Alternate Test/Exam Scheduling

Alternate Test/Exam Scheduling is open to accommodate students to write tests and exams for classes that are being held fully in-person.

Courses that are delivered remotely or a blend of in-person and remote with testing being delivered through an online format will be accommodated by your course instructors. Please request your Letter of Accommodations as soon as possible to ensure your instructor has the necessary information to make all adjustments in the online format.

Deadlines for submissions of requests for the Fall 2021 Term

There is a 3-week deadline for submitting requests to write in-person tests and exams with Alternate Test/Exam Scheduling.

For example:

TERM DATE OF TEST LAST DAY TO SUBMIT REQUEST
F or Y Wednesday, December 1 Wednesday, November 10
F or Y Thursday, December 2 Thursday, November 11
F or Y Friday, December 3 Friday, November 12
F or Y Monday, December 6 Monday, November 15
F or Y Tuesday, December 7 Tuesday, November 16

You can submit all of your requests at the beginning of the term when you receive the syllabus for your course(s).

The final exam period begins on December 9, 2021. All requests for final exams need to be submitted 3-weeks in advance of the exam period, by November 16, 2021.

 

REQUEST AN ALTERNATE EXAM

If you need an exam or test accommodation, you will need to follow these steps to request an alternate exam:

  1. Register with Counselling & Disability Services.
  2. Check your course outlines for exam and test dates.
  3. Discuss your academic accommodation needs with your course instructors.
  4. Submit all requests for accommodations at least three (3) weeks in advance of the scheduled dates using the online request form.
  5. Review your request history before logging off to ensure accuracy of all test details.
  6. Check your alternate exam or test booking information online one (1) week prior to the scheduled date. Report any discrepancies to the Alternate Exams Coordinator immediately using the Ask a Question form or emailing alternateexams@glendon.yorku.ca
  7. Changes might occur after a booking has been posted online. Please ensure you check online regularly for updates.
  8. Review the Policies and Procedures for writing your alternate exam/test.

RESCHEDULE YOUR EXAM

To reschedule an exam or test for students currently registered with Counselling & Disability Services, follow these steps.

  1. Contactyour course instructor for permission to reschedule the exam or test. Please note that permission to reschedule is at the discretion of the course instructor and is not guaranteed. Scheduling is dependent on space availability. If you have been corresponding with your course instructor by e-mail and have confirmation of their approval to reschedule, you may upload, attach or send a copy of the e-mail as an electronic signature from the course instructor.
  2. If permission is granted by your instructor, complete and submit a signed Alternate Exam/Test Rescheduling Request Form at least five (5) business days in advance of the rescheduled exam/test date.
  3. Review the Policies and Procedures for writing your rescheduled exam/test.

* Please use Microsoft Internet Explorer, Google Chrome, Apple Safari or Adobe Acrobat to fill out the online form in your browser or save it and open with Adobe Acrobat.

Note: If you are requesting to reschedule an exam/test as a religious accommodation, ensure that you check the box located on the top of the form. Information regarding religious observance policy and accommodation can be found in the York Courses Website.

If you are submitting a request to write an exam or test on a date that falls after the Faculty deadlines for submission of deferred final grades, you mustpetition for deferred standingthrough your home Faculty. In this circumstance,submit an Alternate Exam/Test Rescheduling Request Form only if your petition is granted.

Have a Question? 

HOW MANY DAYS IN ADVANCE DO I NEED TO RESCHEDULE MY EXAM OR TEST?

Rescheduling requests must be received by the Registrar’s Office a minimum of five business days in advance of the rescheduled exam/test date. Scheduling is dependent on space availability. We cannot guarantee a rescheduled exam or test for a specific date and time.

WHAT HAPPENS IF I ARRIVE LATE TO MY EXAM OR TEST?

It is important to arrive on time for your exam/test and bring your YU-card for identification.  If you arrive late for an exam/test, you will not be given extra time to complete it. If you arrive more than 30 minutes late, you may not be allowed to take the exam/test at the scheduled time and you  must request permission from your course instructor to reschedule. Unavoidable delays are to be discussed with an invigilator.

WHAT HAPPENS IF I MISS THE DEADLINE TO REQUEST AN ALTERNATE EXAM?

If you miss the request deadline the Registrar’s Office may not be able to schedule your alternate exams and tests. Under these circumstances, your options are:

  1. to write with the class
  2. to ask your course instructor for permission to reschedule the exam or test. (Please note that permission to reschedule is at the discretion of the course instructor and is not guaranteed.)
  3. Submit the completed and approved rescheduling form using the Rescheduling Request Form.

If the reason for you late request is due to exceptional circumstances, you should contact your  counsellor (Counselling and Disability Services).

WHAT IS THE CANCELLATION OR NO-SHOW POLICY?

Students are expected to cancel requests or booking for exams or tests online as soon as they are aware that they will not write as requested or scheduled. It is the student’s responsibility to notify the course instructor of a missed exam/test and request permission to reschedule the missed exam/test. If your request to reschedule an exam/test is granted, you must submit a signed Alternate Exam and Test Rescheduling Request Form a minimum of five (5) business days in advance of the rescheduled exam/test date.  The form should be submitted to Student Client Services or submitted electronically through the upload tool on the Ask a Question page. Please note that permission to reschedule is at the discretion of the course instructor and is not guaranteed. The Registrar’s Office will only accept one rescheduling request for any missed exam/test.  If you cancel or “do not show” to write the same exam/test for the same course twice, the Registrar’s Office will not accept additional rescheduling requests for this exam/test.  In this situation, please consult with your counsellor.

WHAT SHOULD I DO IF I AM UNABLE TO ATTEND MY ALTERNATE EXAM FOR MEDICAL OR DISABILITY-RELATED REASONS?

Please review the cancellation information page. In all cases of missed exams/tests, it is your responsibility to notify your course instructor and submit a completed Alternate Exam and Test Rescheduling Request Form with required signatures. Permission to reschedule an exam/test is at the discretion of the course instructor and is not guaranteed.

CANCEL MY REQUEST

Instructions for Cancelling a Request or Booking

Cancelling your scheduled test or exams ensures that we continue to provide services to other students who may require accommodations. Students are expected to cancel exams or tests no later than 24 hours before the start time.

Requests or bookings are cancelled online.  To cancel a request or booking you will be required to:

  1. Choose the link “View the history of requests” for the appropriate course.
  2. Click on the “Cancel Request” button for the appropriate request date.
  3. A “Confirmation Required” box will appear with the question “Cancel request are you sure?” Click “Yes” or “No” as appropriate.

You have now correctly cancelled a request, or if there has been a room scheduled at the Alternate Exam Centre for this request, your booking has now been cancelled. Cancelling directly on our website allows 24/7 access with the exact date and time of the cancellation.

Proceed to cancelling your request

Alternative Exams and eClass

The Alternate Exams & Test Centre team will be providing support on eClass to make the time adjustments for students who require academic accommodations.

To request an alternative exam you will need to do the following:

1. Add the administrative team to your eClass

The administrative team in the Alternate Exam & Test Centre office need to be added to your course and provided with the role of “Altexams” which simply allows them to change quiz times and not access other areas of your course.

To access this support, in eClass you need to:

  1. Go to your Participants List
  2. Enrol Users
  3. Select User to add the staff member using their email address (patriciacassan@glendon.yorku.ca)
  4. Select the role to be “Altexams” for your eClass site(s)
  5. Create the test shell
  6. Add a quiz where you want it to appear on your eClass site. You do not need have populated the quiz with questions, it can be empty.
  7. Go the empty quiz, so the URL address appears in your browser and copy the link.

You will need the URL so that the Alternate Exam & Test team has direct access to that quiz. The steps above must be completed before you can submit an online request and it must be done a minimum of seven days before any test date (you are always welcome to submit request earlier).

2. Complete the Course Intructor eClass Support Form

To complete the Course Instructor eClass support Form (below), you will need to have the following information ready:

  1. Your email address and cell phone number where you can be reached for question or clarification
  2. Subject, course code and section(s) – (multiple sections may be submitted in one request for common exams held at the same time)
  3. Test date and start time – (a request must be submitted for each individual test date)
  4. Test duration (in minutes)
  5. URL link to test shell

Once our office receives your request for support, we will process requests base on test/exam date.

Once the time adjustments have been made in eClass, you will receive an email confirmation. This process will be completed no later than 2 business days before your test date.

If you change the duration of your test less than 7 days before the test date, we will not be able to process the change.

Questions about the process can be sent directly to: alternateexams@glendon.yorku.ca

FREQUENTLY ASKED QUESTIONS

WHAT DO I DO IF ONE OF MY ACCOMMODATIONS INCLUDES USE OF A MEMORY AID? DOES THE COURSE INSTRUCTOR NEED TO GIVE PERMISSION TO THE ALTERNATE EXAM CENTRE?

It is your responsibility to get the course instructor’s approval to use any aids during an exam/test.

To avoid any issues when it comes time to write your exam/test, request that the course instructor sign the document or, if you have been corresponding through e-mail, attach a copy of the approval e-mail to the document as confirmation of approval for the Alternate Exam Invigilator.

Note: A copy of all documents used by a student during an exam/test is sent to the course instructor along with the completed exam materials.

WHAT HAPPENS AFTER I SUBMIT MY REQUEST?

Once your request is received, the Alternative Exam Coordinator will:

  • Confirm your test details with the course instructor
  • Schedule the appropriate space and adaptive technology

WHAT HAPPENS IF I ARRIVE LATE TO MY EXAM OR TEST?

It is important to arrive on time for your exam/test and bring your YU-card for identification.  If you arrive late for an exam/test, you will not be given extra time to complete it. If you arrive more than 30 minutes late, you may not be allowed to take the exam/test at the scheduled time and you  must request permission from your course instructor to reschedule. Unavoidable delays are to be discussed with an invigilator.

WHAT HAPPENS IF I MISS THE DEADLINE TO REQUEST AN ALTERNATE EXAM?

If you miss the request deadline the Alternate Exam Coordinator may not be able to schedule your alternate exams and tests. Under these circumstances, your options are:

  1. To write with the class
  2. To ask your course instructor for permission to reschedule the exam or test. (Please note that permission to reschedule is at the discretion of the course instructor and is not guaranteed.)
  3. Submit the completed and approved rescheduling form using the Rescheduling Request Form.

If the reason for you late request is due to exceptional circumstances, you should contact a counsellor at The Accessibility, Well-Being and Counselling (AWC) Centre).

WHAT IS THE CANCELLATION OR NO-SHOW POLICY?

Students are expected to cancel requests or booking for exams or tests online as soon as they are aware that they will not write as requested or scheduled. It is the student’s responsibility to notify the course instructor of a missed exam/test and request permission to reschedule the missed exam/test. If your request to reschedule an exam/test is granted, you must submit a signed Alternate Exam and Test Rescheduling Request Form a minimum of five (5) business days in advance of the rescheduled exam/test date.  The form should be submitted to Student Client Services or submitted electronically through the upload tool on the Ask a Question page. Please note that permission to reschedule is at the discretion of the course instructor and is not guaranteed.

The Alternate Exam Coordinator will only accept one rescheduling request for any missed exam/test.  If you cancel or “do not show” to write the same exam/test for the same course twice, the Alternate Exam Coordinator will not accept additional rescheduling requests for this exam/test.  In this situation, please consult with your counsellor.

WHAT SHOULD I DO IF I AM UNABLE TO ATTEND MY ALTERNATE EXAM FOR MEDICAL OR DISABILITY-RELATED REASONS?

Please review the cancellation information page. In all cases of missed exams/tests, it is your responsibility to notify your course instructor and submit a completed Alternate Exam and Test Rescheduling Request Form with required signatures. Permission to reschedule an exam/test is at the discretion of the course instructor and is not guaranteed.

WHAT SHOULD I DO IF I DROP A COURSE FOR WHICH I'VE REQUESTED AN ALTERNATE EXAM?

If you drop a course, any request(s) you have made for alternate exams or tests for that course will automatically be cancelled. You do not need to take any action.

WHAT SHOULD I DO IF I SEE A DISCREPANCY IN MY BOOKING INFORMATION ONLINE?

If you discover a discrepancy in your alternate exam/test booking, please notify the Alternative Exams Coordinator immediately using the online question form.

WHAT SHOULD I DO IF THE REGULAR DATE OR TIME OF MY TEST OR EXAM HAS BEEN CHANGED?

Notify the Alternate Exam Coordinator if you decide to take your test with your class or if the date / time of your test is changed, by completing the rescheduling form and emailing it to alternateexams@glendon.yorku.ca.

WHEN AND HOW OFTEN SHOULD I CHECK MY BOOKING INFORMATION ONLINE?

Check your alternate exam or test booking information online one (1) week prior to the scheduled date. Report any discrepancies to the Alternate Exam Coordinator immediately using the Ask a Question form or by emailing alternateexams@glendon.yorku.ca. Changes may occur after a booking has been posted online. Please ensure you check online regularly for updates.

WHEN CAN I EXPECT TO GET CONFIRMATION OF WHEN AND WHERE I AM WRITING MY ALTERNATE TEST OR EXAM?

Based on the Alternate Exam/Test requests you submit, booking information will appear online one (1) week prior to the date of the exam/test.  If your booking does not appear, please contact the Alternate Exam Coordinator immediately using the online questions form or by emailing alternateexams@glendon.yorku.ca.

Changes might occur after a booking has been posted online. Please ensure you check online regularly for updates.