Testing Information for Students

Table of Contents

• Testing Center Overview
• Scheduling Expectations
  • 3 Business Day Scheduling Deadline
• St. Paul Testing Center
• How-To Guides for Accessible Information Management (AIM) Student Portal

Testing Center Overview

DRC Testing prepares and administers exams as specified by a student’s individualized accommodation letter that includes testing accommodations.

Before Scheduling an Exam

• Register with the DRC to establish accommodations.
• Request accommodations for each class in AIM Student Portal (note: you must have Testing accommodations to use the DRC Testing Center).
• Contact your instructor(s) to discuss your accommodations. Ask them if they can host your exams in their department.
  • If an instructor is unable to administer exams in the department, schedule your exams in the DRC (see below).
• Review the DRC Testing Center Scheduling Expectations.

Late Arrival Policy

Students are responsible for scheduling their exams at the correct times and arriving before the exam start time. Students will not be able to take their scheduled exam in the DRC if they are 30 minutes or more late. If a student arrives prior to the 30-minute mark past their scheduled start time, we will permit them to take the exam, but we will not extend their time past their originally scheduled end time. If a student’s exam is less than 30 minutes in length, they will have their exam duration to arrive and begin testing, but they will not receive any time back.

If a student arrives late for an exam due to disability related impacts, they should discuss the situation with their Access Consultant to determine whether or not it is reasonable to reschedule the exam.

Leaving the Testing Center

DRC Testing Center staff care about the well-being of students who test in our space. If a student is gone from the Testing Center for 20 minutes or more, a Testing Center staff will consider their absence to be concerning from a safety perspective. If a student feels like they need to leave our testing space for 20 minutes or more due to a disability flare up or if they are feeling sick, they should alert a Testing Center staff member for further support.

Students may leave the Testing Center to use the restroom down the hall from the main office or the restroom located in Suite 190 if taking an exam in Superior (room 150). Because water is available in the lobby, students should not need to exit the area for water. Students are not permitted to leave McNamara while taking their exam, including to pay their car meter, speak on the phone, etc.

If Testing Center staff are unaware of a reason a student would be gone for 20 minutes or more, they will do a sweep of the restrooms, the hallway, and the basement. Testing Center staff will also notify the instructor and the student’s Access Consultant via email if a student is gone for 20 minutes or more once staff have gathered more information keeping safety concerns in mind and academic integrity. 

If a student returns to the Testing Center after the 20 minute period, a Testing Center staff member will ask the student for more information as to why they were gone for that extended period of time and let them know that we will need to make a report to their instructor and Access Consultant for safety and academic integrity purposes.

If a student does not return to our testing space within 30 mins, Testing Center staff will try to contact them via the phone number we have on file. If the student is unreachable, Testing Center staff may consult with an Access Consultant to determine the next best action to take and Public Safety may be notified.

Final Exams

Please make sure to schedule your final exams before our deadline date. Communications are sent each semester notifying students of this date.

During most business days throughout the semester, exams will take place in the DRC. Due to the increase in exams during finals week, exams take place in both the DRC and Folwell Hall. Our goal is for all students to receive their full accommodations. Therefore, we seek additional testing space to utilize during the University's finals week to ensure all students' accommodations are met. We will continue to communicate changes as we move through the semester. If you have any questions or concerns about the possibility of testing at Folwell Hall during finals week, please contact your Access Consultant for support.

Exams through Online Proctoring

E-proctored applications, such as those proctored through Honorlock, typically do not need to occur in the DRC.  If your exam is administered through Honorlock, and your instructor has approved it to be taken in the DRC on your personal laptop, you will need to create a separate Chrome profile for Honorlock. Further instructions are listed as follows:

• Canvas for Students: Create a Chrome Profile to Use Honorlock

Please note that the Testing Center does not allow the use of video recording through online proctoring systems.

Take Home Exams

The DRC Testing Center does not typically proctor take-home exams. Please work with your instructor to make sure that you have the proper extended time enabled for your remote exam and find a space for you to test.  If you have a disability-related need for completing a take-home exam in the DRC, please contact your Access Consultant.

Preliminary Exams

For preliminary, placement, qualifying, and programmatic exams, students should contact their Access Consultant to get started.  

Language Proficiency Exams (LPE)

For language proficiency exams (LPE), students should review the LPE website and contact their Access Consultant to get started.  

Incomplete Exams

For incomplete course exams, students should contact their Access Consultant to get started.

Memory Aids

If a student has memory aids as an accommodation, a memory aid may be reasonable on an exam depending on the essential requirements and design of the assessments in a course. Students are responsible for working together with the instructor and their Access Consultant on setting clear parameters for length and content of the memory aid. Memory aids need to be approved by the instructor prior to each exam. The process for students using memory aids in the testing center are as follows:

• Students should work with their Access Consultant and instructor to determine the parameters of their memory aid for each course/exam ahead of their exam date.
• The parameters for the memory aid do NOT need to be communicated to the Testing Center ahead of exams.
• The Testing Center will allow the student to bring in the materials the student says is the memory aid.
• When a student finishes testing, Testing Center staff will collect their memory aid and scan it in with the exam and submit it to the instructor.
• Instructors may give permission for students to keep/retrieve their memory aid in their exam administration details. Testing Center staff will return it if the exam was returned online or returned by an instructor during completed exam pickup.

Waived Accommodations

You can waive an accommodation either during the exam scheduling process if you know you won’t need the accommodation for the exam or after you have completed an exam if the accommodation was not needed.

Student-Instructor Communication & DRC Support 

If an instructor denies a student's request to take an exam in the testing center, students can always contact their Access Consultant or a member of the Testing Center Staff to help navigate these situations.

If students have explanations that they are hoping an instructor reviews in order to help get their request approved, students should be reaching out to the instructor directly about a specific exam date and cc’ing their Access Consultant or the Testing Center staff if they are needing additional support.

DRC Computer Policy

The DRC Testing Center has computers available for accommodation purposes. Our utmost priority is to ensure that all students who have accommodations requiring technology receive an equitable testing experience using our computers. The DRC expects all students to arrive for their exam fully prepared, which includes having a laptop with exam-specific software installed if the instructor indicates one as a required material. If technology is available within the DRC, we may be able to lend a laptop to students. Laptops are available on a first come, first served basis and cannot be guaranteed. 

Student Conduct

We serve many students with a variety of needs. Please be respectful while testing in or visiting our facility, including but not limited to being quiet and not wearing perfume/cologne. You are expected to follow the Student Code of Conduct. Misconduct may be reported to the Office for Community Standards.

We will treat you with courtesy and respect. We will make every effort to have your exam and materials ready by your scheduled start time. If you have a question during your exam, we will do our best to contact your instructor.

Academic Integrity

Phones, watches, calculator lids, wearable smart technology and other materials not explicitly allowed during your exam are not permitted in the testing spaces. All items need to be put away before the start of your exam and cannot be accessed during your exam. We have a limited number of lockers in which to lock your valuables.

During exams, phones and other wearable smart technology cannot be on your person. If you have an accommodation that has been discussed with your Access Consultant involving your phone or other smart technology during an exam, the device must be visible to a proctor. If we find that you are utilizing a phone or other device during an exam for any other reason than an accommodation, we will ask you to remove any items from pockets, we will end your exam in the DRC, and we will notify your instructor, your DRC Access Consultant, and the Assistant Director of Testing & Access Assistance.

If the DRC Testing Center Staff find that you have engaged in academic dishonesty during an exam, we will end your exam in the DRC, notify your instructor, your DRC Access Consultant, and the Assistant Director of Testing & Access Assistance, and we will also provide you with a resource document following the incident.

Cameras

The DRC utilizes cameras in many of our testing spaces in the DRC. The cameras allow us to remotely proctor exams to strengthen academic and exam integrity and improve student safety in testing spaces. The cameras are visible and mounted on the wall in the testing spaces. The video streams will be accessible only by DRC and UMN Security staff. The videos will be monitored by proctors, and stored on a secure server for approximately one month. As always, we encourage you to do what you need to do during your exam in the DRC, such as monitoring your health, standing and stretching, or speaking out loud.

If you have any questions or concerns about the cameras, please contact your Access Consultant.

Health & Safety 

The Disability Resource Center values the health and safety of all students and staff.

If you are feeling unwell as your exam approaches, please contact your instructor and let them know that you will need to reschedule your exam. The Policy: Makeup Work for Legitimate Absences: Twin Cities, Crookston, Morris, Rochester applies to all course requirements when a student has a legitimate absence due to, among other things, illness such as COVID-19.

Scheduling Expectations 

Due to limited space and staffing, we recommend scheduling your exams as soon as you receive your course syllabi. Students will not be permitted to schedule exams less than 3 business days before the exam date. Business day end times are at 6 PM.

Schedule exams at the same time as the class, unless:

• You have made arrangements with your instructor.
• You have an accommodation to test at a specific time of day.
• You have a night class, in which case the exam must be scheduled within the Testing Center’s business hours.

If you are in a course that requires partner or group exams and/or quizzes: 

• Address this with your access consultant as soon as you know.
• Talk with your instructor. Partner or group exams can often be accommodated within the department.

3 Business Day Scheduling Deadline

There is a specific finals week deadline for students to schedule in the DRC. However, for an exam that happens at any other point during the semester, we expect that students will schedule their exams at least 3 business days in advance. 

Students will not be permitted to schedule exams less than 3 business days before the exam date. Business day end times are at 6 PM. The table below outlines the 3 business day scheduling deadlines by the exam day of the week. Please note that University closures for breaks impact the 3-business day deadline. If the University is closed on a business day, that is not considered one of the 3 business days in advance. For example, if the University is closed on a Thursday and Friday of a week, but a student has an exam on the Wednesday the following week, their exam would have needed to be scheduled on the Wednesday the week before instead of the Friday the week prior. 

Detailed examples of the 3 business day scheduling deadline are as follows:

• A student attempts to schedule an exam at 5 PM on Tuesday for an exam on Friday during the same week. This will be permitted because our end-of-business-day is at 6 PM, and this would be three business days before Friday.
  • Tuesday = Business Day 1
  • Wednesday = Business Day 2
  • Thursday = Business Day 3
• A student attempts to schedule an exam at 7 PM on Tuesday for an exam on Friday during the same week. This will not be permitted because it will be less than 3 business days' notice.
  • Tuesday = Day 0 because they scheduled after 6 PM
  • Wednesday = Business Day 1
  • Thursday = Business Day 2
  • Friday = Business Day 3 (the third business day cannot be the day of the exam)

Rescheduling/Updating Exam Requests

If you need to make a change to your existing exam request, you will need to update your request in the AIM Student Portal (within the 3 business day deadline) AND forward [email protected] an email approval from your instructor for that time or date for the Testing Coordinators to approve your exam request change.

Please note: 

• AIM will not allow you to reschedule your exam within the 3-business-day deadline. Contact us at [email protected] if you need assistance with rescheduling less than 3 business days for an accommodation-related reason or an excused absence-related reason.
• Any modifications have to be completed by 12 PM one (1) business day before your exam for the DRC to process them. For example, if you have a test on Monday, any changes to your exam must be completed before 12 PM on Friday.
  For any change made to exams in AIM, students must email us at [email protected].

When Instructor Approval Is Needed

Instructor approval is needed for every exam that is outside of the parameters that an instructor has outlined in their Testing Accommodation Form that they complete at the start of the semester. Instructors approve exam requests through our online accommodation management system, AIM. If an instructor does not approve an exam request through AIM within 2 business days of the exam date, the DRC Testing Center staff will automatically approve the request for the student.

Instructors must consider students’ accommodations when approving exam requests. Students may have certain accommodations reasons that require them to schedule outside of the original testing time. If a student experiences any issues with instructors not approving their exam requests that impact them receiving their accommodations, they should contact their Access Consultant and/or [email protected] immediately.

For exam rescheduling, instructor approval needs to be forwarded via email to [email protected]. Exceptions will be made if a student accidentally scheduled on the wrong date initially or if the instructor changed the exam date.

Instructor approval is also required regarding materials allowed on an exam in the case that a student indicates on the day of the exam that there are materials that they are allowed to use, but the Testing Center staff are not privy to. Testing Center staff will contact the instructor immediately if this is the case. The student can opt to begin their exam without the additional materials or they can wait to begin until we receive a response from the instructor. 

Scheduling Exceptions

There may be instances where a student would be granted an exception to our scheduling deadline policies. This could include, but is not limited to: 

• Temporary disabilities (concussion, broken wrist, etc)
• Recently registered with the DRC less than 3 business days prior to the exam date
• Rescheduled for disability flare up or an excused absence

If a student is granted an exception, they would need to contact the Testing Center directly via [email protected] to schedule.

At Capacity Process

Students must request their exams within 3 business days of the exam date. We strive to have space available in our testing center for students who comply with our scheduling policies. However, there are instances in which, due to space and staff limitations, the DRC may not have available exam appointments. If a student encounters a situation where they have attempted to schedule their exam 3 business days or more in advance of the exam date but the Testing Center is at capacity for that time, students will receive an error message in AIM. If a student receives this error message, they should contact [email protected] for further guidance. Once the Testing Center staff receive that email, we will take the following actions: 

• We will try to find additional space within the DRC or with DRC partners to proctor the exam.
• If we cannot find additional space and/or staffing, we let the student know and cc the instructor to inform them that we are at capacity for that specific time and offer a backup time or date when we have space and staffing available, or offer that the student and the instructor can work together to find a way to proctor within their department. We will also cc the Access Consultant on the email chain to provide guidance throughout the process.
• If students receive an objection from their instructor about testing on an alternative date/time based on the DRC Testing Center being at capacity or if they cannot accommodate in their department, students should contact their Access Consultant as soon as possible and cc [email protected]. We can provide further guidance. 

St. Paul Testing Center

If students have a class that is located on the St. Paul campus they can schedule to take exams for that course in the St. Paul Testing Center through the AIM Student Portal during our St. Paul hours of operation. Students are also welcome to take their exams in the DRC in McNamara if that is their preferred testing location.

Location

Coffey Hall 50C

Hours of Operation

• Monday: 9am-3pm
• Tuesday: 9am-3pm
• Thursday: 9am-3pm

If you have an exam in St. Paul that is outside of our hours of operation, you can: 

• Consult with your instructor about the best plan. This could include:
  • Testing at our DRC St. Paul location within our office hours (at a different time than the class time)
  • Working with the instructor to find a space that can be independently proctored on the St. Paul campus (at the same time as the class time)
• Take your exam in the DRC in McNamara at the regularly scheduled class time.
• Email our office at [email protected] or contact your access consultant with any additional questions or concerns. 

How-To Guides for Accessible Information Management (AIM) Student Portal

Testing Agreement Form

Students will be asked to review and sign off on the DRC Testing Agreement form each semester prior to scheduling your exams. This is to ensure that you have received, reviewed, and understood the process and policies. Students will have access to the Testing Agreement Form in their AIM Student Portal.

Submit a New Exam Request

1. Navigate to the AIM Student Portal.

2. Under the tab labeled “Accommodations,” select “Testing Center.” 

   
3. Select your course under “Schedule an Exam.”

4. Select “Schedule an Exam.” 

   
5. This will bring you to the course information page, where you can select from the available exam dates or you can choose an exam date not listed.
6. If you do not choose an available exam date, enter the exam information as directed on the page.
7. Select “Add Exam Request” located at the bottom of the form.
8. You will receive an email notification when your request has been approved by the testing center staff.

Cancelling an Exam

1. Navigate to the AIM Student Portal.
2. Under the tab labeled “Accommodations”, select “Testing Center.”
3. Scroll down to “Upcoming Exams Scheduled.”
4. Select “Cancel Exam Request.”
5. In drop-down menu, select your cancellation reason.

6. Once reason is selected, click “Cancel Exam Request.” 

   

How to Reschedule an Exam

Exams may need to be rescheduled for a variety of reasons, including but not limited to the instructor changing the exam date, accidentally scheduling the wrong date initially, illness, experiencing a disability related flare-up, the weather, etc. All exam reschedules, regardless of the reason, still need to be approved by an instructor in advance and the instructor’s approval needs to be forwarded to [email protected].

If you need assistance navigating the conversation with your instructor, please contact your Access Consultant. The only times you do not need to forward instructor approval is if the instructor changed the date of the exam or if you accidentally scheduled the wrong exam date initially, but you still need to notify [email protected]. Our ability to approve reschedule requests will be contingent on our Testing Center capacity on any given day

If an exam needs to be rescheduled you will need to update your request in AIM and notify [email protected]: 

1. Open the AIM student portal then navigate to the Accommodations tab and select “Testing Center.”
   1. 
2. Navigate to the “All Exam Request” at the top ribbon menu.
   1. 
3. Select “View” for the specific exam request that needs to be rescheduled. This will allow you to make changes to the request for a different date or time.
4. Notify the Testing Center Staff via email that you need to make a change at [email protected]. 

How to Review Exam Requests

1. Navigate to the AIM Student Portal.
2. Under the tab labeled “Accommodations” select “Testing Center.”
   1. 

3. Scroll down to “Upcoming Exams Scheduled.”