Faculty

• Deadlines, Processes, and Procedures
• Why the Testing Agreement Matters
• Important Reminders

Deadlines, Processes, and Procedures

Deadlines

Students who need to test with AAS should schedule exams/quizzes at least three business days in advance. If exam/quiz dates are already posted, they are encouraged to schedule all exams at once. Edits can be made as needed. If students miss the scheduling window, their request to test in AAS may be denied. If a student's request is denied, they will be instructed to go to class and test in the traditional environment. In this case, accommodations cannot be guaranteed.

Faculty should submit all testing materials to AAS by 8 AM the business day before (table below for reference). This includes the testing agreement (must be completed in AIM), the actual exam, instructions, and passwords. All materials must be sent to dstesting@astate.edu, delivered as a hard copy to the AAS office, or uploaded to AIM. If test materials are not received by the deadline, faculty are responsible for working with the student to proctor the exam/quiz in the classroom/department setting with approved accommodations.

Exam Date	Faculty Submission Deadline
Monday	Friday, 8 AM
Tuesday	Monday, 8 AM
Wednesday	Tuesday, 8 AM
Thursday	Wednesday, 8 AM
Friday	Thursday, 8 AM

Testing Processes and Procedures

• We encourage faculty to administer accommodated exams and quizzes for their classes (if reasonable), as it will give the student a timely response to questions and presents other substantial benefits for students and faculty. Our staff is happy to provide training or clarifications to assist with this process so that we ensure the environment meets the students’ needs as much as reasonably possible. This is often already necessary for labs, practicals, and other hands-on exams.
• When submitting exam/quiz materials, digitally or as a hard copy, ensure the name of the class, or CRN, is at the top of the exam to help AAS effectively facilitate exams/quizzes that might be from the same instructor teaching multiple courses and other similar situations. 
• Students testing with AAS should take their exams/quizzes on the same date and at the same time as the class whenever possible. In some cases, due to extended time accommodations or AAS operating hours, adjustments may be necessary. Any adjustments must be approved by faculty and communicated to all parties.
  
• If a student is in an online program or takes tests/quizzes online that don’t need to be physically proctored, they do not have to schedule those with AAS. It may be helpful to add their extra time for all tests when their accommodation letter is received, since faculty won’t receive testing reminders from the AAS data management system. CETL can assist faculty with this if needed.
  

Why the Testing Agreement Matters

As part of our commitment to supporting students with testing accommodations, we require faculty to complete a quick Testing Agreement for each course and section. This form gives our staff everything we need to make sure your students get the proper support while following your expectations.

Here’s what we ask you to tell us:

• • • How the exam will be given: Is it online or on paper?

    • What program or software the exam uses: Especially for computerized/online tests - Respondus, Hawkes, etc. - we need to know so we can prepare the correct environment.

    • What materials are allowed: Calculator, notecard, scratch paper, or maybe nothing at all?

    • How you'd like the completed exam returned: Delivered to the department office? Scanned and emailed? Picked up in person? You choose!

    • How you plan to get the exam to us: Dropping it off, uploading it, emailing it - whatever works for you.

    • What to do if the student has questions during the exam: Call you? Email? Let them figure it out? Just let us know your preference.

Thanks for partnering with us to support all students!

Important Reminders

1. If students do not submit their alternative testing request on time, they may not be allowed to take their exam in the AAS office, regardless of whether the exam has been delivered to AAS. Students sent to AAS from the classroom will be advised to speak with their faculty member.
2. Faculty should submit all testing materials to AAS by 8 AM the business day before the exam. This includes the testing agreement (must be completed in AIM), the actual exam, instructions, and passwords.
   • • • Passwords and other testing materials/information should NOT be sent directly to the Testing Coordinator or any other staff member. Please see "Deadlines, Processes, and Procedures" for more information.
3. Students are not required to take their exams in the AAS office if they prefer not to. They may choose to use their testing accommodations only occasionally, or they may request that those accommodations be implemented in the classroom setting. AAS encourages professors to work collaboratively with students to provide accommodations in the classroom or department environment when requested and feasible. 
4. Students are responsible for scheduling their exams within the appropriate timeframe. They are informed of this during their intake session with an access counselor. Also, AAS sends a few reminders to students throughout the semester so they are aware of their responsibility.