The accommodations a student is entitled to are listed on the Letter to Professor that the student gave to you. If you are unsure of what an accommodation entails, please browse through the definitions below.

Answer by short written reply rather than choosing from multiple choice selections

There is no need to make a separate exam for students who have this accommodation. They can work from the same exam presented to all students. However, instead of choosing one multiple choice selection from the list of possible answers provided, students write the answer to each question in their own words.

Whenever a student wishes to use this accommodation, it is imperative that the student discuss it with the instructor. The instructor needs to know ahead of time that the student will be answering the exam in this manner, in order to prepare for appropriate marking.

Background music on original store bought CD played on Discman

Although it may seem counterintuitive, music may help to minimize distraction. Students who are entitled to this accommodation must bring in store-bought CDs, with artwork on the CD indicating its authenticity. If the student does not have a portable CD player, AES will provide one. Rewritable CDs, iPods/MP3 players, smartphones, and other recordable devices are not allowed for this purpose.

Computer

A computer can provide assistance for various disabilities such as limited dexterity, chronic pain, learning disabilities, and visual disabilities.

The computers AES provides to students are not networked, and do not have the necessary hardware to connect to the internet (e.g., cable, modem, or card).  Computers are to be used for word processing purposes only.  If a student requires adaptive technology to do word processing, those programs will be listed as separate accommodations. Common adaptive technology for this purpose includes text-to-voice, voice-to-text, and screen magnification software.  Unless an instructor gives written permission directly to AES, the student is not allowed to use any other programs (e.g., Excel) or use their own personal computing devices.

Couch

A soft surface to rest on may be needed by students who have disabilities such as chronic pain, chronic illness, or sleep disorders; or who are ill or tired due to the side effects of prescribed medication. A sofa, futon, or cot will be provided.

Drafting table

A drafting table allows students to adjust the table top for both height and degree of slant.

Electric wheelchair accessible

The exam space and building, including washroom facilities, need to be accessible to someone using an electric wheelchair.

Ergonomic Chair

An ergonomic chair is highly adjustable chair, and allows for adjusting the seat height, back tilt, and arm rests.  It should have a sturdy frame and a great deal of support, especially in the lumbar region.

Exam Printed

This accommodation is always accompanied by a note to explain how the exam needs to be printed – for example, in large font or on coloured paper.  If the instructor is not able to provide a hard copy of the exam printed as specified, an electronic copy should be provided so that AES can print as required.

Exam provided in electronic format

An electronic version of the exam, either as a word processing document or as a PDF, will allow the student to use a text-to-voice computer program to work on the exam.

Formula sheets from instructor (or approved by instructor) for all math and statistics exams

This accommodation supports students with math learning disabilities, or with disabilities that impact memory. Students entitled to this accommodation must discuss it with their instructors. Instructional staff involved in this accommodation should feel comfortable stipulating guidelines and deadlines in regards to creating the sheet. Either the instructional staff or the student may create the sheet. If created by the student, instructional staff must approve it before the exam. If the student creates the sheet, it is our suggestion that the student give it to the instructional staff about one week in advance of the exam date. Once any necessary changes are made, and the sheet is approved, it should be sent to AES Exams, along with the exam questions, by the instructional staff.

Lighting (non-fluorescent or natural)

This accommodation is provided by using incandescent bulbs, windows, or a combination of the two.

Limited Mobility

Students with limited mobility often – but not always - use mobility aids such as sticks, crutches, walkers, or scooters, and will need to write their exams in accessible buildings.

Memory/mnemonic sheet approved by signature by instructor

A memory/mnemonic sheet is a tool that assists students who have memory and recall issues; these issues may exist on their own or be the result of prescribed medication or a related disability.  This accommodation is not meant to provide answers to the exam; it is meant to help jog the student's memory.

Many of us use mnemonic devices in our daily lives.  For example, two common ones are counting off on your knuckles (and dips between them) to remember which months have 28/30/31 days; and using the acronym "HOMES" to remember the names of the Great Lakes.   The difference is that we can remember a mnemonic device, which then triggers information recall, but students with memory and recall issues may have difficulty recalling the mnemonic device itself, and need to bring it to the exam.

Mnemonic devices may be in the form of acronyms, key words, sentences, poems, images, or memory maps (similar in design to flowcharts).

Students who are entitled to this accommodation must discuss it with their instructors.  Instructors should feel comfortable implementing guidelines and deadlines in regards the memory/mnemonic sheet.  A suggestion is that the student present the mnemonic/memory sheet one week in advance of the exam; which will give the instructor time to look it over and give notice of any required changes.  Once the sheet meets the instructor's approval, it should be signed by the instructor, and then attached to the exam (or otherwise sent to AES by the instructor).

While an instructor cannot deny this accommodation, any information on the sheet that directly answers an exam question should be removed before the exam.

Near a Washroom

A washroom should be within reasonable distance of the exam location.

Not to be graded for spelling and grammar where the course content is not language based

Unless the course content is language-based (e.g., English, French, Spanish), marks should not be docked for incorrect spelling or grammar.

Not to be graded for spelling where the course content is not language based

Unless the course content is language-based (e.g., English, French, Spanish), or unless correct spelling is a bona fide requirement of the course, marks should not be docked for incorrect spelling.

Optical Enlarger (CCTV)

This stand-alone adaptive technology device enlarges printed exam material, to assist those with visual impairments.

Reader

A reader works one-on-one with the student, to read exam material aloud.  The reader works completely verbatim, reading the exam question sheet and/or the student's answers.  No other assistance is permitted.

Room Alone

A room alone is a private exam space with minimal distractions. No other students should be present in the room. The student is required to leave any non-essential items with the invigilator before beginning the exam (e.g., outerwear, hats, all bags, all electronic items, wallet, etc.) and will be checked on periodically. A private room is an exceptional accommodation. Unless it’s an extraordinary circumstance, AES is unable to provide a private room. Some examples of exceptional circumstance would be if a student requires attendant care during an exam, use of a reader/scribe (someone who stays with you for the duration of the exam to read and/or write exam material verbatim), or specialized equipment that is only available in certain rooms like screen reading software for the visually impaired.

Screen Magnification Software

This software enlarges text and images on a computer screen for students with visual impairments.

Scribe

A scribe works one-on-one with the student, to write down the student's answers completely verbatim. No other assistance is permitted.  Students must indicate appropriate punctuation, new paragraphs, and general organizational directions; and be prepared to spell words that are unfamiliar to the scribe.

Semi-private Room

Students writing in semi-private rooms at AES are provided with a shared quiet space to minimize distraction.

Simple five function calculator

A simple five function calculator allows students to perform basic math tasks only – addition, subtraction, multiplication, division, and power.  AES is able to loan these calculators when needed.  The Department of Mathematics and Statistics has agreed that a simple five function calculator may be used by any student who has documentation supporting this accommodation, regardless of whether other students in the class are allowed a calculator for the exam.

Spell-only Dictionary

AES provides the Oxford Canadian Spelling Dictionary for students who have this accommodation.  It provides a list of words without definitions, so that students can check their spelling.

Text to Voice Software

This software reads text on a computer screen aloud. Commonly used text-to-voice computer programs are, Kurzweil and Read&Write.

Time and a Half

The time the class has to complete the exam x 1.5.  For example, if the class has 80 minutes, a student using time and a half will have up to 120 minutes (2 hours).

Voice to Text Software

This software "translates" a student's spoken words into written text.

Wheelchair Accessible

The exam space and building, including washroom facilities, need to be accessible to someone using a wheelchair.

Extensions for Assignments

Students who have chronic conditions, or disabilities that may occasionally interfere with meeting deadlines, may be entitled to this accommodation.

The student should contact the instructor at least 24 hours in advance of the assigned deadline to request an extension (exceptions should be made if the student is hospitalized or too ill to use a phone or email).

When requesting an extension, students are encouraged to propose a new reasonable deadline to the instructor. It is understood that course requirements vary so the proposed deadline may not be possible. In those cases, instructors should provide a reasonable alternative due date.

The student and instructor should agree on a reasonable and firm deadline. AES does not recommend open-ended extensions.

If a new deadline would interfere with the course timeline, an alternative may be to move the weight of the grade to another assignment or exam.

The instructor is under no obligation to provide an extension if the student is requesting after the deadline or if the student has already been granted an extension for the assignment. If the instructor feels that providing this accommodation interferes with the essential requirements of the course or program, they should contact AES before refusing the accommodation.


May need to postpone non-final exams

The student’s accommodation may necessitate the need to reschedule exams.

If the exam is unable to be rescheduled, alternatives to a rescheduled exam include moving the weight of the grade to another exam or assignment, or arranging a take-home exam.

If the instructor feels that providing this accommodation interferes with the essential requirements of the course or program, they should contact AES before refusing the accommodation.

Final exams

Students must follow procedures stipulated by the college they are enrolled in if they need to defer final exams.


May be absent occasionally

This accommodation is provided to students with chronic or intermittent conditions. Students with this accommodation should not be graded on attendance unless it is an essential requirement of your course or program. Before refusing this accommodation, contact AES to discuss the situation.

Required to record lectures

As cited in the Academic courses policy on class delivery, examinations, and assessment of student learning (2017)–5.3, when an accommodation for recording lectures or classroom activities is authorized by Access & Equity Services (AES), an instructor must permit an authorized student to record classroom activity; only the student with the accommodation would have access to this recording. Students with this accommodation will make the instructor aware that they will be recording lectures by presenting the instructor with a signed copy of the audio-record lecture agreement from AES.

Formula sheets from instructor (or approved by instructor) for all math and statistics exams

This accommodation supports students with math learning disabilities, or with disabilities that impact memory. Students entitled to this accommodation must discuss it with their instructors.

Instructional staff involved in this accommodation should feel comfortable stipulating guidelines and deadlines in regards to creating the sheet. Either the instructional staff or the student may create the sheet. If created by the student, instructional staff must approve it before the exam. If the student creates the sheet, it is our suggestion that the student give it to the instructional staff about one week in advance of the exam date. Once any necessary changes are made, and the sheet is approved, it should be sent to AES Exams, along with the exam questions, by the instructional staff.

Getting Help

Access and Equity Services is here to assist individuals requiring accommodations based on disability, religion, family status and gender identity.

The following services are available to students registered with Access and Equity Services: