Test Proctoring Procedures

When a student delivers an accommodation letter to an instructor, it is important that a dialogue takes place to ensure the accommodations listed are implemented in the best manner possible. If an instructor is unable to provide testing accommodations, Student Resources is pleased to proctor the tests.

IF A DISTRACTION-REDUCED ENVIRONMENT IS REQUESTED BY THE STUDENT, THEN THE TEST MUST BE ADMINISTERED IN THE TESTING AREA OF STUDENT RESOURCES.

The university seeks to provide testing services in an efficient manner; as such, certain procedures must be followed. Students are informed of the procedures during the Intake Interview when accommodations are agreed upon.

Requesting Proctoring

At least 2 business days prior to the test, the student must complete the Extended Testing Request Form and include ALL requested information. 

After the Office of Student Resources receives the request, the student will be sent a confirmation email.

The Office of Student Resources will then notify the instructor of the request via email:

John/Jane Doe in your MAT 151 course has made a request that his/her test on DATE at TIME be proctored by the Office of Disability Services. Please reply to this email notification with the following information (designate applicable information with bold or highlighted text):

Time allotted for test (without accommodations)

Materials required or allowed during test:

  • None
  • Diagrams/Formulas/Tables/Notes/Books/Extra Paper
  • Dictionary/Thesaurus
  • Blue Book/Scantron
  • Calculator (Type)
  • Other (please specify)

Instructor contact number (in the event questions occur during test)

Test delivery method to the Office of Student Resources
  • Instructor will email.  Email is the preferred method of delivery.  Test security is a priority and electronic delivery is the most secure option.
Test return method to instructor
  • Scan and email
  • Instructor will Pick Up.
    If any technical or other difficulties arise, please contact our office so alternate arrangements can be made.

*Please note that scan and email will provide the quickest and most secure return.

The instructor must submit test information at least 1 business day prior to the test.

  • Once an exam is received from the instructor, the Office of Student Resources will send a confirmation email confirming delivery of test.
Proctoring
  • Before a student begins, one of the office’s quiet testing areas is made ready by clearing space and ensuring that appropriate resources are available e.g. computer (internet disabled), scribe, or reader.
  • The student is asked to surrender any unnecessary items e.g. cell phone.
  • The student is escorted to the testing area, brings all necessary materials, settles in, and receives the test.
  • When the student finishes the test or time elapses, it is collected.
  • The student claims his/her possessions and leaves the office.
  • Upon hand delivery, a signature will be requested to confirm receipt and documentation of receipt will be maintained by OSR.
Tests Late/Early In the Business Day

Operating hours for Student Resources are 8am-5pm

  • For any test that falls outside of regular business hours, please allow the student to take the test at an alternate time if possible.
  • If it is not possible, the Office of Student Resources will attempt to make alternate arrangements and more than the minimum notification would be appreciated.
Quizzes
  • The Office of Student Resources is happy to proctor quizzes when necessary and the same procedure should be followed.
  • The element of surprise means pop quizzes cannot be proctored, so accommodations must be provided by the instructor.
If the Request Process is Not Followed

If a student fails to notify the Office of Student Resources of the test in the 2 business day time frame, he/she will receive the following email:

Thank you for submitting a test proctoring request. Unfortunately we cannot process your request because all test proctoring requests must be submitted at least 2 business days prior to the test date.
Attend your class as usual. The instructor is not required to provide the accommodations. Please make future requests in the appropriate time frame.

The instructor will then receive the following email:

John/Jane Doe in your MAT 151 course made a request that his/her test on DATE/ TIME be proctored by the Office of Student Resources. Unfortunately he/she did not provide adequate notice, so we are unable to provide the service. If you are unable to provide the accommodation during the test, you are not obligated to do so. Please encourage him/her to make requests in a reasonable time frame in the future. If any technical or other difficulties arise, please contact our office so alternate arrangements can be made.

If the instructor fails to give sufficient notice, he/she will receive the following email:

Thank you for submitting test information. Unfortunately we cannot process your request because all test information forms must be submitted at least 1 business day prior to the test. The student must receive the accommodations stated in the accommodation letter, so you will be responsible for providing them. Please make future submissions in the appropriate timeframe.

The student will then receive the following email:

Unfortunately your instructor did not appropriately submit the information for the test. Please attend your class as usual keeping in mind that you are still eligible for your accommodations, and it is the instructor’s responsibility to provide them for this upcoming test.  For future tests, please follow the same procedure.

If notification of an upcoming test or quiz is not provided to students by the instructor 2 business days or more prior to the test, the instructor is required to provide the accommodations.
A test may be rescheduled with written or verbal verification from the instructor.

The Office of Student Resources appreciates the efforts of everyone in the success of this process. If you have questions or concerns, please contact us @ 918 495-7018 or email disabilityservices@oru.edu.