SDS Exam Proctoring Policies
Exam Accommodations Implementation Process
Students should notify their instructor of any approved accommodations as early in the quarter as possible using the steps outlined below. Students are encouraged to discuss the use of any testing accommodations with their instructor or instructor’s designee. After sending the electronic Faculty Notification Letter, students should follow up with their instructor to receive additional testing details. If the instructor requests that SDS proctor on their behalf, students should submit an exam request to SDS at least 7 days prior to an exam date. Unless otherwise specified by the instructor, these steps should be followed for each exam. One option that students may utilize is submitting the exam requests for all known exam dates early in the quarter and may be done in one sitting if the dates are available in the syllabi.
Whenever possible, instructors are encouraged to implement the exam accommodations for their students. Exams will be administered in person by SDS. In cases where SDS is unable to proctor an exam on a requested date/time, SDS may reschedule an exam for a date/time that proctoring arrangements will be available. In some cases, SDS may be unable to proctor an exam due to capacity and can consult with the instructor regarding what options and resources may be available to them. This may include recommending that the instructor contact the department assistant or a designee to serve as a proctor. If an instructor requires assistance in identifying rooms that can be used for administering exams, two helpful resources are the department/staff coordinator(s) or the University Registrar.
Exams administered electronically through an online learning management system, such as Canvas, allow an instructor to update the exam settings to reflect accommodations such as extended time. Extended time for individual students can be provisioned for published Canvas quizzes using the “Moderate This Quiz” function. Additional information is available in the Canvas Instructor Guide Once I publish a timed quiz, how can I give my students extra time?
Alternative Testing Agreement/Contract
The Alternative Testing Agreement will provide SDS with information about the dates of the exam and any relevant testing details. Instructors who would like SDS to proctor exams for students with accommodations should complete the Alternative Testing Agreement at least 7 days prior to the first exam date listed in the agreement.
Instructors may complete the Alternative Testing Agreement for a course by using the link to the Alternative Testing Agreement that can be found at the bottom of the Faculty Notification Letter that they received from each student. Instructors may also complete the Alternative Testing Agreement for a course using the Alternative Testing tool in the AIM Faculty Portal.
Upon submission of an Alternative Testing Agreement, instructors will receive a copy of the Alternative Testing Agreement via e-mail for their records.
Instructors who do not have pre-determined exam dates should email SDS at least 7 days prior to an exam in order to confirm SDS availability to proctor an exam.
Exam Updates or Changes to an Exam
If there may be updates during an exam or changes to an exam, students with accommodations should also receive the updates or changes made to the exam. This may include but is not limited to the ability to ask questions to the instructor/TA during the exam or to receive exam updates/corrections during an exam.
Exam Rescheduling Requests
Instructors that request assistance from SDS with proctoring exams may note that SDS may not be able to proctor an exam at a particular date/time due to capacity. In the event that SDS is unable to proctor an exam at a requested date/time, SDS will contact the instructor(s) to discuss potentially rescheduling the exam at a date/time that SDS is available. Additionally, SDS can discuss on-campus resources available to assist with exam proctoring if an instructor will be making arrangements for testing with accommodations.
Students who would like to request a different exam date or time should contact both their instructor and SDS to discuss what options may be available. In some cases, a rescheduled exam date or time may not be approved by the instructor due to test security or in cases where it would constitute a fundamental alteration to the core requirements of the class.
Late Exam Requests
Currently, SDS may be unable to make arrangements for exam requests submitted less than 7 days in advance of an exam date. It is recommended that students contact SDS as soon as possible to discuss what alternative options may be available. Alternative options such as taking the exam at an alternative date/time due to a late request must be approved by the instructor.
If the instructor is unable to make arrangements or does not approve alternative arrangements due to not receiving timely notice, the student may complete the exam under standard testing conditions.
For questions or to discuss SDS’s upcoming availability, please contact firstname.lastname@example.org or 773-702-6000.
SDS must administer exams based on the exam administration instructions provided to SDS by the instructor, including the method of exam administration. Please note that SDS will coordinate arrangements based on the instructions provided by the instructor and SDS availability and may not be able to administer in a preferred format.
Students who would like to request an alternative method of exam administration should contact both their instructor and SDS to discuss what options may be available. In some cases, an alternative method may not be approved by the instructor due to test security or in cases where it would constitute a fundamental alteration to the core requirements of the class.
Exam Proctoring Check-In Process
An SDS proctor will complete the exam check-in process and monitor testing.
- Students will receive e-mail notification from SDS of their testing location by 5:00 PM on the business day prior to their scheduled exam. This information will also be made available through the AIM Student Portal 2 calendar days prior to their scheduled exam.
- Students should arrive approximately 10 minutes prior to the exam for check-in.
- Students should bring their student ID for the check-in process.
- The proctor will inform the student of any instructions and allowed materials indicated by the instructor in the Alternative Testing Agreement.
- The SDS proctor will provide students with any green/blue book and scratch paper items for testing. Students may only use the green/blue books and scratch paper provided by SDS.
- Students will be instructed by the proctor to leave all personal items stored away in their bag and are not to be accessed during the exam.
- Testing will start and end at the approved times listed in the exam request confirmation. SDS cannot authorize additional time outside of the length of the scheduled exam. Students that arrive late to an exam will not be provided additional time to compensate for tardiness. Students that arrive late to an exam and would like to request the exam to be rescheduled should contact their instructor for permission, as SDS cannot authorize the rescheduling of an exam without the instructor’s approval. Please note that the approval of an exam rescheduling request is at the discretion of the instructor and instructors may not approve a request to reschedule an exam.
Students may not access food during exam administration. Students that may require food during an exam should notify the proctor and will need to exit the testing space to an approved area.
Due to limited availability, SDS may be unable to place students in a preferred testing location. Nevertheless, students will be provided a testing accommodation that meets their accommodation needs as indicated by their accommodation determination letter. During testing, students should avoid behaviors that are disruptive to the testing environment. A proctor may address a student’s disruptive behavior and request that they refrain from repeating the behavior.
Questions During Exams
At check-in, the proctor will notify the student if the instructor has indicated on the testing agreement whether students may ask questions during exams. Students may also ask the proctor to confirm if the instructor has given approval for students to ask questions during exams. If the instructor has given permission for questions to be asked during exams, the proctor will contact the instructor, or their designee, on behalf of the student. This may be by email, phone call, or other instructed method of contact.
Completed Exam Return Process
- The SDS proctor will collect all exams and testing items (green/blue book, scratch paper, etc.) at the scheduled end time. Students that complete the exam prior to the scheduled end time should inform the proctor they will be submitting the exam and give them the testing items.
- Students are not permitted to remove any testing items (e.g. green/blue books, scratch paper) from the testing room, even if they are unused.
- Students will collect all personal items and exit the testing space at the conclusion of their exam. Once the exam has been turned in to the proctor, students may not request to make any additional changes.
- Completed exams will be scanned and returned to the instructor or their designee(s) via UChicago Box within 48 business hours after the conclusion of the exam. Following the conclusion of the exam, instructors/their designee(s) will receive an e-mail with the link to the secure UChicagoBox folder where they may access the scanned exams. In cases where SDS proctors multiple assessments throughout the quarter for the same course, instructors/their designee(s) will be able to access scans of any subsequently completed assessments at the link shared at the beginning of the quarter. Due to space availability, exams will not be available for in-person pick up from the designated testing space.
- Students may not access unapproved electronic devices in the designated testing rooms. These devices may include cell phones, smart watches, personal laptops, and tablets.
- Upon check-in, students may no longer access unapproved devices for the duration of the exam.
Students engaging in behavior and/or accessing unapproved devices or resources during an exam may be notified by the proctor that the instructor will be contacted. Instructors may request that SDS stop testing immediately after being contacted if there may be concerns with academic dishonesty. Written notice from SDS regarding the observed behavior and the exam will be provided to the instructor.
Students should contact their instructor for additional information following the exam if they have any questions regarding the exam or their status in the class.