Scheduling Exams - Student and Instructor Responsibilities

Student Responsibilities

ONCE YOUR INSTRUCTOR RECEIVES YOUR LETTER OF ACCOMMODATION, you must meet with your instructor to discuss your accommodations, especially test accommodations. You and your instructor will determine whether the instructor or ODA will administer your exams.

If student is taking accommodated exams with instructor, student is responsible for the following:

  • Request Letters of Accommodation as early as possible in the semester.
  • Meet with your instructors to discuss the process for how testing accommodations will be provided by instructor.
  •  Remind faculty of your exam accommodations at least one week in advance of EACH exam. Be sure to get the following exam information: date, time, location, special instructions.

If student is taking exam in the ODA Test Center, students are responsible for the following:

  •  Request Letters of Accommodation as early as possible in the semester.
  • Meet with your instructors to discuss the process for how testing accommodations will be provided by instructor.
  • Remind faculty of your exam accommodations at least one week in advance of EACH exam.
  • Schedule exams and quizzes through ODA’s AIM Student Services at least one week advance of each test, and at a date and time that is approved by your instructor.
  • Schedule FINAL EXAMS through ODA’s AIM Student Services at least 3 weeks before the start of final exams.

Remember when Scheduling Exams:

  • Exam requests submitted less than one week in advance may be denied
  • Requests to reschedule an existing exam appointment must be submitted at least 3 days in advance. Reschedule requests submitted less than 3 days in advance may be denied. Requests to reschedule exams will be approved dependent on the availability of seats in ODA Test Center.

Step-By-Step Instructions on Scheduling a Test within AIM:

Faculty Responsibilities

If student is taking exam in the ODA Test Center, faculty are responsible for the following:

Faculty have three responsibilities surrounding the test administration in the Test Center: (a) Complete the Alternative Testing Agreement, (b) Review Student’s Appointment Details, and (c) Upload the Test.

LOGIN AND COMPLETE ALTERNATIVE TESTING AGREEMENT (ATA) IN AIM 

Faculty can complete the testing agreement in 1 of the 3 ways:

  1. Using the link provided in the Letter of Accommodation email;
  2. Using your UNT credentials to access the AIM Instructor Login & selecting “Alternative Testing/Quizzes” section on the left-side; or
  3. Using the link provided in the "Student Exam Appointment Pending email notification" email instructors receive from the ODA Test Center when the student's testing appointment is approved. 

REVIEW STUDENT’S APPOINTMENT DETAILS

If a student submits a request for his/her test to be administered in the ODA Test Center, faculty will receive a confirmation e-mail from the ODA with a subject line “[ODA] Please Review Student’s Test Appointment”. The reminder serves two purposes:

  1. To make instructors aware that the student has scheduled his/her test and to give instructors an opportunity to review the request to ensure the day/time is agreeable. If the instructor disagrees with the student’s appointment time, he/she must immediately notify the Test Center.
  2. To request that a copy of the exam be sent to the Test Center. Tests can be submitted by clicking on the link within the reminder email to UPLOAD your exam.

UPLOAD THE TEST

  1. Instructors are responsible for sending a copy/copies of their exam to the Test Center preferably at least two days prior to the test administration. This is necessary to give the Test Center time to assign an appropriate number of staff such as proctors, readers, or scribes; prepare exam materials’ envelope; and convert the exam to an alternative accessible format, if necessary. This can be done by clicking on the link within the confirmation email to UPLOAD your exam.
  2. Send test instructions via the “Notes” section when UPLOADING the test. (**ONLY NEEDED IF UNIQUE FROM TESTING AGREEMENT INSTRUCTIONS**)
  3. ​Updating your Alternative Testing Agreement.  There are times that instructors must make updates to the information included in their Testing Agreements.  Please follow the instructions found at this link: Updating your Alternative Testing Agreement.