If you are a student with accessibility measures (accommodations) for exams and it is determined by your instructor that you should take your assessments at the Accessible Educational Services (AES) office, your instructor will need to officially refer you to test. After you are notified by email, it is your responsibility to schedule an exam appointment accordingly with AES at least seven calendar days in advance to guarantee accessibility measures at AES for exams. Note that final exams must be booked at least 14 calendar days prior to the first day of finals week to be guaranteed at AES.
Instructors may not make changes to exam appointment length or format after the booking deadlines stated above.
Scheduling exams at AES is a three-way conversation involving the student, the course instructor, and the AES test coordinator. All three parties need to communicate directly with one another to book any exams through the AES office.
PLEASE NOTE: Effective Fall 2024, AES will no longer facilitate exam appointments if the exam copy (or administrative details for Canvas/online exams) is not received by 12:00 noon one business day in advance of the exam date. If the exam is not received by 12:00 noon one business day before the assessment, the student’s appointment in the AES office will be canceled. The instructor will then be responsible for facilitating full accessibility measures for the exam in question.
Follow the steps below to schedule your exams at AES:
The student presents the Accessibility Memorandum (‘Memo’) to the instructor for a given course.
The student asks the instructor how accessibility measures (accommodations) will be implemented for quizzes/exams/other assessments throughout the semester.
The instructor decides where and when an exam with full accessibility measures will be facilitated.
If the instructor cannot arrange for exam accessibility measures to be implemented through the department, the instructor submits an Exam Request Form (ERF) to refer the student to test at AES. This should happen within one week of the memo receipt.
Once successfully submitted, an automated email receipt is sent to the instructor, and an automated email reminder to schedule the exam at AES is sent to the student.
If the instructor does not receive the automated email receipt upon ERF submission, they should contact AES immediately.
Students should pay careful attention to their IU email inbox for the automated scheduling reminder email.
If a student is expecting such an email and does not receive it, they should check their junk folder and contact AES if they have any questions or concerns.
After the student has received an email notification that the ERF has been submitted (subject line: ‘AES - Exam Request Form (ERF) - Schedule Your Exam’), they may call an AES test coordinator at 812-855-3508 or email examaes@iu.edu in order to schedule their exam appointment.
This should be done at least seven calendar days (14 calendar days prior to the first day of finals week for final exams) in advance to guarantee adequate space, proctor coverage, and all accessibility measures (accommodations).
All exam appointments must be approved by an AES test coordinator.
After exam appointments have been approved by both an AES test coordinator and the student, a confirmation email (subject line: ‘Exam Confirmation’) will be sent to the student regarding the upcoming exams slated for administration in AES-arranged space.
After the Exam Confirmation email has been sent, the student is responsible for noting the date and time of each exam appointment and arriving in a timely manner for exams.
Instructors must provide a copy of the exam (or administrative details, including access codes/passwords for online exams) to AES no later than 12:00 noon one business day before an exam is to be administered. Weekends are excluded from business days.
AES will not accept late submissions. Not submitting an exam or administrative details by the deadline means AES will be unable to administer the exam. As a result, the student’s appointment will be canceled. Subsequently, it becomes the instructor’s responsibility to facilitate full accessibility measures for the exam in question.
AES sends reminders to instructors inviting them to send exam copies for administrative preparation within a week of the exam time (no later than one business day in advance).
Once an exam has been received, we cannot guarantee any changes to the exam prepared for the student due to time constraints and coordination needs. However, if there are any issues with an exam after a copy has been sent, instructors may promptly email an updated copy of the exam to the AES test coordinator.
Policies and procedures
Before the exam
Arrive at the AES office at least 10 minutes early when possible. If a student is late, they will not be given additional time to complete their exam. Depending on the instructor’s directions, it is possible that if a student is late to their exam, they will not be allowed to take it at all.
Prepare to show your Crimson Card to AES staff.
Turn off all cell phones.
All unallowed items, including cell phones, smart watches, coats, backpacks, purses, etc., must be left in AES lockers. Effective Fall 2024, hats and pencil bags are not allowed in the exam room. Students may not retrieve anything after the proctor has given them the copy of the exam.
Bathroom breaks are permitted with a proctor escort.
During the exam
Any student who is found to have a cell phone, notes, or other unauthorized item in the exam room will have their exam or quiz confiscated immediately and will be asked to leave. AES staff will notify their instructor of the incident.
Students are expected to be quiet and courteous, especially in consideration of other students in the exam room. Any student who is disruptive will be removed from the exam room and their instructor will be notified.
AES proctors will not give “time warnings.” Students must plan ahead and use either a basic watch or the wall clock to keep track of remaining exam time.
Students must write their name on all exam papers and fill in their Scantron (if applicable) during the time allotted for their exam. When exam time is up, students are allowed to finish the sentence they are writing, but no more than that.
If a student needs to leave the exam room for a university-approved accessibility measure (accommodation), they need to notify the proctor quietly. Either the proctor or an AES staff member will escort the student to the restroom or provide other necessary supervision. The proctor will record the time the student leaves and the time they return. Students are not permitted to make up time used for this purpose unless their memo authorizes it. Students leaving their respective exam station without an escort will not be permitted to finish their exams.
After the exam
When a student finishes the exam, they are free to leave. If an instructor has not specified otherwise to AES, taking any paper component of the assessment outside of the exam room is not permitted.
If a student misses a scheduled exam, AES staff will contact their instructor to let them know. It is up to the instructor to decide whether to allow the student to take a makeup exam. Students should contact their instructor immediately to discuss the situation.
Missed exams need to be rescheduled with sufficient notice to obtain a space and proctor. There is no guarantee that the exam will be rescheduled in AES space or within a certain time frame.
If a student is going to miss a scheduled exam for any reason, they need to contact AES staff as soon as possible. This helps AES staff to serve students by efficiently allocating limited testing space.
Contact AES staff if an instructor reschedules or cancels an exam. AES must receive sufficient notice to reschedule an exam as space or proctors may not be available.
AES schedules exams on a first-come, first-served basis. If AES is unable to administer an exam, the instructor and student will be notified immediately. It will then become the instructor’s responsibility to either offer an alternate date and time for the student to take the exam with AES or arrange accessibility measures (accommodations) through the course department.
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