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Policies & Procedures for ESS Alternate Testing Services

IMPORTANT: ESS proctoring will be closed Jan. 20-21, Feb. 21 & 24, March 23-30 and April 10-20.

Implementing approved accommodations is an individualized, interactive and ongoing process between student, faculty and Whitworth Educational Support Services (ESS) staff. Each individual involved in providing and receiving services needs to be communicative, meet one's responsibilities and demonstrate poise and respect in the process. ESS provides alternative testing services primarily to ESS registered students, and at times, ESS is able to offer courtesy service to non-ESS registered students. The following defined policies, procedures and responsibilities will contribute to a successful exchange of service.

Exams contact information: ess@whitworth.edu, 509.777.3806, Hixon Union Building Room 241

Scheduling an exam: Student Request to Schedule an Exam

Submitting exam instructions & materials: Faculty Test/Proctor Submission Form

How It Works

  1. Students authorized for testing accommodations have three options for any given quiz/exam:
    1. Take the exam with the class and choose not to use their testing accommodations
    2. Take the exam with appropriate testing accommodations arranged by the professor
    3. Take the exam with appropriate testing accommodations at an ESS alternative testing location. ESS regular proctoring hours: Exams start at 8:30 a.m. and every 30 minutes thereafter on Monday, Wednesday and Friday (e.g. 8:30 a.m., 9 a.m., 9:30 a.m.). On Tuesday and Thursday, exams start at 8:30 a.m. ONLY and then continue at noon and every 30 minutes thereafter to allow staff attendance at Chapel (e.g. 8:30 a.m., noon, 12:30 p.m., 1 p.m.). Last exam starts at 3 p.m. daily. Final exams proctoring hours: Exams start at 8:30 a.m. and 12:30 p.m. ONLY. All proctoring closes at 4:45 p.m. daily.
  2. ESS alternative test proctoring is available to students that are unable to complete testing during regularly scheduled times whether due to extenuating circumstances or because of disability accommodations.
  3. The role of ESS is to assist, not to replace, faculty in providing students with testing accommodations. Faculty and students should discuss available opportunities within the classroom, faculty office hours and/or other appropriate testing areas that meet the accommodation need.
  4. While ESS will make every attempt to accommodate specific testing dates and times, ESS alternative test proctoring is subject to limited staff, space, time and closures that may result in unavailable services. When a request cannot be accommodated, the faculty member will be asked to provide testing accommodations.
  5. All printed testing materials received by ESS from the professor will go into a secure ESS marked Whitworth envelope with a label listing exam details (e.g. student, course, date/time, professor, etc.). These envelopes are reused, and please return them to ESS via intercampus mail, hand deliver to ESS or exchange with a proctor when he/she returns a recently completed exam to your office.
  6. ESS will not put exams or testing materials into intercampus mail as a return method due to the risk of delay, out of office staff and/or misplacement of delivery. If intercampus mail is requested by the faculty, ESS will hand deliver the exam to their respective mailroom inbox. Additionally, if faculty office doors are locked, exams will be slipped under the door if indicated as the return method.
  7. Students' right to education supersedes concerns about test integrity. Students with extended testing time accommodations cannot be forced to take a test at a specific time if that time overlaps with another class. In such cases, the test time will have to be adjusted, which may require faculty to provide an alternative version of the exam to maintain test integrity. Additionally, while ESS strives to conduct the best practices when handling test materials, any examinations taken out of faculty possession could jeopardize test integrity.
  8. In the event of cheating, the exam will be stopped, and all materials will be returned to the faculty member along with a written incident report. If rescheduling is permitted, the faculty member should call to verify the change with ESS.

Student Responsibilities

  1. The student must arrange for alternate testing accommodations with ESS in advance. It is not the faculty member's responsibility to notify ESS.
    Important: Submit your request to schedule an exam in ESS minimum of 3-business days, or with as much advance notice as the professor gives.
  2. Student must submit the online Student Request to Schedule an Exam in ESS and enter the following information:
    1. Course number (e.g. MA-330, CH-161, do not enter e.g. "Linear Algebra")
    2. Professor's first and last name
    3. Time and date of the examination
      IMPORTANT: Students should schedule their test time in ESS as close to the class period as possible without skipping another class. Otherwise, choose a time to start your exam that is the first available opening in the day. This may be before or after the class period. Earlier or later start times are not permitted to sleep in or study longer.
    4. Requirements for exam (e.g. test is online/computer needed)
    5. Approved accommodations to be used for the exam (e.g. 1.5x extended time, audio)
  3. A separate request form is required for each exam (i.e. multiple test dates cannot be submitted on one form)
    NOTE: You may submit separate requests to schedule ALL semester exams in advance if the test dates are provided in your syllabus and are unchangeable. If an exam date does change, do not submit a new form, instead, contact the ESS office via email or phone to make these changes on your existing form.
  4. Students must arrive at the testing location at the agreed upon time. Students should arrive 5-10 minutes (15-30 minutes for final exams) prior to the scheduled start time to receive their testing instructions. Students who come in late will either have the remainder of the scheduled time to complete the test and/or ESS reserves the right to return the exam to the professor. If the exam is returned, the student will be required to meet with their professor to discuss the situation and determine if a make-up exam will be administered. If rescheduling is permitted, the faculty member should call to verify the change with ESS.
  5. Students must show picture ID before taking the exam. Students will leave all personal items outside the testing area. Only items authorized by the professor will be allowed in the proctor site. If scratch paper is used, it is to be turned in with the completed exam.

Educational Support Services Responsibilities

  1. The ESS coordinator will send a letter to each of the professors involved describing the accommodations warranted based on the documentation process (i.e. eligibility, Memorandum of Accommodation). The professor will have the option of providing the testing accommodations or requesting the ESS office to administer the quiz or exam.
  2. If the professor or student elect for ESS to provide the accommodations for the exam (and the student submits the online request to schedule an exam form), then the ESS coordinator will request the exam materials from the professor. Faculty will receive email notification from ess@whitworth.edu with instructions every time a student has scheduled a test in ESS.
  3. ESS has a responsibility for protecting the integrity of the examination process. Therefore, the professor of the course must approve any requested adjustments to the testing arrangements (e.g. make-up exams, student states more items can be used for testing other than what is listed on the faculty submitted test/proctor form).

Faculty Responsibilities

  1. Faculty will receive an email from ess@whitworth.edu notifying them of the student's scheduled testing appointment. Instructions and the link to submit testing materials are provided in the email.
    IMPORTANT: Exams that need to be prepared for reader/audio format require additional efforts by ESS staff. Please strive to submit exam materials to ESS as quickly as possible. Thank you!
  2. Submit the online Faculty Test/Proctor Submission Form to provide secure and complete instructions and materials prior to the scheduled appointment time. This form is hosted on the main ESS website and is accessible by any internet-connected device (e.g. home computer); you do not have to use a network-connected computer to use this link.
    IMPORTANT: Multiple student names can be listed on one form if taking the same course exam.
    IMPORTANT: Faculty are strongly urged to not send exams or testing materials to the ESS office via intercampus mail due to the risk of delay, out of office staff and/or misplacement of delivery.
  3. Attaching multiple files/documents to the proctor form: To attach more than one file, you MUST click "ADD DOCUMENT" before uploading the first file. For example, if you need to attach four documents (e.g. exam, periodic table, formulas, and take-home homework), click "ADD DOCUMENT" four times before uploading any files. Then browse > open > upload your files.
  4. For students that schedule after you have already submitted your proctor form/exam, you will still receive an "ESS faculty test request" email from ess@whitworth.edu. This email serves as a notification of the appointment date and time. ESS is not requesting you resubmit all your materials again.