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FAQ Testing Accommodations

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 at 408-554-4109 or oae@scu.edu

After students registered with the Office of Accessible Education (OAE) request accommodations for the term via their OAE online system, a Faculty Notification Letter will be sent to instructors via email. We ask students to meet with their instructors within two (2) weeks after requesting their accommodations for the term. If a student has not reached out to you, please feel free to reach out to the student to schedule a meeting to discuss the Faculty Notification Letter.

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 assistFor OAE to provide proctoring assistance, faculty must complete and submit, the Alternative Testing Guideline (ATG); the link can be found in the sent "Faculty Notification Letter." The ATG only needs to be completed once per course section. 

Please note students won't be to schedule their exams with OAE if the instructor has not completed the ATG. If there's no ATG on file or the ATG is submitted late, OAE will not be able to administer the exam. If a student is not able to schedule their exams with OAE due to a missing/ late ATG,  it is the instructor's responsibility to administer the student exam with their approved accommodations. 

Students need to scheduled their exams at least five (5) business days in advance of exams date. 

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
    • Exams duration
    • 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) allowed OAE to effectively administered 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 Faculty Notification Letter. You must fill out and submit the ATG before students submit an exam request via their OAE online profile.

If students are unable to submit their exam request due to the instructor’s failure to submit the ATG, the student will be instructed to contact the instructor immediately to discuss a date and time the instructor can proctor the exam with the student’s accommodations.

If you're unable to fill out the Alternative Testing Guideline due to some system error in the portal, please contact OAE immediately at 408-554-4109 or oae@scu.edu.

Students do not receive a copy of the Alternative Testing Guideline. However, they are notified when the ATG has been completed.

The ATG is for the OAE testing center only. Please make sure the OAE student is made aware of what testing materials are allowed (for example, calculator, blue book, notes, etc.) and other exam details.

Please make sure the student is aware of: 

  • Exam duration
  • Allowed testing materials
  • Other exam details

The answers you provide on the Alternative Testing Guideline 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 Alternative Testing Guideline for each section (in this case, you will need to fill out and submit the Alternative Testing Contract twice). Also, the Alternative Testing Guideline is specific to each quarter. If you are teaching the same course every quarter, you will need to submit an Alternative Testing Guideline for each section, each quarter

No, after students registered with the Office of Accessible Education (OAE) request accommodations for the term via their OAE online system, a Faculty Notification Letter will be sent to instructors via email. We ask students to meet with their instructors within two (2) weeks after requesting their accommodations for the term. If a student has not reached out to you, please feel free to reach out to the student to schedule a meeting to discuss the Faculty Notification Letter.

At this meeting, you will need to discuss with the student their approved accommodations, specifically how you will implement their testing accommodation(s).

If you're unable to implement the 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 class
  • Extenuating circumstances, which will be reviewed on a case by case basis in collaboration with OAE, instructor, and student

Then, you may request the student to utilize the OAE testing center.

It is the OAE student’s responsibility to schedule their exams in the OAE online system at least 5 full business days in advance of agreed-upon exam day and time. 


Please note that OAE students will be unable to post-exam requests if the instructor has not completed the Alternative Testing Guideline. If no Alternative Testing Agreement is completed, thus the student is unable to post an exam request within 5 business days, it will become the instructor’s responsibility to administer exams with all accommodations. 

Exam appointments 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 OAE online system. 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 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.

An additional email will be sent to you confirming the scheduled exam in the OAE testing center, about 48 hours before the agreed-upon exam day and time. 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:

  1. 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, 8 am-5 pm.
  2. 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/upload exams to include any exam/printing instructions, including the following: 

  • Exam duration
  • Allowed testing materials
  • Check for the correct number of pages on exam
  • Ensure accurate exams formatting, if uploading to OAE portal in the comment section let OAE knows if you wish to have the exam printed in color
  • 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 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 students' 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 their exams in the OAE online system 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 OAE online system. 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 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.

An additional email will be sent to you confirming the scheduled exam in the OAE testing center, about 48 hours prior to the agreed-upon exam day and time. 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 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 that the exam is to be scanned and emailed 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 exams for the active term only. At the conclusion of finals week, OAE will shred all hard copies of exams.