On this page, you’ll find answers to some of the most Frequently Asked Questions regarding the Office of Accessible Education (OAE) and testing accommodations. If you have a question that is not answered below, please contact OAE by phone at 408-554-4109 or email (oae@scu.edu).
After OAE students request their approved accommodations (via the MyOAE Portal), a Notification Letter will be sent to instructors via email.
We encourage OAE students to then meet with their instructors within two weeks of requesting their approved accommodations.
If an OAE student has not yet reached out to you, please feel free to reach out to the OAE student to discuss the Notification Letter and how approved accommodations will be implemented in your course.
If you and the OAE student ultimately decide to use OAE for administering your exams, the OAE student must then proceed to submit an exam request via the MyOAE Portal at least 5 business days in advance of the agreed upon exam day and time.
Please keep in mind that OAE is only able to administer exams for students with dual disabilities requiring double time (2X) extension for exams or students using assistive technology. For students with 1.5X time, arrangements should be made within your department to proctor these exams. If there are four or more students requiring extra time (1.5x) in one section of a course, OAE may be able to assist.
In order for OAE to provide testing support, faculty must complete and submit the Alternative Testing Guideline (ATG) in a timely manner. The link for the ATG is located in the middle of each OAE student's Notification Letter (which was emailed to you listing the OAE student's approved accommodations).
By completing and submitting the ATG to our office, you are providing the OAE testing staff with detailed proctoring instructions to ensure your exam is properly administered in the OAE testing center. For your convenience, the ATG only needs to be completed and submitted once per course section.
However, if OAE has not received your completed ATG or your ATG is submitted late, OAE students will be blocked from scheduling exams with OAE (via the MyOAE Portal). Thus, OAE will not be able to proctor your exam and it is the instructor's responsibility to proctor the exam for each OAE student with his/her/their approved accommodations.
Please note due to the high volume of exams processed and proctored by OAE, OAE is no longer able to do the following during a scheduled exam date:
- Call or email instructors to confirm:
- The duration of exams
- Allowed testing materials
- The accurate number of pages for exams
- Exams formatting
- Missing exams materials
OAE will only contact the instructor if the student has a question during the exam about the exam.
Exam requests are accepted on a "first-requested, first-approved" basis, and seating is subject to availability.
The Alternative Testing Guideline (ATG) allows OAE to effectively administer your exams to the best of our abilities. The link for the ATG can be found in the red box located at the top of the OAE student’s Notification Letter (which was emailed to you, listing the OAE student's approved accommodations). You must fill out and submit the ATG before an OAE student schedules your exam with OAE via the MyOAE Portal.
If OAE students are unable to submit their exam request due to the instructor’s failure to submit the ATG, the OAE student will be instructed to contact the instructor immediately to discuss a date and time the instructor can proctor the exam with the OAE student’s approved accommodations.
If you're unable to fill out and submit the ATG due to a system error in the MyOAE Portal, please contact OAE immediately by phone at 408-554-4109 or email us at "oae@scu.edu".
OAE students do not receive a copy of the Alternative Testing Guideline (ATG). However, they are notified when the ATG has been completed and submitted to our office.
The ATG is for the OAE testing center only. Please make sure the OAE student is made aware of what testing materials are allowed (e.g. calculator, Scantron, blue book, notes, etc.) and other exam details.
Please make sure the OAE student is aware of:
- The duration of the exam
- Allowed testing materials
- Other exam details
The answers you provide on the Alternative Testing Guideline (ATG) will be applied per section of each course (not per OAE student).
That means, if you have two OAE students in two different sections of your course, you will need to submit an ATG for each section (in this case, you will need to fill out and submit the ATG twice).
Also, the ATG is specific to each quarter. If you are teaching the same course every quarter, you will need to submit an ATG for each course section, each quarter.
No. After OAE students request their approved accommodations for the term (via the MyOAE Portal) a Notification Letter will be sent to instructors via email.
We ask students to meet with their instructors within two (2) weeks after requesting their approved accommodations.
If an OAE student has not reached out to you, please feel free to reach out to the OAE student to discuss the Notification Letter you received and how approved accommodations will be implemented in your course. It is important that you also discuss with the OAE student how you will implement their testing accommodation(s).
If you're unable to implement the OAE student’s testing accommodations, due to but not limited to, the following:
- Double time (2X) extension for exams and other testing accommodations that cannot be met outside of the OAE testing center
- Four or more students requiring extra time in one section of the same course
- Extenuating circumstances, which will be reviewed on a case by case basis in collaboration with OAE, instructor, and the OAE student
Then, you may request the OAE student to utilize the OAE testing center.
It is then the OAE student’s responsibility to schedule their exams via the MyOAE Portal at least 5 full business days in advance of agreed upon exam day and time.
However, if the instructor has not completed and submitted the Alternative Testing Guideline (ATG) or the ATG is submitted late, the OAE student will be blocked from scheduling the exam with OAE via the MyOAE Portal . Thus, it is the instructor’s responsibility to administer the exam for the OAE student with his/her/their approved accommodations.
Exam requests are accepted on a "first-requested, first-approved" basis and seating is subject to availability.
You will receive an email notifying you that your OAE student has posted an exam request in the MyOAE Portal. This is simply a notice -- it is NOT a scheduled or approved exam request.
OAE requests that upon receipt of this email notification, if the exam day or time is incorrect please reach out to both the OAE student and OAE stating the appropriate day and time.
**Please be aware that the OAE testing center is available Monday-Friday, 8:30 am-4:30 pm. We may move the day and time of the exam request to fall within OAE testing center hours.
Approximately 48 hours before the agreed upon exam day and time, an additional email will be sent to you confirming the scheduled exam in the OAE testing center . This email confirmation will be sent to you, the OAE student, and the OAE proctor. It will confirm exam details such as exam date, time, and location.
Your exam must be delivered or uploaded at least 24 hours before the scheduled exam time.
There are 2 ways to deliver your exam to OAE:
- You may hand-deliver a hard copy of your exam to our office in Benson 1. Make sure you provide the appropriate number of copies. The OAE office is open Monday-Friday, 8am-5pm.
- You may upload your exam by clicking the “Upload Exam” link which is located at the bottom of the email confirming the scheduled exam in the OAE testing center.
Please make sure before dropping off/uploading exams to include any exam/printing instructions, including the following:
- The duration of the exam
- Allowed testing materials
- Check for the correct number of pages on exam
- Ensure accurate exams formatting (if uploading exams, please indicate in the comments section if you wish to have the exam printed in color)
- Any missing exam materials
OAE will only contact the instructor if the student has a question during the exam about the exam.
Your exam must be delivered or uploaded at least 24 hours before the scheduled exam time.
If the exam is not delivered or uploaded at least 24 hours in advance, OAE will CANCEL the scheduled exam. It will be your responsibility to administer the exam with the OAE student's approved accommodations. OAE will not reschedule or administer the exam due to the instructor’s failure to comply with testing procedures.
Your exam must be delivered or uploaded at least 24 hours before the scheduled exam time. If the exam is not delivered or uploaded at least 24 hours in advance, OAE will CANCEL the scheduled exam. It will be your responsibility to administer the exam with the OAE student's approved accommodations. OAE will not reschedule or administer the exam due to the instructor’s failure to comply with testing procedures.
It may be possible.
OAE is not responsible for posting exam requests. It is the OAE student’s responsibility to schedule exams with OAE via the MyOAE Portal at least 5 business days in advance of agreed upon exam day and time. You will receive an email notifying you that your OAE student has posted an exam request in the MyOAE Portal. This is simply a notice -- it is NOT a scheduled or approved exam request.
OAE requests that upon receipt of this email notification, if the exam day or time is incorrect please reach out to both the OAE student and OAE stating the appropriate day and time.
**Please be aware that OAE testing center is available Monday-Friday, 8:30am-4:30pm. We may move the day and time of the exam request to fall within OAE testing center hours.
Approximately 48 hours prior to the agreed upon exam day and time, an additional email will be sent to you confirming the scheduled exam in the OAE testing center. This email confirmation will be sent to you, the OAE student, and the OAE proctor. It will confirm exam details such as exam date, time, and location.
No. First, check-in with the OAE front desk. The front desk staff will notify the proctor on duty, and the proctor will send the OAE student to the instructor OUTSIDE of the testing center.
It is important to minimize distractions in our testing center, so always check in with the OAE front desk first.
If the instructor indicated in the Alternative Testing Guideline (ATG) that the exam is to be scanned and emailed back to the instructor, the instructor can expect to receive the electronic version of the exam within 2 business days.
Before contacting OAE about the missing exam, please check for emails received from “ussRABBIT”.
If you need a completed exam immediately, you are welcome to walk to our office located in Benson 1 (Monday-Friday, 8am-5pm) to pick it up. OAE will not hand deliver exams.
Yes. OAE will keep the hard copy of completed exams for the active term only. At the conclusion of Finals Week, OAE will shred all hard copies of exams.