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AES Exam Accommodations and COVID-19 Protocols
We know that you have a lot of questions about how your exams will be handled in light of the COVID-19 protocols. We have many of the same questions. The situation is changing very rapidly and we are waiting for more information from the University too. We will keep you updated as we learn more. For the time being, these FAQs may answer some of your questions.
Do I need to cancel the exams that I have scheduled with AES on March 16, 17, and 18?
No. Because classes have been suspended for those dates, no exams are being written. We have cancelled all exams scheduled at AES and no fees will be charged for missing exams on these dates.
I have an exam after March 18 but it is now online (or it is now a different type of assessment). I no longer need AES to provide accommodations. Do I need to cancel my request?
No. At this time, we are still awaiting more information from the University but we will handle cancellations internally and no fees will be charged for missed exams.
How will my FINAL exams be handled?
At this time, we don’t know. To be on the safe side, please submit your requests for final exam accommodations, just in case we are to provide any here. If you need accommodations, and if you haven’t already requested them, do so by the deadline: March 19, 2020 at 11:59pm. If you need assistance figuring out how to request accommodations, visit our blog post at: https://words.usask.ca/dss/2020/03/06/request-your-april-2020-exam-accommodations-now/
My instructor let us know that we have an online exam coming up. How will my accommodations be handled?
Many students registered with AES have accommodations that can be adapted very easily to an online setting. It’s important to email your instructor ASAP about the accommodations you need for online exams. Attach a copy of your Letter to Professor to your email and ask to discuss your accommodation needs. In general:
- Extra time: Assuming the exam is timed, the instructor will need to contact ICT to get the timer adjusted for you.
- Quiet Space: You can optimize your space at home to keep it functional and distraction-free. Visit our blog post at this address for tips: https://words.usask.ca/dss/2020/03/16/creating-a-optimal-space-at-home-for-online-exams/
- Reader/Scribe: Read&Write software is an excellent alternative to a real-life person. It is available for free to all U of S students, and can be downloaded to your personal computer. If you don’t already use it, please download Read&Write and give it a trial run BEFORE your first exam date. More information can be found at this link: https://students.usask.ca/health/aes/assistive-technology.php#ReadWriteSoftware
- Other accommodations: Many other accommodations, such as specialized lighting or access to a nearby washroom or to a sofa are also easy to manage at home. If, however, you have an accommodation that you can NOT access at home and that your instructor is NOT able to assist with, please email aesexams@usask.ca ASAP after speaking with your instructor.
My instructor let us know that our exam will be changed to a take-home assignment. How do I get accommodations for that?
In most cases, take home assignments are designed to be completed within a set number of hours (for example, 3-4 hours) but students are given a larger window to complete the exam in (for example, 24 hours). For this reason, the extra time accommodation is not applicable to take-home exams.
You should be able to manage all other accommodations on your own, as per the information under the “online exam” FAQ above.
What will happen with my special deferred final?
If you’ve been approved to write a special deferred final in March 2020, please contact your college about a further deferral. AES will not be able to accommodate deferrals while the COVID-19 protocols are in place.
Can I book an external exam with AES now?
At this time, we don’t know. We will provide updates as more information becomes available to us. However, we urge you to contact the institution that the exam is with, as many are suspending their external exam programs for the duration.
Why haven’t you replied to my email yet?
Either we are having difficulty managing the email load or we waiting for additional information from the University in order to provide an answer. Please be patient. It is extremely rare that an email gets overlooked. We want to get back to you ASAP but we also want to provide relevant and useful information.
I don’t want to get your mass emails anymore.
The only way we can remove you from our mailing list is to archive your record, essentially “unregistering” you from AES. This would mean that you could no longer access your AES PAWS tab or any in-person AES services. If you are sure you want your record archived, shoot us an email at aesexams@usask.ca Otherwise, just delete them. We do try not to spam you, but we are getting a lot of emailed questions and the fastest way to get info out to all of you is via email.
I have a question that you haven’t answered here.
Email us at aesexams@usask.ca
Keep abreast of the latest COVID-19 updates by visiting the University’s dedicated website at this URL: https://updates.usask.ca/ as well as the AES Blog at this URL: https://words.usask.ca/dss/
Stay safe. Wash your hands. Bump elbows. Reach out for help of any kind if you need it, including from us here at AES.
Creating a Optimal Space at Home for Online Exams
To help manage the spread of COVID-19, the University of Saskatchewan has asked instructors begin teaching classes remotely (online) as of March 19, 2020. Exams will need to be adapted to this new teaching environment. In many cases the exams will be held online.
If you have an online exam, the most important thing to do is touch base with your instructor ASAP regarding your accommodations. We suggest attaching a copy of your LTP to an email to your instructor. Ask to discuss how your accommodations will be provided. In MOST cases, accommodations for online exams are relatively easy to provide. Your instructor needs to contact ICT to adjust the timer to allow for additional time, assuming extra time is one of your accommodations and also assuming that the exam is timed.
As far as the exam location goes, it will be up to you to create your own quiet, distraction free space. Jane Jarrow, Ph.D., who is a consultant and recognized authority on disability-related accommodations in post-secondary settings, developed a guide to help students adapt to the new protocols being put in place due to COVID-19. The guide is titled, “Maintaining Access to Opportunity In the Face of the Coronavirus Crisis,” and the section on section on exams was contributed by Jessica Holdren & Kathy Duffy of Arcadia University (Pennsylvania, USA). It is copied and pasted verbatim below.
If you require other accommodations in addition to extra time and/or a quiet space, begin by discussing those with your instructor. You instructor may be able to provide assistance to you or some sort of alternative. If your instructor isn’t able to assist you, email us at aesexams@usask.ca and we will help.
Creating an Optimal Exam Environment at Home
- Set up your space before taking your exam to minimize distractions. Make the environment feel like a testing environment (in other words, don’t decide to eat your lunch while you are taking your exam or have your television on in the background).
- Turn off phones. If you have a landline, set the ringer to silent or low.
- Place a “do not disturb” or “testing in progress” sign on your door.
- Inform family members (who might also be home) that you will be taking an exam for a specific span of time to minimize interruptions.
- You might want to use a lock down browser if you’re prone to surfing the internet.
- Have all allowed materials available and organized before starting the exam.
- At least 15 minutes before the exam, set up your environment to make sure you do not have any computer or internet access issues.
- If fidgets or music/sound help you, make sure you have these items available.
In General
- Know the rules and expectations of taking the exam online. Is it open book/ note or are students held to the honor system? Are you being proctored remotely by your professor or a computer program?
- Can you start the exam at any time or is the exam only available during a certain time frame?
- Before starting the exam, make sure you know how many questions are on the exam and how much time you have so you can plan accordingly. Since we won’t be there to give a warning, you might want to set a timer to go off 10 minutes before your time is up.
- Have a clock or timer nearby so you can track how much time you have.
- Have scrap paper so that you can note questions you want to revisit.
- Questions may be presented one at a time. It may be more difficult to navigate an exam and go back to review questions. Jot down question numbers and note any questions you may have.
- If you have clarification questions for your professor, will you be able to reach the professor? How will you do this? Find out before you take your exam.
- You may have finally gotten used to the format of your teacher’s in-class exams and suddenly that format might be different as it shifts to an online platform.
- Reach out to your teachers and ask if the exams will be different. The more prepared you are with what to expect, the better.
- If you are suddenly allowed to use notes or access your books during an exam, be careful not to use up all of your time and rely too heavily on these materials. It is better to put an answer down that you think is correct and then return to that question later if you have time at the end to double check than to spend time searching for each of the answers.
Request your April 2020 exam accommodations NOW
11:59pm on March 19 is the deadline to request ALL exam accommodations for April. Both the non-final and the final exam forms will shut down after this time.
- No requests will be accepted after March 19, for any reason.
- If you have any non-final exams on April 2-7, accommodations for those need to be requested by March 19, too.
- All complete and correct information must be provided by the March 19 deadline. We don’t just need your request–we need all relevant and correct information as well.
- While we can remove accommodations and/or cancel an entire request after the deadline, we cannot add in new accommodations or make changes to dates/times.
HOW TO REQUEST ACCOMMODATIONS FOR FINAL EXAMS
Log into PAWS –> Go to the AES channel –> Click on “Exam Service” –> Click on the “Final Exam” link –> Fill out the form(s)
If your final exam does not show up when you work through those steps, it is not in the University’s final exam schedule. This commonly happens with lab finals and any exam outside of the final exam period (such as on the last day of classes). If your final exam does not show up when you use the final exam link, use the non-final exam link instead.
IMPORTANT NOTES
- Evening finals are always scheduled to begin earlier than 7pm at AES so that no one has to stay on campus too late.
- AES only supports date and/or time changes for accommodation-related reasons. We will not change an exam date or time for personal reasons (such as travel, work, or family obligations).
- AES books exams so that there is significant overlap with the time the class writes. If you need to change the date or time of an exam so much that there is NO overlap, you must get permission from your instructor BEFORE you submit your request. This includes situations where students have accommodations such as “no morning exams.” Even if you have an accommodation supporting a time change, you still have to talk to your instructor about it.
Report technical problems of any kind IMMEDIATELY by sending an email to this address: aesexams@usask.ca
Request Accommodations for Deferreds/Supplementals NOW
If you were approved to write a regular deferred or supplemental final in February 2020, it’s time to request accommodations.
Only paper request forms can be accepted for these types of exams. Our online form is not set up for deferreds/supplementals.
Start by visiting this URL to find out the date and time of your exam(s): https://sesd.usask.ca/exams/schedule/deferred-supplemental/search.php
Then, visit AES during regular office hours to fill out your paper request form(s). We are open Monday to Friday, 8:30-4:30 and we’re located in E1 Administration Building.
We can only make accommodations for your exam(s) if you fill out a request form for us.
KEEP OUR DEADLINES IN MIND! We require two full weeks’ notice to set up deferred and supplemental finals:
If your exam is on February 18, your deadline is 4:30pm on February 4.
If your exam is on February 19, your deadline is 4:30pm on February 5.
If your exam is on February 20, your deadline is 4:30pm on February 6.
If your exam is on February 21, your deadline is 4:30pm on February 7.
Bu there’s no reason to wait to the last minute. Since you can find out the dates of your deferreds and supplementals now, why not just submit your requests NOW?
Questions? email the AES Exam Team at aesexams@usask.ca