Providing Exam Accommodations
Step 1: Discuss Exam Accommodations with your Student
Be available by appointment or in office hours for students to meet with you, submit their official DRC Accommodation Authorization (AA) Letter, and discuss their exam accommodations and determine:
- Who is the contact person for exam arrangements? The instructor, TA, or a departmental delegate?
- Where and when will each exam be given?
- What materials will be allowed?
- Who will be available during the exam to answer their questions?
- If the student is authorized for a DRC laptop, how does do you want the exam submitted (i.e., CD or hard copy)?
Step 2: Make Exam Arrangements
If possible, provide the student’s testing accommodations yourself, or with the help of a delegate or proxy (i.e. a T.A.). This would include:
- procuring appropriate testing space (e.g., quiet, distraction-reduced)
- communicating exam arrangement details to the student
- being available for questions during exams if this courtesy is provided to the rest of the class
- allowing full use of extended testing time
- if authorized; providing a scribe or reader to the student if such accommodation is authorized.
If you do not have the resources to implement exam accommodations and you need assistance with room and/or proctor arrangements, contact your Department Assistant early in the quarter. Faculty typically provides student names and exam details to Department Assistants for the entire quarter rather than one exam at a time.
Rooms: It is important that rooms are quiet, with reduced distraction. Cafés, offices where people are coming and going, or other places with distractions are not appropriate. Instead reserve:
- department-controlled rooms,
- instructor’s office (if not otherwise being used),
- Registrar-controlled rooms (available after the 3rd week of classes),
- College-controlled rooms (e.g. lounges that can be reserved),
- fourth floor of McHenry Library (quiet floor with “cubby” desks),
- ask another department if they are willing to engage in room-sharing for test purposes.
Proctors: Exam proctors are not required by law; the DRC does not provide them. If the instructor opts to use one for test integrity, they may appoint a TA. Alternately, departments may hire student employees (via Career Center).
Scribes/Readers/CCTV: The DRC can provide scribes, readers or CCTV's for authorized students with 5 business days advance notice. It is the instructor’s responsibility to contact the DRC directly to request a scribe or reader. These accommodations require that a student be placed in a separate room alone. Please arrange a private, distraction-reduced testing room or work with your department to do so before completing the request form. Email to forms to email@example.com
Alternate Formats: work with your department to set up alternate formats for exams such as: enlarged print, accessible electronic format compatible with a screenreader or other software, one question per exam page, alternative to scantron sheets, etc.
Step 3: Confirming Exam Details
You, a T.A., or Department Assistant are responsible for communicating test arrangement details to the student (i.e. date, time, the test location site, etc). Student contact information (on AA Letter) is confidential. Be sure to hide recipient list should you be communicating with multiple students.
Step 4: Day of Exam
Late Exam Accommodation Requests Guidelines
If a student makes a late/last minute request for exams accommodations:
- Students should submit their requests to faculty no later than 7 days before a regular exam or 14 days before a final exam.
- Instructors should submit requests for departmental and/or DRC aid no later than 7 days before an exam.
- The UCSC community must make a “good faith effort” to implement exam accommodations, even if a student makes a late exam request. Contact the DRC and consult with a DRC Coordinator before denying a student’s accommodations. If it is determined that honoring the late request is an undue burden, then accommodations should be implemented for the student’s next exam.
- Students with unanticipated, last-minute injuries or disability-related episodes (e.g., broken arm or psychiatric hospitalization), as well as those students given less than 14 days notice by faculty for an exam (e.g., at the beginning of the quarter or a "pop" quiz/exam) should be accommodated. In these cases, if a late request cannot be accommodated on the original test date, alternate arrangements should be provided.