Faculty Guidelines for DSPS Test Proctoring
Disability Services & Programs for Students (DSPS) provides proctoring services and support to faculty and students. Our proctoring services, processes, hours and recommended guidelines are detailed below. DSPS provides both remote and in-person proctoring services. Different processes apply to coordinate each service, please read the following guidelines carefully. Ideally students should be accommodated in their respective course learning modalities. Exceptions are anticipated and should they occur DSPS will notify you.
Check the DSPS Faculty Portal for a comprehensive list of student accommodation letters prior to each test date.
- Faculty Steps for Viewing and Confirming Accommodation Letters (to learn more view this handout or this video tutorial)
Faculty should consider providing DSPS students with test details such as:
- What does the test consist of?
- How will it be proctored?
- What are the expected start/end times? Any other applicable deadlines?
- What will be the class test duration?*
*This is important so students can verify whether or not their time has been extended on the day of the test/quiz.
DSPS IN-PERSON PROCTORING (for courses that meet in-person)
This service is available the following days/times only:
Monday: 8:30 a.m. - 4 p.m.
Tuesday: 8:30 a.m. - 4 p.m.
Wednesday: 8:30 a.m. - 5:30 p.m.
Thursday: 8:30 a.m. - 4 p.m.
Students initiate a request for in-person proctoring at the DSPS Test Center using the exam self scheduling tool via their DSPS Student Portal. They are advised to submit their test requests at least 5 days in advance of the class test date.
Faculty receive an automated email notification with a shortcut link to the DSPS Faculty Portal exactly 5 days prior to the requested test date. Review and approve the request, submit proctoring instructions and upload a copy of the test (or - if applicable - instructions for accessing the test online). This should be completed at least 24 hours prior to (and no later than midnight before) the student’s test appointment.
- Faculty Steps for Confirming and Uploading DSPS Tests (to learn more view this handout or this video tutorial)
For students that miss the 5-day self booking deadline, DSPS staff will aim to process a late test request up to 1 business day prior to the requested test date. Faculty will be notified of these requests as they come in via a separate email. Students understand that late test requests may not be processed on time and they may be asked to test in class.
DSPS REMOTE TEST PROCTORING VIA ZOOM
For more information and instructions on how to request or reply to a request for a DSPS Remote Proctor, please review the Faculty Instructions to Arrange DSPS Remote Proctoring via Zoom. For your reference, here are the Student Instructions for DSPS Remote (Zoom) Test Taking.
This service is available the following days/times:
Monday - Thursday 8:30 a.m. - 5:30 p.m.
Friday 8:30 a.m. - 2 p.m.
DSPS Remote Proctor Request Form
*Completed requests must be sent to DSPS by the instructor at least 48 hours in advance
Important: To allow DSPS to proctor (both remotely or in-person) in lieu of third party automated proctoring services, please make the corresponding arrangements:
For Proctorio: make the exam flexible on Canvas and provide DSPS with the bypass code.
For Respondus: create a separate copy of the test in Canvas and assign it to the DSPS student with the appropriate Respondus settings based on the required accommodations.
For assistance with these third-party proctoring services, contact the FRC via email at email@example.com. For questions regarding how specific student accommodations may be impacted or implemented during remote testing, contact DSPS at firstname.lastname@example.org.
THE FOLLOWING ARE BEST PRACTICES THAT SHOULD BE CONSIDERED REGARDLESS OF TEST MODALITIES:
BEFORE THE TEST/QUIZ
- Students are advised to send their instructor additional courtesy reminders about their test accommodations requests. These reminders may be to: extend their time on the online testing platform or to confirm their DSPS in-person or remote test request. Please note that these are courtesy reminders and not required for the accommodation to be provided.
- For online tests, make sure all DSPS students' test time has been adjusted according to the accommodation letter as soon as the test is published. Also, be sure that the ‘Available’ time for the test matches or exceeds each DSPS student’s full extended test time.
- Learn how to set up extra time in Canvas here or in this short video tutorial
- Plan to confirm test proctoring instructions and/or provide a copy of the test via
your DSPS Online Faculty Portal at least 24 hrs prior and no later than midnight before
the test date.
THE DAY OF THE TEST/QUIZ: Be Available!
- DSPS students are advised to contact their instructor and DSPS immediately if there are issues with the test settings BEFORE they attempt the test/quiz. Plan to make yourself readily available in case you need to be contacted to make time setting corrections. Depending on the reply turnaround time, flexibility with test due dates may be required.
- DSPS Proctors may contact instructors with questions on behalf of the student, please reply as soon as possible to ensure students get an equitable testing experience.
- Please have a compensatory plan in place to accommodate students that start their test and discover that their extended time has not been granted.
MEDICAL BREAK ACCOMMODATIONS FOR ONLINE TESTS
In an online testing environment this accommodation can be provided by way of additional extended time. DSPS suggests adding one increment of 15 minutes to a student’s test time. This is in addition to the time extension provided based on their accommodation letter (e.g., 1.5x, 2x). Students are encouraged to touch base with their instructors to determine if more than one 15 minute break will be needed depending on the duration of the test and the nature of their disability. Additional breaks can be considered and added to the total time allotted for the online test.
MEMORY AID ACCOMMODATIONS FOR ONLINE TESTS
Students and faculty may need to coordinate this accommodation remotely. For tests proctored by DSPS via Zoom, students will create a digital copy of the memory aid (word document, or scanned PDF). The final digital copy of the memory aid should be collected by the instructor to send to email@example.com no later than 48 hours prior to the test date. The memory aid will be shared with the student at check-in via pipeline email. The student will be asked to download their memory aid for use during the test. For tests proctored by DSPS in-person, a copy of the final memory aid may be uploaded along with the test via your DSPS Online Faculty Portal.
If you need any additional support, do not hesitate to contact us via email to firstname.lastname@example.org or call us at (805) 730-4164. Provide us with your name, contact information and availability.
We are here to support you in accommodating our DSPS Students.