If you require accommodations for any SASKATOON-BASED exams in DECEMBER 2022, please request those now.

11:59pm on November 19 is the deadline to request accommodations for any exams on December 3 or later, including all midterms and finals.

November 19 is a Saturday! Please do not wait until November 19 to submit your requests. No one will be at AES to help if you have questions or the system isn’t working.

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We know this post is long! Accommodate + this hybrid learning environment is complex.

Please skim through this post and read the sections that are relevant to you.

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USE ACCOMMODATE TO REQUEST ACCOMMODATIONS FOR FINAL EXAMS

• Log into Accommodate by navigating to this URL https://paws5.usask.ca/#aes.
• Make sure you’ve requested your Letters to Professors (LTPs). The system will not allow you to request exam accommodations unless you’ve requested your LTPS. Your AES advisor needs to approve your LTP request, which can take a few days. Do not wait until November 19 to request your LTPs.
• Work through Accommodate to enter your requests. If you need help, please view the how-to guide at this URL: https://canvas.usask.ca/enroll/AFB4WF

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SUBMIT A REQUEST WHENEVER YOU NEED ACCOMMODATIONS FOR A SASKATOON-BASED CLASS, INCLUDING REMOTE EXAMS

Always submit a request for accommodations through the Accommodate system, with only two exceptions for finals:

• If the class is not based at the Saskatoon campus, contact the student services staff at the home campus to discuss your accommodation needs.
• If your program and/or college has advised you to follow different procedures to access accommodations, follow their instructions not ours.

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PLEASE UNCHECK IRRELEVANT ACCOMMODATIONS

Accommodate requires that you UNCHECK any accommodations you DON’T need. Please take the few seconds required to review the accommodations that you are entitled to and uncheck those not applicable to the exam you are requesting. Some examples:

• The accommodations of “text-to-voice software” and “reader” are essentially the same. Please choose the ONE accommodation you want and uncheck the other one.
• You’re unlikely to need a 5-function calculator for an English exam. Please uncheck it.

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REMOTE vs IN-PERSON ONLINE

Remote exams are those that can be written anywhere.

In-person online exams are written on campus, using your own device.

In-person on paper exams are written on campus, with a paper-based exam.

You are required to write the exam in the same format as the rest of the class.

There are two places in Accommodate where you are asked the format of your exam. Please find out the format if you don’t already know it, and indicate the same format in both places.

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CHANGING EXAM TIMES

• If you have an accommodation such as “morning exams only” or “afternoon exams only” it’s up to you to negotiate a time change with your instructor(s) before the AES deadlines. AES will not arbitrarily change an exam time without knowing that you have discussed the change with your instructor and picked a date/time that the instructor is okay with.
• AES only supports date and/or time changes for accommodation-related reasons. We will not support a time/date change for personal reasons such as work or family obligations.

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WHAT TO TYPE IN THE NOTEBOX

Your notes help us to book you into an appropriate space. If there is anything that might impact where you write the exam, please note that here.

We need to know things like: open-book exams, open-note exams where laptops are allowed, and lab exams where specialized equipment/specimens or software is required.

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EVENING EXAMS

We are not involved in setting the times/timers for remote exams. If you have a remote evening exam, it’s crucial to talk to your instructor about your start time.

We start most in-person evening exams early (usually 5pm) so that all students and staff can leave campus at a reasonable hour.

Accommodate needs every exam to end by 9:30pm, since that’s as late as AES is staffed.

In the past, you would just submit your requests for evening exams and we would adjust the times so that you finished by 9:30.

But now, in order to submit your request, you need to figure out/calculate the start times for your 7:00pm exams, and indicate that new time as the start time on your request.

For finals, you can assume that the class gets the full 3 hours allowed, unless you know differently.

The table below has the most common scenarios for students with time-and-a-half, but if you are having trouble calculating your start time, please email aesexams@usask.ca to ask for help.

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ACCOMMODATIONS FOR RELIGIOUS REASONS

If you need to change an exam date or time for religious reasons, please use the appropriate tab in Accommodate to request those.

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CURIOUS ABOUT YOUR EXAM LOCATION?

We try our very best to have all exam locations indicated about a week prior to the exam date. But sometimes our workload is heavy and we can’t meet that expectation. If your exam is less than 24 hours away and you still don’t see a location indicated, email aesexams@usask.ca to ask. If your exam is more than 24 hours away, please just be patient.

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DO YOU HAVE QUESTIONS?

Ask us! It’s easiest (and, honestly, usually faster too!) to reach us by emailing this address: aesexams@usask.ca

If you will need exam accommodations in any classes this Spring and/or Summer, please read this blog post!

Submit an Exam Request Whenever You Need Accommodations

Whenever you need accommodations throughout the summer months, submit a request through the AES Exam Service channel in PAWS. There are only three exceptions:

• If you have a midterm in a lab, talk to your lab instructor before you submit your request. Lab instructors normally provide accommodations directly for midterms.
• If the class is not based at the Saskatoon campus, contact the student services staff at the home campus to discuss your accommodation needs.
• If you were approved to write a deferred final exam in June, the online form will not work for you. If you didn’t already get an email from us with a form to fill out and return, send us an email at aesexams@usask.ca.

Spring/Summer Deadlines Are in Effect Until August 31

Non-final exams = 1 full week (7 days) prior to the exam date

Final exams = 2 full weeks (14 days) prior to the exam date

These are your deadlines for Q1, Q2, and T1 final exams:

Finding Out Your Final Exam Dates/Times 

During the Spring and Summer terms, the University posts its final exam schedule very close to the AES deadlines. You MUST know the date and time of your exam before you can request accommodations.  Please closely watch your PAWS account to see when the final exam schedule is posted and then move quickly to get your requests in to AES on time.

If the final exam schedule is posted and your exam is not listed in the AES system, please just use the non-final link. Sometimes our IT team is slow to upload the University’s schedule to our AES system. If you know the date and time of your final exam, you can just manually enter it into the non-final exam form.

Is Your Exam Remote, In Person, or Online In Person?

In order to book the correct exam accommodations for you, we need to know where you are writing the exam. Please help us figure that out by putting a note in the notebox that tells us if your class is writing the  exam:

• Remotely (can be written anywhere)
• In person (invigilated on campus)
• Online in person (the entire class is allowed to use their laptops at an on-campus location)

Got Questions?

We can help you at this email address: aesexams@usask.ca. The AES phone lines are not regularly monitored.

If you requested any accommodations through AES for December exams, these FAQs may be of help.

Q. Why is my exam still “In Progress”?

A. If you requested any in-person exams, those should all be set to “Scheduled” by now.

But for remote exams, we change those to “Scheduled” once we have the instructions for the exam from the instructor. Usually, we get the instructions 1-2 days prior to the exam. Sometimes, we get them right on the day of the exam.

As long as you submitted your request by our deadline, your accommodations are guaranteed. Do not worry if your exam is sitting there, “In Progress.”

For more info about how we assign/change the status of your exams, check our blog at this URL: https://words.usask.ca/dss/2021/10/28/curious-about-the-status-on-your-exam-request/

Q. Why is my exam cancelled?

Almost every time this question is asked, the exam is NOT cancelled. The student is usually looking at the table of definitions at the bottom of the exam record.

We normally only cancel an exam if a student asks us to.

Q. Where is my exam being written?

As always, we post exam locations in each exam record. To find out where you’re writing an exam via AES, follow these steps:

Log into PAWS –> Go to the AES Exam Service channel –> Click on the exam you need info for (it is a link) –> check the pop-up box for the info you need

Q. What time will my exam end?

We can’t tell you that prior to the exam. We need the instructions from the instructor in order to know how long the class has. Without that info, we don’t know how to calculate your end time. We might get that info on the day of the exam, or a day or two in advance. We regret that we don’t have time to go through our files to confirm this for you. Just trust that you will receive your full allowable time.

Q. Why is my AES invigilator asking for photo ID?

The University of Saskatchewan, as a whole, has a policy requiring students to show photo ID at their exams. Please bring your student ID card or government-issued photo ID. Otherwise, be prepared to fill out paperwork and to return to our offices ASAP with your ID. We cannot release your exam to your instructor for marking unless we’ve seen your ID.

Q. What are the rules around masking during exams? Can I eat and drink in the exam room?

AES must follow U of S protocols around masking.

Students must wear a 3-ply paper mask. Cloth masks are not allowed.

You will be asked to briefly remove your mask for academic integrity reasons, upon arrival at your exam location.

You may briefly remove and replace your mask in order to eat and drink. However, please remain masked as much as possible, to keep everyone in your exam space safe.

As well, if you have – and have requested – the accommodation of voice-to-text software, you will be allowed to remove your mask while using the software in a private exam space since the mask would muffle your voice, affecting the accuracy of the software.

Staff have been instructed to call Protective Services if a student is not complying with masking requirements.

Q. I have a question that isn’t covered here.

Ask us! We can be reached by email at: aesexams@usask.ca

THE AES EXAM REQUEST FORM FOR DECEMBER FINALS IS LIVE!

If you require accommodations for any exams in December 2021, please request those now.

11:59pm on November 19 is the deadline to request accommodations for any exams on December 3 or later. This includes all midterms and finals on or after December 3.

Please submit requests for ALL December exams that you need accommodations for, including remote exams. Please do not arrange accommodations directly with your instructors.

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We know this email is long! This hybrid learning environment is complex. We have more things to tell you – and need more information from you – than usual.

Please skim through the email and read the sections that are relevant to you.

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HOW TO REQUEST ACCOMMODATIONS FOR FINAL EXAMS

Log into PAWS –> Go to the AES tab –> Click on the “Exam Service” channel –> Click on the “Final Exam” link –> Fill out the form(s)

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WHAT TO DO IF YOUR FINAL EXAM ISN’T LISTED

If your final exam does not show up when you use the final exam link, use the non-final exam link instead.

If your final exam does not show up in the “Final Exam” link, it is not in the University’s final exam schedule. This commonly happens with:

• lab finals
• any exam outside of the final exam period (such as on the last day of classes)
• remote classes that are based at the Saskatoon campus but are classified as “off-campus site” courses

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IS YOUR EXAM REMOTE OR IN PERSON? AND OTHER NOTES FOR THE NOTEBOX

Anything that might impact where your exam will be written should be included in the notebox. We especially need to know:

• Is the exam remote or in person?
• If your exam is in person, are you allowed to bring your laptop?

Without this information, we might end up booking you into a space that is not suitable.

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CHANGING EXAM TIMES

• AES only supports date and/or time changes for accommodation-related reasons. We will not support a time/date change for personal reasons such as work or family obligations.
• If you need to change the date or time of an exam, you must talk to your instructor BEFORE you submit your request. This includes situations where students have accommodations such as “no morning exams.” Keep in mind that your instructor is the one who is managing exam times for remote exams, so it is crucial to have this discussion.

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EVENING EXAMS

• We start most in-person evening exams early (usually 5pm) so that all students and staff can leave campus at a reasonable hour.
• We are not involved in setting the times/timers for remote exams. If you have a remote evening exam, it’s crucial to talk to your instructor about your start time.

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SASKATOON-BASED CLASSES ONLY

AES only accommodates or assists with accommodations for classes that are based at the Saskatoon campus.

If the class is not based at the Saskatoon campus, contact the student services staff at the home campus to discuss your accommodation needs.

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ACCOMMODATIONS FOR RELIGIOUS REASONS

If you need to change an exam date or time for religious reasons, visit this link: https://students.usask.ca/academics/exams.php#ReschedulingExams

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CURIOUS ABOUT YOUR EXAM STATUS?

Are you concerned because your exams are sitting there with their status saying they are still in progress? There is really nothing to worry about. But, if you’re curious about how/when we change the status of your requests, check our blog at this URL: https://words.usask.ca/dss/2021/10/28/curious-about-the-status-on-your-exam-request/

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ARE YOU IN VET MED OR DENTISTRY?

The Colleges of Veterinary Medicine and Dentistry arrange accommodations in-house. If you are in one of these colleges, this email does not apply to you.

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DO YOU HAVE QUESTIONS?

Ask us! Since we’re mostly working remotely, it’s easiest to reach us by emailing this address: aesexams@usask.ca

As we work on your accommodations, we assign different statuses to your requests:

• Submitted: Your request has been entered into our system
• In Progress: We are working on getting everything in place for your exam
• Scheduled: All arrangements for your exam are finalized
• Cancelled: You have asked us to cancel your arrangements or the system is showing that you dropped the class

As long as we get your request by our deadlines, your accommodations are guaranteed. Don’t worry if the status sits at “In Progress” for a long time.

We change the status from “In Progress” to “Scheduled” as follows:

• In-person exams: When we have your room and invigilator booked and have time to enter that information into our system.
  • For non-finals, this usually happens each Th/F for next week’s exams.
  • For finals, this normally happens by the last day of classes. However, our workload is very heavy in this hybrid environment. It may take a bit longer than usual this term. All information and updates will be added at least 2-3 days prior to your exam.
• Remote exams: When we get the exam instructions from your instructor. We ask for these 10 days prior to your exam and send reminders as needed, right up to the day before the exam. In some cases, we will not get those instructions until the day before; sometimes we never get them at all. We try our best. In any case, your prof has been made aware of your request and should provide the timing accommodations regardless of whether they send us instructions.

QUESTIONS?

Ask us! Since we’re mostly working remotely, it’s easiest to reach us by emailing this address: aesexams@usask.ca

Our deadlines never change! Please keep them in mind when making your requests for accommodations. Late requests cannot be accepted for any reason.

Fall/Winter

2 weeks before any non-final

March 19 is the last day to request ALL April exams

November 19 is the last day to request ALL December exams

Spring/Summer

1 week before any non-final

2 weeks before any final

• To calculate the 1 or 2 week deadline, locate the date of the exam on a calendar. Look directly up by 1 or 2 weeks to locate the deadline date. If the exam is on a Tuesday, the deadline will also be on a Tuesday.