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Exam accommodations
Exam accommodations are intended to remove the effects of a disability on a student's demonstration of knowledge and skills. Accommodations are based on a student's documented disability. Examples of accommodations include:
- additional exam time
- exam questions provided in audio format
- the use of a computer to write exams
Determining the need for accommodations
Accommodations are determined by the student's Diversity Advisor – Disability, who reviews the student's disability documentation. You are not authorized to adjust these accommodations unless academic standards are compromised.
In such cases, you are advised to consult with the student's Diversity Advisor – Disability.
Students are expected to provide a letter at the outset of the term that identifies their exam accommodations and their Diversity Advisor – Disability.
Arranging exam accommodations
Ideally, departments arrange for students to write accommodated exams within their own facilities. However, students requiring specialized services, equipment, or settings that cannot be reasonably provided by a department may arrange to write exams through Access & Diversity. Access & Diversity provides exam invigilation and implements the University's exam policies.
Exam Accommodation Form
Students writing an exam at Access & Diversity need to request an Exam Accommodation Form which lists the accommodations that they are eligible to receive. The student must take this form to their course instructor to fill in and return it, in person, to Access & Diversity at least 7 days before the exam date and at least 7 days before the final exam period begins.
As an instructor, when completing the form, you should:
- Complete the necessary information about the exam date, time, length, and nature.
- Specify the allowances of the exam – e.g., the use of a calculator (including its type: programmable, non-programmable, or graphing).
- Provide an email address and department information for the return of the exam package.
- Provide telephone numbers of where you can be reached during the exam sitting or the name and telephone number of another contact person in case we have questions or concerns.
- Keep a copy of the form.
- Return the form to the student because they must return it to Access & Diversity in person. You should not return the form on behalf of the student.
- Keep in mind that the student needs to return the form at least 7 days before the scheduled mid-term or 7 days before the start of the formal exam period (December and April).
Delivering the exam to Access & Diversity
Instructors should provide Access & Diversity with a copy of the exam at least 2 days before the exam date. The exam may be emailed, faxed, or dropped off at our office.
If the exam needs to be transformed into Braille or if colour slides need to be printed, the exam must be sent to us 7 days in advance. As a courtesy, Access & Diversity sends an automated reminder 2 days prior to the exam date.
Picking up the completed exam
Exams are delivered back to your department within 2 days of the exam. If you wish to pick up the exam, indicate "do not deliver" on the Exam Accommodation Form.
You may pick up completed exams the day after the exam sitting at 10:30 am. Access & Diversity cannot customize other delivery/pickup options, such as off-campus courier.
Preparing for accommodated exams
Access & Diversity is responsible for facilitating over 4,500 exams each year for approximately 1,200 clients. On a given day during the formal exam period, up to 100 different exams are scheduled.
Administering these exams is a complex and time-consuming process, and we require enough preparation time to secure the exam from instructors, book spaces, hire staff to invigilate, and arrange disability-related exam accommodations. Your support and cooperation is essential and appreciated.
Questions?
For information about exam arrangements, contact:
Exam coordinator
Email: exam.coordinator@ubc.ca
Tel: 604.822.0952
