The Office of Accessible Education (OAE) has limited dedicated testing space. Due to this, we ask that professors accommodate all students to the best of their ability. If a professor is unable to accommodate a student for their exam, then the student may reach out to the OAE to schedule said exam.
After students have requested their accommodations, a Faculty Notification Letter will be sent. Within that Faculty Notification Letter, a link to the Alternative Testing Guideline (ATG) will be provided. The ATG is a questionnaire designed to provide our office with context and guidelines for administering each exam effectively. The OAE will do its best to honor these guidelines, taking into consideration each student’s disabilities and OAE operations. Professors will need to complete the ATG for each class they teach.
It is the responsibility of the student to request all of their exams in the OAE Portal. Exam approval is based on spatial limitations in the OAE. Any exams to be taken in the OAE testing space must be requested by the student at least five (5) full business days in advance of the exam date.
Once OAE approves the exam request, a secure link will be provided to the professor to upload the exam. With that link, the scheduled date and time of the exam will be listed. If there is an issue with the scheduling, please reach out to the OAE at OAE@scu.edu.
Please be sure the information you provide in the ATG is clear and accurate. If a change needs to be made to the ATG, please reach out to the OAE at OAE@scu.edu.
Due to the high volume of exams processed and proctored by OAE, OAE may not be able to call or email professors to confirm the following during a scheduled exam:
- The duration of exams
- Allowed testing materials
- The accurate number of pages for exams
- Exam formatting
- Missing exam materials
OAE will only contact the instructor if the student has a question about the exam.
OAE Exam Submission Policy
Purpose
Many faculty seek assistance with implementing students’ testing accommodations in the OAE space, and we are committed to providing this support. Each of the measures below helps maintain confidentiality and academic integrity for your exams.
Exam Submission Process
- Completing the Alternative Testing Guideline: The Alternative Testing Guideline (ATG) must be completed in full at the start of every quarter.
- Where to Submit Exams: Exams must be uploaded to the OAE Portal using the secure link sent to faculty via your SCU email. This link is provided when a student requests to take your exam in the OAE testing space.
- Changes/Edits to Exams: If you need to make changes to an exam after it has been submitted:
- Upload the updated version to the OAE Portal.
- Email OAE@scu.edu to notify our staff.
Please note: OAE staff will not edit or modify any exam under any circumstances. Only faculty members may make changes to exam content.
Exam Submission Deadlines
Deadline: Exams must be uploaded by 8:00 AM at least one full business day prior to the scheduled exam.
Examples:
- Exams scheduled for Monday must be submitted by 8:00 AM on the preceding Friday.
- Exams scheduled for Thursday must be submitted by 8:00 AM on the preceding Wednesday.
If Submission Deadline is Missed:
- OAE will not be able to administer the exam, and the scheduled request will be canceled through the OAE Portal.
- Faculty will then be responsible for administering the exam directly and ensuring approved accommodations are implemented in accordance with federal and state laws.
The Alternative Testing Guideline (ATG) enables OAE to administer your exams. The link for the ATG can be found in the red box located at the top of the student’s Faculty Notification Letter (which was emailed to you, listing the student’s approved accommodations). You must fill out and submit the ATG before a student can schedule your exam with OAE via the OAE Portal.
If students are unable to submit their exam request due to the instructor’s failure to submit the ATG, the student will be directed to contact the instructor immediately to discuss a date and time the instructor will proctor the exam, fully implementing the student’s approved accommodations.
If you're unable to fill out and submit the ATG due to a system error in the OAE Portal, please contact OAE immediately by phone at (408) 554-4109 or email us at OAE@scu.edu.
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 space only. Please make sure the student is aware of:
- The duration of the exam
- Allowed testing materials (for example: calculator, Scantron, blue book, notes, etc.)
- Other significant exam details
An Alternative Test Site is a distraction-reduced environment that is reasonably quiet with low stimuli. The environment is not required to be a silent, private setting, nor does it necessitate students testing with OAE. The environment can include taking the test with other students. The room chosen must allow students to start and finish their exams with limited interruptions.
For example, an Alternative Test Site may be a department conference room, an instructor's office, or another classroom that has been reserved.
No. It is the responsibility of the student to request all of their exams in the OAE Portal. Exam approval is based on spatial limitations in the OAE.
Any exams to be taken in the OAE testing space must be requested by the student at least five (5) full business days in advance of the exam date.
The instructor should meet with the student to discuss the Faculty Notification Letter and how approved accommodations will be implemented in the course. It is also essential to discuss with the student how to implement their testing accommodation(s).
However, if the instructor has not completed and submitted the Alternative Testing Guideline (ATG) or if the ATG is submitted late, the student will be unable to schedule the exam through the OAE Portal. Thus, it will be the instructor’s responsibility to administer the exam for the student with their approved accommodations.
Exam requests are accepted on a “first-requested, first-approved” basis, and seating is subject to availability.
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 student to the instructor outside of the testing space.
It is essential to minimize distractions in our testing space; therefore, please check in with the OAE front desk first.