Exam Accommodations

How can I use my accommodations for exams?

When a student first provides their professor with their accommodation letter, the student should begin discussing the best methods for how their exam accommodations will be implemented throughout the semester in that course with their professor.  For example, students should discuss whether their professors can proctor the exams during office hours, or before/after class. 

At least one week prior to each exam, the student should follow up with his or her professor to ensure their previously agreed upon arrangement is all set for the upcoming exam.

Students are reminded that it is their responsibility to make exam arrangements in advance of any exams to ensure that their accommodation can be provided.  Failure to properly communicate and coordinate accommodations with their professors ahead of time may result in the student’s inability to use their accommodations for their exam.

 

What if my professor is not able to provide my exam accommodation?

Academic departments and faculty members are primarily responsible for providing testing accommodations to students with disabilities.  As such, professors should make every effort possible to proctor exams for their Accessibility students and/or utilize other faculty within their department as alternate resources for proctoring exams with accommodations.

If a professor and their academic department are unable to provide an exam accommodation for a student (ex. student requires the use of assistive technology due to their disability or temporary impairment), the student may request to schedule an exam at Accessibility (ACDC) in the Kelley Center by following all of the ACDC Exam Room Procedures and Policies outlined below.

 

ACDC Exam Room Policies

 

Exam Scheduling:

Once a student has discussed the exam details with their professor, and it has been agreed upon by both the professor and the student for the student to take their exam in the Academic & Career Development Center (ACDC) exam room, the student must complete the following online exam scheduling request form.  No student should complete the exam request form without receiving permission from their professor to take the exam in the Kelley Center.

Exams to be taken during the semester: This form should be submitted by the student at least 1 week before their exam to ensure that there is a seat available for the student in ACDC’s exam room and to allow their professor time to send the exam to our office.   Failure to submit the form one week prior to the exam may result in Accessibility’s inability to proctor the exam due to the limited testing space and resources.  Our test proctoring hours are Monday through Friday 9:00 a.m. - 4:00 p.m. during the semester.

Exams to be taken during finals week: This form should be submitted by the student at least 2 weeks before their exam to ensure that there is a seat available for the student in ACDC’s exam room and to allow their professor time to send the exam to our office. Failure to submit the form two weeks prior to the exam may result in Accessibility’s inability to proctor the exam due to the limited testing space and resources.  Our test proctoring hours are 8:00 a.m. - 8:00 p.m. each day of final exams week (including Saturday).

If a student is unable to make their scheduled exam due to an illness, an emergency, or if taking the exam in class, the student should e-mail their professor and ‘CC’/copy acdcexams@fairfield.edu on the e-mail. There is no guarantee that the instructor will permit a make-up exam. This policy also applies to lateness due to illness - students unable to take an exam due to illness or emergency should contact their instructor immediately. Students are responsible for coordinating the makeup of any missed exam or quiz directly with their instructor.

 

Day of Exam:

The test begins at the time originally requested, regardless of the time a student actually arrives, similar to what would be expected in the classroom.  It is recommended for students to arrive prepared and at least 10 minutes before the scheduled start time of an exam.  If a student forgets personal exam materials (i.e. calculator) and they leave before the exam starts to retrieve them, when they return they will only be given the remainder of their allotted time. The student is responsible for bringing their own professor approved exam materials (ex. calculator).  ACDC and the offices located nearby are not responsible for providing students with these personal exam materials

When the student arrives to Accessibility (ACDC) in the Kelley Center, the student will check in with an ACDC proctor. The ACDC proctor will show the student where to drop off their personal belongings and will escort the student to the exam room where their exam will be monitored.

The ONLY items the student is allowed to bring into the exam room are items that have been explicitly approved by their professor and/or are a part of the student’s accommodation. Students are encouraged to leave these items at their residence or will be required to leave these items outside of the exam room. Any unauthorized items brought into the exam room will be considered a violation of exam room policies.  If a student has an extenuating circumstance, the student should discuss this with an Accessibility (ACDC) staff member prior to entering the exam room.

To maintain academic integrity and due to the variety of students with disabilities and temporary impairments we serve, it is imperative for these items to not enter ACDC exam rooms as they could trigger allergic reactions and/or contribute to a distracting test environment.

 

The following items are not allowed into the exam room:

  • Cell Phones
  • Apple Watches and Smart Watches
  • Unauthorized notes, books, calculators, etc.
  • Any device that can be used for internet access/communication
  • Portable music devices
  • Coats/Jackets
  • Backpacks
  • Purses
  • Pencil cases/pouches
  • Hats
  • Food or Beverages

After a student has entered the exam room, the student is expected to remain in the exam room until they have completed the exam. If a student has any questions or accessibility needs which require them to leave the exam room at any point while taking an exam, the student is required to immediately check in with an ACDC staff member. At the conclusion of the student’s exam, the student is expected to turn in all of the exam materials used for the exam (ex. including exam questions, scantrons/bubble sheets, etc.).

 

Academic Integrity:

Any student observed utilizing any unauthorized resources during an exam will be reported to their instructor. Any unauthorized notes or paper used during the exam will be copied and returned with the exam to the instructor. The student is not permitted to touch/move the camera that is located in the exam room. If the student is caught moving the camera, the student will be reported to the instructor and may be charged with academic misconduct. A staff member may come into the exam room at any time to perform a random integrity check. Any suspected evidence of cheating will be documented by the ACDC proctor and Accessibility (ACDC) staff will report the observed behavior to the appropriate faculty member(s). Students must also uphold all exam room policies, professor exam policies, and all codes of academic honesty stated in the Fairfield University Student Handbook.

 

If a student is found in violation of any ACDC exam room policies:

The student’s exam will be stopped, their professor will be informed of the policy violation and an appropriate course of action will be determined by the student’s professor. If a student is found to violate ACDC exam room policies multiple times, it is at the discretion of the Director of Accessibility to determine any additional course of action.

 

Exam Accommodation Questions:

If a student has any questions regarding their exam accommodations or exam room policies, the student is expected to reach out as soon as possible to ACDC via e-mail at acdcexams@fairfield.edu and ‘CC’/copy their professor on the e-mail.

 

Online Exam Request Form:

To reserve a seat in our exam room, students are encouraged to submit an online exam request form a week before the day of their exam by clicking below.

Barrier Reporting

For reporting any physical barriers or accessibility issues that you notice on campus:

Fairfield University is committed to equal access and the civil rights of people with disabilities. We strive to remove barriers to our programs wherever they exist through systematic barrier removal and proper and timely maintenance.

In the event you encounter a physical barrier on the Fairfield University campus, such as an inoperative elevator or wheelchair lift, objects blocking an access ramp or path, drifting snow or overhanging tree branches, we ask you to help us identify them so the University can maintain access by removing barriers as quickly as possible.

All reports regarding physical barriers should be reported to the Department of Public Safety at (203) 254-4090. Please report any barriers which pose an immediate threat to safety.

Inquiries regarding non-physical barriers should be made to Accessibility in the Academic and Career Development Center at 203-254-4081

Reporting a barrier does not constitute a formal complaint or grievance.

To make a formal complaint or grievance, or simply to learn about the procedures available at Fairfield University, view the Student Handbook.

 

Important Phone Numbers:

The Department of Public Safety (203-254-4090):
A dispatch officer can be reached via phone 24/7. 

Accessibility in the Academic and Career Development Center (203-254-4081): Hours during the semester are 8:30am-4:30pm Monday-Friday. Summer hours are Monday-Thursday 8:00am-4:30pm and Friday 8:00am-12:00pm.

Academic and Student Resources

  • Academic and Career Development Center - Offers Academic Skills Development trainings and a Group Peer Tutorial Program. Visit the Academic and Career Development Center office in the Kelley Center, e-mail acdc@fairfield.edu or call (203) 254-4000 ext. 2222 for a meeting.
  • Writing Center- Peer tutors are available to help students work on any type of writing - from essays to lab reports. To make an appointment at the Writing Center, please call (203) 254-4000 ext. 2214, or go to the lower level of the library, near the Center for Academic Excellence.
  • Math Center- Peer tutoring is available for statistics and first year calculus courses. Make an appointment online at https://www2.fairfield.edu/mathcenter/login.lasso 
  • Library-brainstorming, researching, and citation assistance. Schedule an individual research appointment with a member of the library staff at http://www.fairfield.edu/library/help/onlineforms/lib_refappointment.html

Additional Campus Resources

  • Academic Advising- Faculty Advisor/Academic Staff (ACDC)
  • Counseling & Psychological Services (203) 254-4000 ext. 2146
  • Campus Ministry (203) 254-4000 ext. 3045
  • Public Safety (203) 254-4000 ext. 4090
  • Health Center (203) 254-4000 ext. 2241

504/ADA Student Grievance Procedure

I. Policy Statement:

Fairfield University is committed to ensuring that no otherwise qualified individual with a disability is excluded from participation in, denied the benefits of, or subjected to discrimination in University programs or activities due to his or her disability. The University is fully committed to complying with all requirements of the Americans with Disabilities Act of 1990 (ADA) and the Rehabilitation Act of 1973 (Section 504) and to providing equal educational opportunities to otherwise qualified students with disabilities.

 

II. Scope and Application of Grievance Procedure:

Any University student who believes that he or she has been subjected to discrimination on the basis of disability or has been denied access or accommodations required by law shall have the right to invoke this Grievance Procedure. This Grievance Procedure is designed to address the following types of concerns: (1) Disagreements or denials regarding requested services, accommodations or modifications to University practices or requirements; (2) Alleged inaccessibility of a University program or activity; (3) Alleged harassment or discrimination on the basis of a disability; and (4) Any other alleged violations of the ADA and/or Section 504.

 

III. Procedures

Grievances must be filed within 30 days of the event or action giving rise to the student’s complaint(s).

  1. Informal Grievance Procedure:

    A University student shall first attempt to resolve his or her complaint informally by meeting with the Director of Disability Support Services. If the grievance is not resolved informally, then the student shall have the right to invoke the appropriate formal grievance procedure, which is detailed as follows.

  2. Formal Grievance Procedure:
    1. An otherwise qualified student with a disability, as defined by the ADA and the Rehabilitation Act, shall have the right to request that the ADA Coordinator of Equal Opportunity and Compliance review the denial of any requested accommodation or service by fully complying with the procedures detailed below. This provision shall also apply to a student requesting an accommodation who believes he or she has been wrongly denied certification of a disability by the University.
    2. The Student shall fully complete an Accommodation/Service Review Request Form (“Review Request”) and submit it to the ADA Coordinator of Equal Opportunity and Compliance within 30 days following the date of the denial of the requested accommodation or service. A student may obtain a copy of the Review Request form online or from Disability Support Services in the Kelley Center. The student’s completed Review Request must clearly state:  (a) The basis and rationale for the review;  (b) The specific facts and/or policies supporting the students position;  (c) The remedy and resolution desired by the student; and  (d) All other information required on the form.
    3. The ADA Coordinator of Equal Opportunity and Compliance shall assess the Review Request and review all information necessary to render a written determination. If requested, the student shall supply any additional information and/or documents as requested by the ADA Coordinator of Equal Opportunity and Compliance. After a thorough investigation, the ADA Coordinator of Equal Opportunity and Compliance will issue a written Letter of Determination on the student’s Review Request within 30 days after receiving the student’s completed Review Request or will provide the student with notice as to any need for additional time to complete the Letter, which shall not be unduly delayed. Further, the ADA Coordinator of Equal Opportunity and Compliance shall provide the student with a copy of the Letter of Determination and take any steps necessary to implement his or her decision, including, but not limited to, providing a copy of the Letter of Determination to appropriate University officials. The ADA Coordinator of Equal Opportunity and Compliance’s Letter of Determination shall constitute the final decision in response to the student’s grievance.

 

IV. Time Periods

For purposes of calculating all time periods set forth in this Grievance Procedure, official University holidays and breaks set forth in the University’s academic calendar (such as Thanksgiving break, Christmas break, and spring break) or dates the University officially closes (such as for inclement weather) shall be excluded in determining the time period for taking any required action. Moreover, the day of the act or event from which the designated period of time begins to run shall not be included. The last day of any time period provided in the Grievance Procedure shall be included, unless it is a Saturday or Sunday, and in such an event, the next business day shall be counted in the time period.

 

V. Right to Review Records

A student filing a grievance shall have the right to review all records maintained in the grievance file, or relied upon by any decision-maker, unless any such review is prohibited by federal or state law. Upon a student’s request, the University shall establish a mutually acceptable time and location for the student to review the requested records.

 

VI. No Retaliation

Retaliation against any person who files a bona fide complaint of discrimination, participates in an investigation, or opposes a discriminatory employment or education practice or policy is prohibited by University policy and federal and state law.

 

VII. Self-Representation

A student exercising his or her right to invoke this Grievance Procedure is free to consult with others but is expected to represent himself or herself directly in the grievance process.

 

VIII. OCR Complaint

Although students are encouraged to attempt to resolve complaints pertaining to disabilities by utilizing this Grievance Procedure, they have the right to file a complaint directly with the U.S. Department of Education, Office for Civil Rights (OCR) Information regarding applicable timelines and procedures is available from OCR.

University Designee

Fairfield University has designated Susan Birge as ADA Coordinator of Equal Opportunity and Compliance.

Contact Information:

Susan N. Birge, EdD, MS
Assistant Vice President/Director of Counseling & Psychological Services
(203) 254-4000, ext. 2146

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