Below are side-by-side summary instructions for students and instructors about requesting & communicating academic accommodations and how exams that require academic accommodations will be reported and supported.
Step 1: Faculty Notification Letters
To access your academic accommodations, all students registered with the Centre for Accessible Learning (CAL) need to request that their Faculty Notification Letters are released to their course instructors.
- A Faculty Notification is a one-page letter that confirms a student’s registration with CAL and lists their academic accommodations.
Students can request these letters through the Faculty Notification Release Request Form. Simply download the form, fill it in, save (or take a screenshot) and email it to email@example.com. CAL will produce the letter and email it to the course instructors who you request it to be sent to.
- If there is a course where there is no instructor currently identified, leave that section blank. CAL will check when the instructor is populated on CamLink and then send the letter.
- It is the student’s responsibility to ensure that their Faculty Notification letter is provided to each of their course instructors at the start of each term, or the earliest possible date.
- Students will be cc’d on the email to instructors which includes a copy of the letter. Please keep for reference.
You will receive each student’s Faculty Notification Letters via email from CAL. This letter is sent at the request of the student and outlines a student’s academic accommodations.
- If you have any questions regarding the academic accommodations listed, please contact the CAL Faculty Instructor listed on the letter.
- If you require assistance in applying the academic accommodations to your course, please refer to COVID-19 Faculty Supports & Resources – Academic Accommodations Guide
- Please note: CAL does not have access to your course materials or exam settings on D2L.
Step 2: Exams
CAL requests that all registered students book their exams where academic accommodations are needed through the CAL Exams Booking Form.
- Be sure to check off the boxes on the form for your approved accommodations that you require for each exam.
- All exams booked will be reported to the course instructor, outlining the accommodations required.
Exam booking deadlines
- Trades Students (Foundation and Apprentice):
3 business days before the exam
- Semester Students:
2 weeks before the exam
- If students are unable to book within the deadline, please still book the exam. Students will receive an email if it isn’t possible to include the booking on the report to course instructors.
- Students are asked to fill out the online booking form to the best of their ability.
- Students are encouraged to book exams as early as possible.
- Final Exam deadline: April 1 by 4pm
Note: the Final exam schedule is set to be released on Feb 21
Students are responsible for reporting which exams they require their academic accommodations for to CAL (through the online booking form) or to the course instructor directly.
- This initiates the request for exam accommodations to be considered and provided.
- It assists CAL to work with course instructors to identify and support best methods of providing accommodations with respect to measures for safety during this time.
The COVID-19 Faculty Supports & Resources – Academic Accommodations Guide provides more information about roles and responsibilities of Instructors and CAL for accommodated exams, including a decision-making rubric.
Exam reportingAll exams that require academic accommodations will be reported to each instructor via email:
- Trades Exams:
Reported as soon as booked (see student deadlines)
- Semester Exams:
Reported between 5 to 7 days before the exam
If there is any information or additional materials that CAL requires to assist with the exam, a reminder/confirmation email will be sent two (2) days before the exam.
How will accommodated exams be written?
Students who are participating in online classes will write their exams remotely with the addition of their academic accommodations as requested.
- If a student has complex accommodations, the exam might be invigilated remotely with a CAL invigilator through Microsoft Teams (reviewed on a case-by-case basis with CAL exam staff and course instructor).
- Students who require remote invigilation will receive a reminder email with instructions on how to connect with CAL for the duration of the exam (sent 3 days before exam).
- Students writing remotely without invigilation through CAL will not receive a reminder email.
Exams that are normally written face-to-face with the course instructor:
- will be reviewed by CAL exam staff and consult with the course instructor to ensure that requested accommodations can be implemented.
- Students will receive a reminder email with instructions regarding the place and time of the exam (sent 3 days before exam).
Notice for Trades students and instructors
If the final exam is an ITA exam, it needs to be scheduled through the ITA with at least 30 days notice to receive accommodations. Please make sure to email firstname.lastname@example.org for the correct ITA forms within the first week of the program start date.
If students believe their accommodations are not being provided on a specific exam, they should report this to their course instructor and email@example.com BEFORE they begin the exam. CAL exam staff will try to assist wherever possible.
How-to videos for using assistive technology for exams can be found on the CAL YouTube page:
What do students have access to during a face-to-face exam with CAL?
In cases where it is determined that an exam will be completed face-to-face with CAL, students will not only have access to their approved academic accommodations, they will also have access to:
Supplied by CAL:
- ear plugs (individually packaged disposable, new)
- noise reduction ear muffs
- headphones (if accessing audio files, screen readers, dictation software, white noise/music)
- anti-fatigue mats
- scrap paper (marked as from CAL [unless otherwise directed by instructor])
Supplied by student:
- pens, pencils, highlighters (all checked for electronics [unless otherwise supplied by instructor])
- portable magnifier (either electronic or overlay filter)
- colour tinted glasses / colour tinted overlay gel
- heating pad / lumbar support / etc.
- water bottle/tea/coffee and snacks
- blood sugar meter
- calculator ONLY if the instructor has indicated that one is allowed (type/model will be checked if required)