This guide is intended to provide students, faculty, and SDC sufficient time to arrange and implement exam accommodations. The following deadlines apply unless there are extenuating circumstances. “Extenuating circumstances” are determined by the Specialist and may include such situations as sudden acute onset of a psychological condition; hospitalization; major flare up of an existing disability; a new injury; recent onset of disability-related complications or medication side effects; undue delay by a doctor in sending documentation after a student’s timely request; or late add of a course.
If you cannot meet a deadline because of circumstances you feel are extenuating, notify the SDC as soon as possible (e.g., by email/phone) and explain what has happened. If a Specialist determines there are extenuating circumstances supporting modified deadlines, and if there is still time to arrange exam accommodations, the SDC will assist with arrangements as needed. If the Specialist determines that extenuating circumstances exist, but there is not enough time to arrange exam accommodations even with SDC help, the SDC may assist with/support options such as request for incomplete or late drop of course. If there are no extenuating circumstances, the deadlines apply.
Step 1: Initial Request
The first time you request exam accommodations, or if you are requesting new/different test accommodations, submit documentation at least 2 weeks before exams, preferably before the quarter begins
- Specialists need time to review documentation to determine eligibility & identify appropriate accommodations (at least 2 business days, and more if the documentation is long or if consultation with diagnosing clinician is necessary).
- For questions about what documentation is necessary, call the SDC to schedule an inquiry appointment.
- Once your documentation has been reviewed, you will be asked to schedule a meeting with a Specialist.
- At the meeting, you and the Specialist discuss your documented specific functional limitations and their impact on your academic performance.
- If more documentation is needed to determine eligibility, the Specialist will explain what kind of information is needed.
- Accommodations can’t be implemented until the next quarter if documents are received after 7th week of the quarter.
Step 2: Request each Quarter
Each quarter, at least 2 weeks before your first test and preferably before the quarter begins, submit a request for accommodations for each class
- When eligibility is determined, your Specialist will authorize the kinds of accommodations to be provided based on your documented specific functional limitations and their impact on your academic performance.
- You must submit an online request for accommodations using the Student Portal as early as possible each term for class in which you are enrolled.
- Submitting early requests gives the SDC time to issue letters notifying you and your instructors of your authorized accommodations, and for you to arrange exam logistics with your instructors.
- If you later add a class, contact the SDC by email to update your accommodation letters. You do not need to submit a new request for accommodations.
- If requests are received after the 8th week of the quarter and there are no extenuating circumstances, accommodations cannot be implemented and no letters of accommodation will be sent.
- Accommodations arranged by a student informally with instructors without SDC authorization are not permitted.
Step 3: Contact Instructors
Each quarter for each class, contact your instructors at least 1 week before accommodations are needed to arrange exam logistics
- You MUST contact your instructors to arrange specific exam logistics for in-class midterms, quizzes, finals, and certain labs.
- Arrangements for specific exam logistics include date, time, location, proctor, and any special testing requirements.
Step 4: Complete Instructor Agreement (in writing)
Each quarter for each class, you and the instructor must agree in writing to specific logistics for exam accommodations at least 1 week before accommodations are needed
- Agreements can be confirmed in an email or on paper; you and your instructor each need a copy.
- Changes to the written agreement are not effective unless there are extenuating circumstances and you, your Specialist, and your instructor all agree to the new or revised arrangements.
Step 5: Day of the Exam
- Arrive at exam location at least 10-15 minutes early to allow time to implement accommodations.
- Certain accommodations (e.g., use of voice-to-text program) need additional prep time on the exam day -- talk to your Specialist about what time to arrive if you have special accommodations.
- If the instructor requires students to do so, show your student photo ID and provide personal items to the proctor for safekeeping during the exam (e.g., backpack, purse, cell phone, etc.)
- Unless the exam is open book, notes, outline, etc., be prepared to put away or provide all your notes, books , paper, etc. to the proctor before the exam begins for safekeeping during the exam.
- If the instructor does not permit food or drink during exams, you will not be able to bring it to the test unless the SDC has authorized that accommodation based on your documented limitations.