately so the student can be notified.
What happens if I am unable to come to the test site to answer questions?
A: Students are informed that every attempt will be made to contact the instructor for clarification on a test if it is needed. Where this is not possible, the student is advised to write down their interpretation, or concern regarding a question, beside their answer. It will be up to you to determine whether or not you would have been able to clarify or rectify a concern if you had been able to visit and grade the answer accordingly.
How will I get the test back if the student is writing with extra time?
A: AccessAbility Services will deliver completed exams to instructors. When this is not possible, all exams are delivered to their respective divisional offices by invigilators or AccessAbility Services staff, obtaining a signature of the receiving party. Internal mail is not used for confidentiality and security reasons. It is important that instructors refer to their division regarding the divisional process for returning tests/exams to instructors.
Can students request test accommodations for deferred exams?
A: Students can request to write with accommodations for any quiz, test or exam including deferred exams. Once the petition to defer has been granted by the Associate Dean, AccessAbility Services will make the arrangements.
The student said they have a conflict with their test/exam schedule. Does the Registrar’s office make the arrangements to deal with conflicts?
A: If the student is requesting exam accommodations through AccessAbility Services the exam will be set up by the service following academic regulations, while at the same time ensuring disability-related needs are met.
Where the conflict involves a St. George Campus or UTM course, arrangements will usually be made for both exams to be written at the University of Toronto at Scarborough.
Who invigilates students writing with AccessAbility Services?
A: All AccessAbility Services invigilators are members of the CUPE 3902 T.A. Union. They receive extensive training and make decisions based on thorough knowledge of University policies and procedures outlined in their training manual and in the current course calendar.
How confidential is the information provided to AccessAbility Services?
A. Confidentiality of information is the foundation of an effective service for students with disabilities. AccessAbility Services believes that this practice generates a student’s trust and confidence; it is also our legal responsibility.
Information provided to AccessAbility Services is protected in accordance with the Ontario Human Rights Code and the Freedom of Information and Protection of Privacy Act. Personal information provided to us cannot be used or disclosed to others without the student’s written consent.
Confidentiality also extends to student transcripts. Any student who has utilized the service will not be identified on their transcript as using the service or receiving accommodations.
Why do students with disabilities make test accommodation requests in the middle of a semester?
A: Legally, there is no obligation for a student to identify his or her disability at any particular time. Talking about a disability may be uncomfortable for the student. Also, some students use accommodations only after they discover that they have a disability for which they need accommodations. Nevertheless, AccessAbility Services encourages each student to self-identify and make his or her needs known at the beginning of each school year. However, students who identify in the middle of the semester must do so in advance of the exam to allow the instructor and/or AccessAbility Services to arrange for the accommodation(s).
What would be the best way to inform students in the class that I would like to help in facilitating test accommodations or any classroom accommodations?
A: It is helpful for students to read a statement about accommodations in their syllabus. Teaching and Learning Services has created a draft sample syllabus statement which can be found on their Centre for Teaching & Learning Publications website.