Assessment services for instructors

The Centre for Accessible Learning (CAL) Assessment Program supports instructors by scheduling and invigilating assessments with specialized academic accommodation requirements. Instructors request support by submitting information about their quizzes, tests, and exams in a loading sheet or through CAL Online Instructor Services.

Note: The CAL Assessment Program refers to all quizzes, tests, exams, and other timed assessments as exams.

Summer 2024 deadlines

• Invigilation requests:
  
  • All courses: at least one week before exam, regardless of deadline
  • Term 1 in-term (May 8 to August 2): May 17
  • Term 1 final exam period: will be announced after schedule is published
  • Term 2 (May 13 to June 28): May 21
  • Term 3 (July 3 to August 18): July 10
  • Term 4 (May 13 to June 5): May 16
  • Term 5 (June 6 to June 28): June 10
  • Term 6 (July 3 to July 25): July 8
  • Term 7 (July 26 to August 18): July 31
  • Other: at early as possible
• Printing and preparation by CAL: 12:00 p.m. (noon) two business days before exam
• Deliver paper copies to OREM: 12:00 p.m. (noon) two business days before exam

The deadlines listed above are for the date, time, duration, and modality of exams. You can submit further details like delivery method, allowed items, and printing requirements at the same time, but they are not due until two business days before the exam.

Available services

Exam accommodations

Exams with at least one specialized accommodation requirement can be written with the CAL Assessment Program. This includes, but is not limited to:

• Extra time greater than 50% extra (1.5x)
• Specialized space like a private room or height-adjustable desk
• Adaptive software like text-to-speech or speech-to-text
• Human support like a reader or scribe
• Possible health emergencies

Starting in September 2023, the Office of the Registrar and Enrolment Management (OREM) supports accommodated exams with no specialized accommodation requirements. This includes exams with:

• Extra time, up to and including 50% extra (1.5x)
• Distraction-reduced environment
• Computer with word processor and spell-check
• Supervised breaks
• Simple allowed item accommodations like extra paper

Operating Hours

The CAL Assessment Program operates Monday through Friday, 8:00 a.m. to 6:00 p.m. Operating hours expand as necessary during final exam periods. CAL will schedule weekday evenings exams to end by 6:00 p.m. Instructors can reschedule weekend exams through the usual rescheduling process.

Scheduling and invigilation

CAL will automatically schedule an exam with specialized accommodation requirements once your invigilation request is approved and the student has released their accommodation letter. CAL will send you a final student list 6 days before the exam.

Staff will invigilate your exam while your students write with the CAL Assessment Program. Staff are trained to maintain exam integrity and support students' accommodation-related needs.

Email OREM with any questions about their scheduling and invigilation procedures.

Printing and digital conversion

CAL will print and convert all paper and digital exam copies required for students writing with the CAL Assessment Program. You can specify your printing requirements on your invigilation request, up to the printing deadline listed at the top of this page. CAL will send reminder emails close to the deadline.

OREM does not print for accommodated exams. You must provide all necessary paper copies by their deadline listed at the top of this page. You will receive instructions and reminders close to the deadline. Contact OREM with any questions about their exam delivery and return procedures. We will include their contact information when it is available.

Computers and specialized software

CAL provides a UVic-managed computer for students with an accommodation that requires one, such as use of a word processor or text-to-speech software. Students cannot access their personal files, and cannot access the internet unless it is required for the exam.

Supported exam formats

the CAL Assessment Program can invigilate and apply accommodations for face-to-face, timed, supervised exams.

• We can only invigilate face-to-face exams, like in-lecture mid-term exams. We cannot invigilate remote exams.
• We can only invigilate timed exams, like 15 minute quizzes or 3 hour final exams. We cannot invigilate multi-day exams.
• We can only invigilate supervised exams, like in-tutorial quizzes. We cannot invigilate take-home exams.

Paper-based

Submit a copy of your exam by the printing deadline and CAL will print all copies necessary for students writing with the CAL Assessment Program. If you prefer, you can instead deliver paper copies to the CAL main office yourself.

Online

Students can use a CAL-managed computer or their own computer with the CAL Assessment Program.

If your online exam has a password, submit it by the printing and preparation deadline listed at the top of this page.

You are responsible for:

• applying extra time accommodations
• adjusting exam access for students with alternate start times

Learning and Teaching Support and Innovation (LTSI) can help you apply accommodations to Brightspace quizzes.

Final exams

CAL accepts final exam period invigilation requests after the final exam schedule is published.

Other formats

The CAL Assessment Program cannot invigilate all exam formats, such as lab exams that require dangerous substances like solvents or animal specimens. Please contact us with more information about your exam to find out if we can support you.

LTSI provides the Online Assessment Room for Zoom invigilation of rescheduled or extended online exams.

How to request invigilation

The CAL Assessment Program requires the following exam information before we can accept an invigilation request:

• class exam date, start time, and duration
• modality: paper, computer, online
• special scheduling requirements
• required software
• special considerations: audio or video components, equipment

You must eventually provide further details like:

• exam delivery and return methods
• printing requirements
• exam materials: answer booklet, bubble sheet
• allowed items: formula sheet, dictionary, extra paper, calculator

You may provide those details in your initial request, but CAL will remind you before any deadlines.

CAL Online Instructor Services

If you are an assigned instructor for a course, you can submit a request through CAL Online Instructor Services. You must submit each exam for each course section separately.

Invigilation request loading sheet

If you are an assigned instructor or coordinator for a course, or administrative staff, you can submit an invigilation request loading sheet (linked at the top of this page). You can submit requests for multiple sections or courses in the same sheet.

Please read the instructions and example on the first two tabs of the loading sheet. Email the CAL Assessment Program if you have any questions.

Missed deadlines

The CAL Assessment Program advertises accommodated exam service deadlines each term on this page and by email to all instructors assigned to a course.

Invigilation requests

CAL will not approve any invigilation request submitted after the relevant deadline listed at the top of this page.

Date/time changes

Email the CAL Assessment Program if you need to change the date, time, or duration of your exam after the deadline. We cannot guarantee availability.

File submission

The CAL Assessment Program will cancel invigilation services for your exam if we do not receive all necessary physical and electronic copies by 12:00 p.m. (noon) the business day before the exam.

Need help?

Email the CAL Assessment Program if you need help, including with rescheduling accommodated exams.

Email OREM Accommodated Assessments if you have questions about their services.

Email Learning and Teaching Support and Innovation (LTSI) for online exam information, including exam supervision and format options.