Disability Accommodations Defined
Notes services and extended-time testing in a reduced-distraction location separate from the classroom are the most frequently used accommodations afforded to qualified undergraduates in the College.
Accommodating Extended-Time Exams
Instructors are encouraged to administer their students' extended-time exams within their department when space and staff are available. Focusing proctoring arrangements initially at the departmental level allows you to have greater control over the test-taking process.
The suggestions below are intended to help you with the practical aspects of proctoring arrangements:
- When communicating with your students about their accommodations, please contact students individually or blind copy (bcc) the group email in order to protect their confidentiality.
- If you will be hosting accommodated exams in a separate room, please ask students to meet there rather than have the students leave as a group at the start of the exam so that privacy is maintained.
- Keep environmental distractions in mind when choosing a room for your students to take their exams.
- Provide supervision by those who will be able to contact you or a TA during the exam if questions come up.
- Although we remind students to request that letters be sent to their faculty at the start of every semester, sometimes students haven't done so. If students contact you and request extended time or other exam modifications, and you have not received a letter from our office, we would be happy to confirm whether or not they have been approved to receive accommodations.
Alternative Testing at Disability Resources
When instructors are unable to host accommodated exams and would like Disability Resources to proctor students' exams on their behalf, an Exam Agreement must first be on record in our student management system. Instructors can log in to the DR Faculty Portal to complete a Testing Agreement and provide directions and conditions for the entire semester. Students are then directed to log in to their DR Student Portal to reserve their time and space under our proctors' supervision.
- Students’ requests must be made at least seven days prior to the exam date.
- Exams can be securely uploaded using the DR Faculty Portal.
- Students take their exam under the supervision of proctors in 27 Taylor Hall or another classroom.
- Exams will be produced on 8.5 X 11 paper as black/white 2-sided copies, unless directed otherwise.
Note: Disability Resources testing rooms are reserved for students eligible for disability accommodations ONLY. Due to confidentiality and privacy considerations, we cannot host additional examinees.
IMPORTANT: If you make corrections or clarifying statements to your class while accommodated students are taking your exam under Disability Resources supervision, you must ensure that this information is communicated in a timely fashion to our proctoring staff. Call (585) 276-5075 or email firstname.lastname@example.org between 8 a.m. and 5 p.m. If your exam takes place outside of business hours, go to the Disability Resources exam location to share this information, and/or email our proctors at DisabilityProctor@rochester.edu.
Students with note taking services are held to the same attendance expectations as any other student. However, the provision of notes may be an approved accommodation based on the specific nature of the disability.
Disability Resources hires peer note takers that are registered in the same class as the student with a disability. They are trained in best practices, procedures, and confidentiality, and are required to deliver class notes within 24 hours of the class having taken place.
Occasionally, Disability Resources may contact an instructor asking for assistance identifying a student note taker. Typically instructors post the job opportunity on their blackboard or make a class announcement to apply at our jobs page.
Audio Recording for Notes
Students may be permitted to capture lectures and classroom discussions for notetaking purposes. In some cases, students will use specialized software to record lectures using their personal laptop computer. Students registered with Disability Resources are required to complete an agreement to acknowledge that recordings are for their individual academic use only.
Students may have approved accommodations for word processing during exams with essay components. Disability Resources takes steps to maintain academic honesty, and prohibits access to the Internet.
Our testing room is equipped with computers without Internet access, and proctors print your student's work at the conclusion of the exam period. Graders should take care to review all hand-written and printed exam materials turned in by students using computer-use accommodations to ensure proper credit.
Absence Leniency & Assignment Extensions
When supported by the student’s disability documentation, absence leniency and assignment extensions may be necessary when disability-related issues of a chronic/episodic nature are beyond the student’s control.
Instructors are encouraged to consult with their student's assigned access coordinator if they require assistance proctoring make-up exams or discerning appropriate extension times.
Selecting textbooks, readings, and preparing classroom materials well in advance of the semester’s start helps Disability Resources ensure that these items are available in accessible formats, such as PDF or word documents that can be used with screen reading software.
Selecting textbooks available in a wide range of formats and videos with captioning benefits all students, not just students with a disability. You may be contacted by an access coordinator if a student requiring this accommodation is enrolled in your class. See the creating accessible course materials page for more information.