Maintained by drc@ucsc.edu

Exam Accommodation Suggestions

Exam accommodations are provided to ensure equal academic access for qualified students with disabilities, according to both federal laws and University policy. As the department designee for exam coordination, you make a significant difference in the lives of numerous students who otherwise would not have equal access to their education.

The following information is meant to assist you as you participate in exam arrangements for students of the Disability Resource Center (DRC). If you have further questions or concerns, don’t hesitate to contact us at: 459-2089 or drc@ucsc.edu.

Step 1: Students requesting exam accommodations must go through the DRC. Students must meet strict medical documentation guidelines and meet with a coordinator in order to qualify for accommodations. Examples of exam accommodations might include extended time, a separate test area, or use of a scribe or reader, etc.

Step 2: After being authorized by the DRC for specific accommodations, students are given an Accommodation Authorization (AA) form to submit to the instructor (see the “Student Responsibilities” given to each student). The AA lists the specific accommodations authorized.

It is the instructor’s responsibility to respond to the requests on the AA (see the “Instructor Responsibilities” this is stapled to each AA given to instructors when exam accommodations are authorized). Note: A copy of these same AAs are sent directly to the department from the DRC on a weekly basis.

Step 3: Instructors sometimes rely on a designated staff member within the department to help with exam arrangements, usually with finding a room or proctor. The instructor may also ask the designee to make a scribe or reader request to the DRC, if applicable. It is the instructor’s responsibility to communicate clearly with the designee about exam arrangement needs, as well as drop off exams to the department in a timely manner.

Step 4:Here are some tips once an instructor has asked for assistance:

Rooms: It is important that rooms are quiet, with reduced distraction. Many students who need separate rooms have concentration/distractibility problems. Cafés, offices where people are coming and going, or other places with distractions are to be avoided. So, where do you find rooms? Here are some ideas: 1) your own department controlled rooms, 2) the instructor’s office (if not otherwise being used), 3) Registrar controlled rooms (contact the Registrar; rooms are available to the campus community after the 3rd week of classes), 4) college controlled rooms (e.g. lounges that can be reserved), 5) Fourth floor of McHenry Library (quiet floor with “cubby” desks), 6) ask another department if they are willing to engage in room sharing for test purposes.

Proctors: Test proctors are not required by law. If the instructor opts to use one for test integrity, s/he may appoint a T.A. If not, most departments hire student employees to be proctors (check with Career Center) or share proctors with other departments.

Scribes/Readers: The DRC can provide scribes or readers with advanced notice (at least one week prior to exams if possible). See the Scribe/Reader Request form. Note: It is the instructor’s responsibility to contact the DRC directly to request a scribe or reader unless they explicitly delegate to the department designee or T.A.

Step 5: The instructor or his/her designate should notify the student about the test arrangement details, such as what room to go to for the exam, and when and where. Contact the student via phone or e-mail in advance. Some departments ask students for confirmation at the time of notification (to make sure they are still planning to use the accommodations). The student’s name and e-mail is listed on the Accommodation Authorization form.

Student Responsibilites

Meet with your instructors during office hours to submit your Accommodation Authorization forms immediately and to discuss:

1. Who will be the contact person for the specific test arrangements?
2. Where and when will each test be given?
3. What materials will be allowed?
4. How will you confirm arrangements before the test takes place?
5. If using a DRC laptop, how does the instructor want the exam submitted (e.g. via disk or hard copy)?

• If you are using a DRC lap top for the exam, be sure to reserve it at the beginning of the quarter.
• Notify the contact person ASAP if you decide not to use the test accommodations, or if you drop the class.
• Most campus departments communicate via UCSC e-mail. Check your UCSC account frequently. To forward your UCSC e-mail to an alternate account go to: https://www2.ucsc.edu/its/cgi-bin/chpobox

If you have extenuating circumstances or questions regarding your test accommodations, contact your DRC Service Coordinator right away.

Instructor Responsibilities

Exam accommodations are provided to ensure equal academic access for qualified students with disabilities. This student is authorized for test accommodations in accordance with both Federal regulations and University policy. Arrangements to be made by the instructor include:

• Appropriate testing space (quiet, reduced distraction). Contact the staff member in your department who handles the coordination of exams early in the quarter if you need assistance with room and/or proctor arrangements.
• Communicate test arrangement details to the student (or delegate a contact person)
• Be available (or designate a TA) for questions during exams, if typically provided to the rest of the class.
• The DRC can provide test scribes or readers, as authorized for students with disability-related needs with advanced notice from you (at least one week prior to exams if possible). Contact Angela Holleman, the Adaptive Technology Coordinator, at adhollem@ucsc.edu.

Note: Test proctors are not required by law. It is up to you whether or not to provide one.