ODS Testing Agreement Form – Faculty

As per JMU policy, instructors are responsible for providing proper testing accommodations for students registered with the Office of Disability Services (ODS) and have testing accommodations. If an instructor is unable to provide accommodations and the student’s exam cannot be taken online due to extenuating circumstances, tests can be administered at ODS as a service to instructors. Instructors and students will have to work with the Exams Team and follow proper protocol in order to reserve a space to test. While reservations can be made, the testing center has 6 private rooms and 12 seats in the main area, a total of 18 seats. These seats will be reserved on a first come, first served basis.

Policy and Procedures: Faculty

Beginning of each semester

• As per JMU policy, instructors are responsible for providing proper testing accommodations for students who are registered with ODS and have testing accommodations.
  • Students are expected to meet with their instructors to discuss testing accommodations. Students and instructors are encouraged to arrange testing accommodations within the academic department to ensure better student access to instructors while taking their exams.
• If an instructor is unable to provide accommodations and the student’s exam cannot be taken online due to extenuating circumstances, tests can be administered at ODS as a service to instructors.
• Prior to the use of ODS facilities, instructors must sign a Testing Agreement Form to indicate that they understand and agree to abide by ODS Exam policies and procedures.

Scheduling exam

• The ODS Testing Facility’s hours are Monday-Friday, 8:30 AM-4:30 PM.
  • If students require the use of the Testing Facility, they must work with their professors to schedule their exams so that they do not start before 8:30am or end after 4:30pm.
• Exam Booking Requests must be made by students in the Accommodate Student Portal at least 3 business days before the day of the exam. 
• Exams will not be administered on a walk-in basis (no “day of” exams) as ODS Exams operates by appointment and requires sufficient time to prepare for administering each exam.

Uploading/sending exams

• Exams can be uploaded to the Accommodate Faculty Portal or delivered to ODS by the professor. We ask that faculty members submit tests to ODS no later than 24 hours prior to the test appointment.
  • While exams can be emailed or delivered physically, exam details must still be entered into the Accommodate Faculty Portal.
• Exam materials that need to be converted (e.g., large print, braille, screen-reader accessible, etc.) must be received by Disability Services with enough time to ensure the Accessible Media team has ample time for conversion. Exam media conversion requests need to be submitted to ODS 5 business days before the scheduled exam date.
• If any changes are made in the date or time of the exam, or in the materials allowed for the exam, ODS must be made aware of these changes in writing (email will be acceptable) prior to the exam administration period.
• If an instructor is unable to abide by these policies, ODS Exams requests that they schedule a testing space in their respective department.

Cancellations and rescheduling

• If an exam needs to be canceled or rescheduled, students must notify the professor and ODS Exam staff at odsexam@jmu.edu.
  • To reschedule an exam, students must make a new booking request on the Accommodate Student Portal and still abide by the 3 business day rule.
• Students that fail to notify staff of changes or fail to show up for their exam three times will need to schedule an appointment with the Exams Accommodation Coordinator before they are allowed to take exams again in the ODS Testing Center. 
• Our office provides accommodations to students with a diverse array of disabilities, including compromised immune systems. We strive to provide a safe environment for all students, faculty, and staff who visit our office. Therefore all exams for students who are visibly ill will be rescheduled. If a student comes in to take an exam and is sick, they will be sent away with instructions to reschedule with the professor.
• ODS is closed when the University is closed. All testing appointments will be rescheduled on days with unexpected closures. The student and instructor can reschedule tests via odsexam@jmu.edu.

Late receipt of exam

• Instructors must provide the exam and all the necessary materials, passcodes, etc. no later than 24 hours prior to the test appointment.
  • If ODS does not have the required exam materials by the starting time of the exam, ODS staff will attempt to contact the instructor to resolve the issue.
  • If after 15 minutes, the necessary materials have not been provided and/or the instructor has not responded, the student will be instructed to work with their instructor to reschedule the exam for another time. 

Late arrival of student

• If a student arrives late, they will forfeit whatever time has already passed and their end time will remain unchanged.
• After a 20 minute delayed arrival, it will be assumed that the tester is a “no show” and rescheduling will be necessary. An email will be sent to both the student and their instructor.

During exam

• If the exam involves a listening section or audio/visual portion to be played/displayed at specific times, faculty members should plan for the student to take these portions of the exam within the academic department.
  • ODS Exam staff are limited, are very often multi-tasking (proctoring, checking students in/out, answering emails/calls, etc.), and therefore will not available to play audio or display visuals at specific times.
• Instructors will be asked to provide an email address and phone number that they can be reached at during the exam.
  • If the instructor cannot be reached, ODS will make a note on the exam of the student’s question/concern.
• Misconduct and disruptive behavior is prohibited in the Testing Center. ODS Exams reserves the right to dismiss a tester for misconduct and/or disruptive behavior and the instructor will be notified.

Online exam accommodations (taken at ODS)

• Instructors must provide all necessary passcodes for the exam.
• Instructors must ensure that that the correct extended time is set before the exam is released to students.Students have the right to refuse to take an exam without their approved accommodations. 
  • Canvas exam times can be adjusted for individual students by following these Canvas instructions. Instructors may also find additional assistance by contacting JMU Libraries Learning Technology Services by calling 540-568-5312 or emailing letsupport@jmu.edu.
• Once notified of missing accommodations, materials, etc. ODS staff will attempt to contact the instructor to resolve the issue. If after 15 minutes, the necessary changes have not been made and/or the instructor has not responded, the student is permitted to reschedule the exam to another date. 

Scribe accommodations

• If a scribe for test and exams has been an approved accommodation for a student, the student and instructor should meet to discuss whether this accommodation will be needed for tests and exams in this course. This accommodation cannot be used if it compromises an essential course objective. 
  • If a scribe is necessary, the instructor should attempt to arrange for the student to test within the department with the appropriate accommodations.
  • If the instructor cannot provide accommodations within the department, the instructor can request assistance from ODS.
•  ODS does not have a specialized scribe on staff; therefore, if specific knowledge is needed, ODS will require assistance from faculty to identify a suitable candidate.
• Guidelines for the scribe:
  • Write or type verbally presented material.
  • Rewrite information in a legible manner.
  • Read aloud the written work to the student.
  • Scribe cannot discuss the course or test content.
  • Scribe cannot provide assistance with ideas, organization or proofread.

Cheating and Exam Security

• ODS Exams expects JMU students to maintain a high standard of personal and scholarly conduct. Any irregularities in the testing center will be reported to the professor and are subject to be reported to OSARP for administrative noncompliance as per the JMU Honor Code.
  • Irregularities include: the possession and use of unapproved material, extended or frequent bathroom breaks, taking testing materials outside the testing center, etc.
• All areas of the testing center are under video surveillance at all times. All testing sessions are recorded. Any exams taken on a computer are also monitored and can be recorded. When under investigation, recorded footage will be shared with investigating officials upon request. 

NOTE: ODS aims to provide approved accommodations in a timely manner. Failure to adhere to the above guidelines may impact our ability to provide testing accommodations.