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Office of Accessible Education (OAE)

OAE Testing Process

1. Notification and Agreement

The process begins when a student officially requests their approved accommodations for your specific course.

  • Step 1: Student Request & FNL Generation
    • The student logs into the AIM Portal (the OAE's management system) to select your class for accommodations.
    • This triggers the generation of a Faculty Notification Letter (FNL).
  • Step 2: Receiving the FNL
    • You will receive the FNL via your SCU email.
    • Professor Action: Review the letter carefully. It lists the student's specific accommodations (e.g., 1.5x time, private testing room).
    • Inside this email is a red box containing a link to the Alternative Testing Agreement (ATG).
  • Step 3: Completing the ATG (Critical Step)
    • Professor Action: Click the link in the FNL to fill out the ATG questionnaire.
    • What is it? This form tells the OAE how you want your exams administered (e.g., Can they use a calculator? Can they have scratch paper? How should the exam be returned to you?).
    • Requirement: You only need to fill out one ATG per course each quarter. Once submitted, it applies to all OAE students in that specific section.

2. Exam Scheduling 

Once the agreement is in place, the student can schedule their specific exam dates.

  • Step 4: Student Exam Requests
    • The student must request each individual exam (midterms, finals) through the portal.
    • Deadline: Students are required to submit these requests at least five (5) full business days in advance.
  • Step 5: OAE Approval
    • The OAE reviews the student’s request against their available seating capacity and the guidelines you provided in Step 3.
    • Once approved, you will receive another automated email containing a secure link to upload the exam file. 

3. Exam Delivery and Administration

This final phase ensures the integrity of the exam and its successful delivery to the testing center.

  • Step 6: Professor Uploads Exam
    • Professor Action: Use the secure link provided in the approval email to upload the exam (PDF or Word doc).
    • Why a link? Using the portal link is more secure than email and ensures the OAE staff has the correct version associated with the student’s scheduled time.
    • Important: Ensure the exam is uploaded with enough lead time for the OAE to print and prepare the materials (typically 24–48 hours before the exam).
    • Please send the exam by email if you are unable to log into the instructor portal/profile. 

Still Have Questions?

Our primary goal is to ensure that the testing process is as smooth for both you and your students. If you encounter any technical issues with the AIM Portal, need to update an existing Testing Agreement, or have specific questions about how to implement an accommodation in your classroom, please don't hesitate to reach out. We will be able to re-send the ATG if you need to make any adjustments to the ATG that will apply to all students.