Faculty Procedures Regarding DRC Exam Room

The Aylward-Dunn Learning Center provides an exam room for those students who qualify for testing accommodations through the Disability Resource Center (DRC). Services are available Monday through Friday from 8 a.m. to 4:30 p.m.

The Learning Center will only provide the accommodations granted by the Disability Resource Center. If a student would like to request different or additional accommodations, they must meet with a DRC Coordinator prior to arranging their exams.

Being granted accommodations does not guarantee or require a student to take all exams or quizzes in the Learning Center. Students may always choose to take exams with the class or make alternate arrangements with the instructor.

In order to provide a reduced- distraction environment and a smooth process for all students who take exams in the Learning Center, the following policies have been put in place. These policies ensure that adequate staff is in place for scheduled exams and ensure the integrity of the exams for both the instructor’s assurance and the student’s protection. All students will be held to the same standards, so exceptions to these policies will not be made other than in the case of extreme emergency as determined by the professional staff.

Setting Up Exams

• Students are responsible for setting up each individual exam.
• Students must schedule exams at least 48 business hours (two business days) in advance of the scheduled exam date.
• For extenuating circumstances, staff will maintain reasonable flexibility with the 48-hour policy at the discretion of the Learning Center Staff, DRC Staff, and the course instructor.
• All exams are scheduled on a first-come, first-served basis. Once the exam stations are reserved for any given date/time, there will be no further exam appointments made. If the exam room is full, students should contact their instructor to make alternate arrangements.
• Once the student has scheduled the exam with the Learning Center, the instructor will receive an email from the Learning Center with additional instructions on submitting the exam and materials. All exam materials and instructions should be submitted electronically by the instructor, at least four business hours in advance to the exam time preferably 24 hours before.  More information about the electronic submission form will be in the email sent to instructors when the exam gets scheduled.
• Occasionally, the student will schedule their exam during a time/day that deviates from the time/day the rest of the class is taking the exam. Generally, the Learning Center makes every effort to ensure the exam is taken at the same time as the class, however, other circumstances may prevent that from happening. It is the instructor’s responsibility to express concerns about the scheduled exam time to the Learning Center staff when they receive the initial email from the Learning Center.
• Because the Learning Center is an optional exam accommodation resource, exams cannot be scheduled earlier or later than the hours of operation. For exams that need to occur earlier or later than operational hours, the course instructors should either proctor the exam themselves or adjust the time of the exam to fit within the hours of operation.
• Please refer to the Student Procedures Regarding DRC Exam Room for information on how students should schedule their exams.

Instructor Responsibilities

• Once an exam is scheduled, the instructor should receive an email from learningcenter@rockhurst.edu with additional instructions on submitting the exam and materials. If there are any concerns about the exam details listed in that email, the instructor should contact the Learning Center as soon as possible.
• NEW IN 2021- Submit the electronic Exam Scheduling Form and attach any other materials necessary for the Learning Center to proctor the exam. If the instructor is unable to use the online form, they may download and fill out the word document version and email it, along with any other materials necessary for the Learning Center to proctor the exam, to learningcenter@rockhurst.edu. Please note, Learning Center student workers will have access to check the above email address. If faculty would prefer that an exam to be seen only by professional staff, please use the Exam Scheduling Form. Student workers are trained on the importance of confidentiality, exam integrity and FERPA.  
• Instructors should complete the Exam Scheduling Form thoroughly, as all proctoring and accommodations are based on the information provided on that form. Books, notes, and other supplementary materials are allowed only if specified in advance by the instructor. These are supplied by the student, not the Learning Center.
• After the exam has been completed, the Learning Center staff will scan and send the completed exam within two business days via email.
• If the instructor would like the paper exam returned along with any materials provided, they should reach out to Learning Center staff and it will be sent via campus mail.
• The Learning Center will hold onto the exam and materials in a secured location until the completion of the semester, after which they will dispose of the exam and materials in a secure manner.

Other Notes

• Calculators are only permitted if approved in advance by the instructor. Calculators will be limited to the specific type (non-graphing, scientific, etc.) indicated as acceptable by the instructor. Calculators or other supplementary materials must be supplied by the student or instructor and will not be provided by the Learning Center.
• Exams that are not delivered on time by the instructor may not be administered. The Learning Center staff will typically make every effort to obtain a copy of the exam, but if the instructor is unreachable at the time of the exam, staff will ask the student to make alternate arrangements with their instructor.
• The Learning Center is NOT the only option for students with testing accommodations. Students are NOT required to take exams in the learning center and can choose to take their exams/quizzes in class or make other arrangements with their instructors. If the instructor or student doesn’t believe that the Learning Center will be an acceptable option for their exam, instructors should make arrangements directly with the student to meet that student’s accommodations.
• Each exam is administered and monitored by a Learning Center professional staff member through closed circuit television.
• If a staff member observes a student with unauthorized materials in the exam room (phones, notes, writing on the skin, etc.) or has other reason to suspect academic dishonesty, staff will document the incident and notify both the course instructor and the DRC Coordinator. In some cases the student will be allowed to complete the exam, but staff may enter the room to retrieve the prohibited item or discuss the issue.
• Extended time is based on scheduled class time unless the instructor states that students in class are provided more or less time to complete the test. It is not typically acceptable for an instructor to give a student unlimited time unless the rest of the class will also have unlimited time.
• An Internet accessible computer is available for computer-based exams.
• Finals week exams need to be scheduled at least one week in advance. Students are provided with information on how to schedule finals. Instructors are asked to deliver all final exams at least 24 hours in advance due to the volume of exams during that week. All final exams are scheduled for either 3 hours (for students with 1.5 time) or 4 hours (for students with double time). Instructors should indicate if a student should receive less time than the full period, but we are not able to provide more time than allotted during finals week.
• All exams that are not requested to be sent to an instructor by the time grades are posted, will be shredded.
• If you would like to see a copy of the Policies and Procedures provided to students, please contact the Learning Center.
• Questions and comments regarding these procedures should be directed to the Learning Center at learningcenter@rockhurst.edu. You may also contact the Disability Resource Center at drc@rockhurst.edu with any questions or concerns.