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
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 his or her accommodation needs change or if he or she withdraws from a course.
DRC Coordinators will prepare faculty letters that outline the students’ accommodation needs which students will pick up from the DRC and provide to faculty. Students enrolled in distance education courses will have this letter sent to their faculty by email.
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 office hours; 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?
Students are responsible for obtaining the completed Exam Accommodation form (the “purple form”) from the professor and returning it to the DRC.
Scheduling an Exam at the DRC
Students must schedule exams at least one school week in advance (or three weeks 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 are encouraged to schedule in person in 119 Stevenson Hall, but may schedule 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 name of the class, the class number, and the section number
- The days and times that the class meets
- The day and time the student will be taking the exam (Prior approval from the instructor is needed if taking the exam at a time other than 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 should keep their own records of all of their scheduled exams and the time for which they are scheduled. This is particularly important when exams are scheduled for a time other than class time. Students are responsible for notifying the DRC if an instructor moves or cancels an exam after it has been scheduled with the DRC.
Students should arrive on time for their scheduled exams to 119 Stevenson Hall. 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, he or she 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 sealed in an envelope for faculty to pick up or for DRC to return.
Procedure for Accommodating Exams
- 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.
- The faculty must complete the Exam Accommodation Form (the “purple form”) and give it to the student. This form lets the DRC know whether assistance from the DRC is requested by the faculty for providing the accommodation, how to contact the faculty, and important information about the course’s exams. The student is responsible for bringing this form back to the DRC.
- If the DRC is needed to administer the exam:
- The student must schedule the exam with our office with at least one week’s notice. If an exam is postponed or cancelled or if the student withdraws from the course, the student is responsible for notifying the DRC.
- DRC will send the faculty a reminder email about getting the exam to our office.
- Electronic copies of exams should be sent to firstname.lastname@example.org. Please include any special instructions about the exam in the email, such as whether books, notes, or calculators are allowed.
Paper copies of exams can be delivered by the instructor to 119 Stevenson Hall. Please include:
- Student's Name
- Professor's Name
- Any special instructions (open book, use of notes, calculators, etc.)
- DRC will make one attempt to deliver the completed exam to the academic department for signed receipt or hold the exam for you to pick up.
- 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, he or she 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.
- 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 8:00AM – 5:00PM during the week. Administration of exams during other times may be available with sufficient notice, and is dependent on staff availability. 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.
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 119 Stevenson Hall.
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.