Exam Accommodation Guidelines

The University of Louisville is committed to providing equal opportunity for qualified students with disabilities in accordance with the provisions of Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990.

Students with disabilities may be eligible for accommodation in testing if their functional limitations prohibit access to exams. The purpose of the accommodation is to permit students to be evaluated on the basis of their knowledge of course content without undue interference from their disability. Some appropriate accommodations might include assistive technology, sufficient uninterrupted time, or a quiet environment. After providing documentation and meeting with a coordinator, students must submit a service request to the Disability Resource Center each semester requesting their needed accommodations.

Students work with a DRC Coordinator to determine individualized accommodations according to their needs. This collaboration works best when students take an active role in the process. The intent of these guidelines is to ensure to the maximum extent possible that students with disabilities and their respective faculty understand how exam accommodations are requested and provided.

Student Information on Exam Accommodations

Service Requests

After submitting appropriate documentation of disability and meeting with a DRC Coordinator for an intake appointment, students must submit a Service Request Form to request any needed accommodations each semester. It is advisable for students to submit the request at least two weeks before the semester begins to avoid delays in the implementation of accommodations. During the semester, it is the student’s responsibility to inform the DRC if their accommodation needs change or if they withdraw from a course.

Faculty Letters

DRC Coordinators will prepare faculty letters that outline the students’ accommodation needs which students will download from the DRC Online Portal and provide to faculty. It is the student’s responsibility to provide the letters to their instructors.

Discussion

Students must have a discussion with faculty to determine how accommodation needs will be met. During this conversation, some things students may want to ask include:

• Will I take my accommodated exams at the DRC or within the academic department?
• The usual exam time for this class conflicts with another class on my schedule or with the DRC testing hours (Monday – Friday, 8:00 a.m. to 5:00 p.m.); may I schedule my exam for another time? Do you have preferences about this alternate time?
• If exams in this class are administered online, how will I access my accommodated exam?

Scheduling an Exam at the DRC

Students must schedule exams at least 3 business days in advance (or approximately two weeks in advance for finals) to allow the DRC to obtain the exams from the faculty and to ensure adequate space, equipment, etc. are available. Untimely requests may jeopardize the provision of the accommodation. Students may schedule through the Student Portal, in person in Stevenson Hall 119, or over the phone at 502-852-6938. Students may find it helpful to schedule exams for the whole semester at once if these dates are available in advance. Information needed to schedule an exam includes:

• The date and time the class will be taking the exam
• The date and time the student will be taking the exam (Prior approval from the instructor is needed if taking the exam at a time different from when the class is taking it.)
• The professor’s name and contact information
• The amount of time the rest of the class receives to take the exam
• The accommodations needed by the student on the exam

Students may access their scheduled exam times through the Student Portal. Students are responsible for notifying the DRC if an instructor moves or cancels an exam after it has been scheduled with the DRC.

Exams

Students should arrive on time for their scheduled exams to Stevenson Hall 119. If a student arrives more than 15 minutes late, the exam will not be administered without consent of the instructor. If the student does not show up for an exam, they must contact the instructor for permission to reschedule. If this is not done, the exam will be returned to the instructor within 48 hours. DRC will reschedule a missed exam only with approval of the instructor. If a student is caught cheating or is suspected of cheating on an exam administered by the DRC, we will stop the exam, gather materials from the student, report the incident, and return all materials to the instructor for action by the academic unit.

Faculty Information on Exam Accommodations

Faculty are encouraged to provide accommodations themselves. If accommodation needs cannot be met within the department, faculty may request that the DRC provide the accommodations. Students taking exams at the DRC do not receive additional assistance on exams outside of their approved accommodations. For instance, the student is not allowed to use notes, books, tapes or any supplementary materials unless specified by the professor to DRC staff. Tests in the care of DRC are kept confidential and handled by authorized personnel only. Every precaution is taken to maintain test security. Completed exams are scanned and emailed to the instructor or sealed in an envelope for faculty to pick up.

Procedure for Accommodating Exams

1. The student will present the faculty with a letter from the DRC stating the student’s approved accommodations. The faculty and student must speak to determine how these accommodation needs will be met.
2. If the DRC is needed to administer the exam:
   1. The student must schedule the exam with our office with at least 3 business day’s notice. Faculty will receive an email notification about the booking. If an exam is postponed or cancelled or if the student withdraws from the course, the student is responsible for notifying the DRC.
   2. DRC will send the faculty a reminder email about getting the exam to our office. Faculty should complete the online Exam Accommodation Form to provide instructions about the administration of the exam, such as whether any materials are permitted for use during the exam.
   3. Electronic copies of exams may be submitted through the Instructor Portal or should be sent to drcexams@louisville.edu.
      OR
      Paper copies of exams can be delivered by the instructor to Stevenson Hall 119. Please include:
      1. Student's Name
      2. Course
      3. Professor's Name
      4. Any instructions needed for appropriate administration of the exam (such as any materials allowed during testing).
3. DRC will scan and email completed exams to the instructor, or they may be picked up from Stevenson Hall 119.

Exam Administration

• If a student arrives more than 15 minutes late, the exam will not be administered without consent of the instructor. If the student does not show up for an exam, they must contact the instructor for permission to reschedule. DRC will reschedule a missed exam only with approval of the instructor.
• If a student is caught cheating or is suspected of cheating on an exam administered by the DRC, we will stop the exam, gather materials from the student, report the incident, and return all materials to the instructor for action by the academic unit.
• If faculty administers an accommodated exam within the department, please be aware that a hallway or reception area is not a suitable testing environment.

Evening and Weekend Courses

The DRC conducts office hours of 9:00 a.m. – 5:00 p.m. during the week, but may administer exams as early as 8:00 a.m. with advanced notice. The DRC appreciates the willingness of faculty teaching evening or weekend courses to allow students to complete their exams at the DRC during normal business hours or to provide the accommodation themselves.

Questions?

The Disability Resource Center is here to assist faculty in implementing accommodations for students with disabilities. For more information, please call 502-852-6938 or visit us in Stevenson Hall 119.

Problem Resolution

If the student or the faculty experience any problems regarding accommodated testing that cannot be resolved through discussion between student and faculty, the DRC staff should be contacted by the student and/or the faculty for assistance in problem resolution.