Deadlines, Processes, and Procedures

Deadlines and Submission Requirements

Students who need to test with AAS shouldmust schedule exams/exams and quizzes at least three business days in advance. If exam/exam and quiz dates are alreadyposted posted,in theyadvance, students are encouraged to schedule all examsassessments at once. EditsScheduling canrequests may be madeedited as needed.

If studentsa missstudent misses the scheduling window,deadline, their request to test in AAS may be denied. IfStudents awhose student'srequests requestare is denied, theydenied will be instructed to gotake tothe classexam andor testquiz in the traditional environment.classroom setting. In thisthese case,cases, testing accommodations cannot be guaranteed.

Faculty shouldmust submit all testing materials to AAS by 88:00 AM on the business day before the scheduled exam or quiz (see the table below for reference). ThisRequired includesmaterials themay include:

• The testing agreement (must beagreement, completed in AIM),AIM
the
• The actualexam exam,or instructions,quiz
and
• Testing passwords.instructions
All
• Any materialsrequired passwords

Materials must be sentsubmitted through one of the following approved methods:

• Email to dstesting@astate.edu,
delivered as
• Deliver a hard copy to the AAS office,office
• Upload through AIM

Please include the class name or uploadedCRN to AIM. If test materials are not received byat the deadline in onetop of the designated submission areas, faculty are responsible for working with the studentexam to proctorhelp theAAS exam/quizfacilitate inexams theand classroom/departmentquizzes setting with approved accommodations.appropriately.

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

TestingLate or Missing Materials

If all required testing materials are not received by the deadline through one of the approved submission methods, the exam or quiz will be canceled. Both the student and faculty member will be notified, and the student will not be permitted to test in the AAS office as originally scheduled.

The following alternatives are available:

1. Classroom or department testing: The faculty member may proctor the exam or quiz in the classroom or department setting with approved accommodations.
2. Rescheduling through AAS: The student may reschedule the exam or quiz for a later date in the AAS office. Standard scheduling requirements apply, including the three-business-day advance scheduling deadline.

If testing materials are submitted after the deadline or sent to an unapproved location (for example, emailed directly to an individual staff member who is out of the office), the cancellation will stand. An alternative testing arrangement that provides the student's approved accommodations must be made.

Other Important Processes and Procedures

• We encourage faculty to administer accommodated exams and quizzes forwhen their classes (if reasonable),possible, as it willallows give the studentstudents 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 weto 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 shouldare expected to take their exams/quizzesexam or quiz on the same date and at the same time as the classclass. whenever possible. In some cases, due toHowever, extended time accommodations or AAS operating hours,hours may make this impossible, and adjustments may be necessary. Any adjustmentsAdjustments 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.