Alternative Testing Accommodations

Both by the University's commitment to accessibility, and by Federal law, students with disabilities are entitled to be tested in a manner that accurately assesses their knowledge and skills. They may require modification of routine classroom testing procedures in order to be properly evaluated. To meet both the letter and spirit of the law, methods of testing must neither advantage nor disadvantage the student. The most appropriate method of administering a test depends upon the student's disability and the design of the test. Testing modifications may include extended test time, a separate testing environment, use of a computer, assistive technology or other adaptive equipment.

Accommodating students with disabilities is the responsibility of the University and each member of the campus community. Therefore, whenever you can effectively provide the appropriate accommodations, this assistance is expected. We encourage students to discuss their accommodations with you as early as possible in the quarter in order to allow adequate time to make these arrangements. The Determination of Accommodations form should serve as a guide in this conversation and process.

If the student is only requesting extended time, you might want to arrange for the student to take the test in your office, or to come early to class (or stay after). Many students with disabilities find the classroom setting too distracting and noisy and need a space with fewer distractions. If you use your office (or any other space), be sure that the office is quiet and accessible, and that the student will not be interrupted. Once you are made aware of these accommodation needs, you become responsible for providing, or facilitating the provision of, these specific accommodations. These measures cannot be modified, excluded or discounted in any way without the express written consent of the student and/or direct consultation with the Student Disability Resource Center or the campus ADA Compliance Officer.

How to Arrange for SDRC to Proctor an Exam:

• The student should initiate requests for alternative testing. The student comes to SDRC and asks for a "Request for Alternative Testing" form.

• The student then brings the form to you, the professor, to complete and sign. ALL THE INFORMATION IS IMPORTANT - PLEASE FILL OUT THE FORM COMPLETELY!

• This form should be given back to the student ASAP and you will keep the bottom (goldenrod) portion for your records. Only when the completed form has been returned to SDRC is the exam put on the schedule. Please be cognizant of our deadlines as outlined above and help the student to meet them.

• Deliver the test by secure fax, email, or hand to SDRC at least one business day before the student's test date.

• SDRC has limited rooms for testing. We ask for your flexibility in arranging testing times.

• Students are expected to arrive on time and those arriving late will have time deducted from their allotment. Occasionally, SDRC may need to start a test at a slightly different time than you have indicated on the form. We strive to start within 30 minutes of the indicated start time.

• When the exam is finished, it will be sealed and delivered back to you. Deliveries are made to your departmental office within one business day.

Test Security Measures:

• All tests are signed in and out, as well as tracked while in SDRC possession.

• Upon arrival at SDRC, the exams are immediately sealed in an envelope and locked in the Testing Office file cabinet.

• When the student arrives for the exam, they must leave all personal items, except those specified by the instructor, in the SDRC office (this includes cell phones and message pagers). If purses are kept by the student, they must allow the proctor to look inside to ensure test security.

• The students are escorted to a testing room, the test is unsealed and given to the student. The time is noted and an ending time set (per accommodation).

• If a student insists on a test condition not noted in writing by the professor, it may be allowed but the professor is notified in writing of the change. The student is informed that should that condition be disallowed by the professor, he/she will be subject to disciplinary action per the professor.

• When the testing time has expired or the student finished the exam (whichever comes first), a proctor escorts the student and/or the test back to SDRC.

• Exams are not copied unless by express written request of the professor. In rare cases, when an insufficient number of exams are provided, the Testing Coordinator may make the decision to copy an exam. The professor is always notified by phone and/or in writing if this action was taken.

• Students are never given the exams, to keep or to deliver back to the professor, unless by the express written notice of the professor.

• Test conditions are not changed unless by the express written notice of the professor.

• Once completed, exams are immediately sealed in an envelope.

• Deliveries are made as soon as possible following completion of an exam

• Exams must be signed for by the professor or appropriate department representative. Tests cannot be left in an unsecured area, even by request of the professor.

• Proctors submit schedules at the beginning of each quarter. They are not allowed to handle any exams for classes in which they are enrolled. These exams are kept in another secure, locked space to which only staff members have access. Proctors sign contracts specifying confidentiality policies as well as disciplinary actions should procedures not be followed.

Rescheduling:

Students cannot reschedule without your written permission. SDRC does not authorize make-ups, missed exams or start times outside of our 30-minute window. We will ask the student to contact you to obtain permission for any changes to the Request form.

You retain the authority to grant or deny permission except in the following situations:

• The test was not made available at the time of the test and an adjustment is required to the testing time/date in order for SDRC to proctor the exam.
• The student has a disability-related excuse (you can request a doctor's note, or a note from the SDRC counselor regarding the situation).
• Environmental or other unforeseeable conditions prohibit testing at that particular time (i.e. power outage, heat/cooling issues, emergencies, and evacuation drills).

Delivery of Tests:

• Professors are expected to deliver exams to SDRC, either in person, by fax or by e-mail. A proctor or staff member is always available between 8:00 a.m. and 5:00 p.m. to accept and secure tests. Our confidential fax number is (510) 885-2488 or you can e-mail the exam to our Testing Coordinator, Nick Vigil at nicholas.vigil@csueastbay.edu. On the Concord Campus, email Leslie Duncan, Disability Resource Counselor at leslie.duncan@csueastbay.edu. Her non-secure fax number is (925) 602-6750.

• We need the exam no later than one business day before the indicated start time. If the accommodations include a recorded exam, we will need the exam 48 hours ahead of time in order to provide this accommodation.

• If you do not make a test available at the appropriate time, SDRC reserves the right to reschedule the exam based on our and the student's schedule (which may be the next day).

• Completed tests are delivered by SDRC to your department office within one business day (two days to/from the Concord Campus). If you have a need for a more specific delivery of an exam, you will need to come to SDRC. To ensure test security and tracking, exams cannot be left under your door or in any unsecured location, nor can they be left without a signature of the recipient (you or a department secretary or other official representative).

• Exams are ALWAYS sealed in an envelope with a "CONFIDENTIAL" label attached over the flap. Should you receive a test envelope without these measures in place or suspect any other tampering, call SDRC as soon as possible. (See "Test Security Measures" for the complete information on our policies and procedures regarding test security.)

Common Problems and Issues (And How to Avoid Them):

The most common problems SDRC encounters in arranging and proctoring exams are:

• Tests are not made available in time. SDRC attempts to facilitate this process by offering confidential fax and e-mail capabilities.

• Changes in test dates are not relayed to SDRC. When students are informed of a change, they will request a confirmation in writing from you to give to SDRC or you can call, fax or e-mail us with the information. We do not want to take the student's word for any changes in order to protect the integrity of the proctoring process.

• Request forms are not returned in time to meet the deadline. Most of our students work very hard to meet our timelines. Professors are encouraged to fill out the forms and return them to the student as soon as possible.

• Students taking the exam in-class are given additional time and/or extra credit opportunities that are not made equally available to students proctored by SDRC. While we appreciate the difficulty of juggling so many details, often just being aware of the students who are being proctored can prevent these occurrences. Should this omission happen, please work with the student to provide some form of equal access (for example, give a quick oral question that will count for extra credit or assign the point value automatically).

• Request forms are not completed or students are told "just fill it in yourself", which is prohibited by SDRC. Students ARE NOT ALLOWED to fill in their own forms. We must maintain a firm stance on this issue in order to protect the credibility of the form and information contained on it.

• Students are singled out for using accommodations, possibly resulting in a break in confidentiality or creating a hostile environment for the student with a disability. While we encourage students to discuss both their disability and their accommodations with each professor at the beginning of the quarter, they are not required to do so. Unfortunately there remains a stigma surrounding people with disabilities and we must prevent any discrimination or disclosure surrounding this issue.

• Professors demand to know why the accommodations are needed or challenge the appropriateness of the accommodation. Students must provide extensive documentation to the SDRC in order to become registered with us. No one else on campus can require further documentation. The Determination of Accommodations form is the official notice to faculty regarding the reasonable accommodations to be provided by the University. You cannot modify or deny these legally mandated provisions. If you have questions regarding accommodations or working with students with disabilities, SDRC is your main resource for this information.

FAQ's About Testing Accommodations

The following are questions that are often asked about test accommodations:

Q. Is it fair to give extra time to students with disabilities, when other students have to work under time constraints?

A. Yes, it is fair, as long as the accommodation for the student with a disability does not fundamentally alter the nature of the curriculum. The accommodation should be viewed as leveling the field for the student with a disability and not as a means to disadvantage the students without disabilities.

Q. If a student with a disability really understands the material thoroughly, why take extra time to write answers?

A. Students with visual impairments, mobility impairments, or specific learning disabilities often need more time to take examination because they may use adaptive devices, assistive technology or simply because their disability affects the process of writing. They are protected under the law, which specifically mandates auxiliary aids and services during examinations. These auxiliary aids and services, by their very nature, require more time.

Q. What about cheating on exams?

A. Students with disabilities exhibit the same range of moral integrity as students without disabilities. You may wish to ensure the integrity of your exam by accommodating the exam yourself. If you cannot monitor the extended time in your office; you can have the student take the exam in an adjacent empty room, leaving books and backpack with you or have someone else in your department proctor the exam for you. Cheating on exams by students with disabilities should never be excused or tolerated.

Q. When we provide all these accommodations, are we preparing students with disabilities for the real world where they have to meet deadlines and write reports in a hurry?

A. The Americans With Disabilities Act (ADA) requires that employers make the workplace accessible, and that accommodations be provided. All private and public businesses must comply with the ADA and provide reasonable accommodations. In addition, certifying and licensing examinations of all kinds, employment entrance tests, and promotion exams must be accommodated.

Q. Why do students with disabilities make test accommodations requests in the middle of a quarter?

A. Legally, there is no obligation for a student to identify his or her disability at any particular time. Keep in mind that talking about a disability may be uncomfortable for the student. Also, some students use accommodations only after they discover that they are having problems. Nevertheless, SDRC encourages each student to self-identity and make his or her needs known at the beginning of each quarter. However, students who identify in the middle of the semester must do so far enough in advance of the exam to allow faculty or the SDRC to arrange for the accommodation(s).

Q. What kind of verification should I ask for if a student requests extended time to take a test?

A. The usual procedure for the SDRC is to provide the student with Request for Alternative Testing form specifying the appropriate accommodation(s). The accommodation is also indicated on the Determination of Accommodations form, of which the student should have a copy. If you have questions, please call us at (510) 885-3868, or in Concord at (925) 602-6716.