Faculty ODS Testing Agreement 

The Office of Disability Services (ODS) partners with faculty to ensure students with ODS-approved testing accommodations have equitable access to examinations while maintaining the integrity of the testing process. Whenever reasonable, instructors are encouraged to provide testing accommodations within their academic department. When this is not feasible, exams for eligible students with ODS-approved testing accommodations can be administered at the ODS Testing Center as a service to instructors. 

Because testing space and staffing are limited, ODS Testing Center services are available only to students with ODS-approved testing accommodations and are subject to appointment availability. Seats will be reserved on a first come, first served basis. Faculty who use ODS Testing Services are expected to review and adhere to the policies outlined in this agreement to support the secure and effective administration of accommodated exams. 

Faculty Responsibilities 

As per JMU policy, instructors are responsible for providing ODS-approved testing accommodations to students registered with the Office of Disability Services (ODS). Whenever reasonable, instructors are encouraged to administer accommodated exams within their academic department. When accommodations cannot reasonably be provided in these settings, eligible students may use the ODS Testing Center.  

Faculty using ODS Testing Services are expected to: 

• Review and adhere to the policies outlined in this agreement. 

• Discuss testing accommodations with students at the beginning of the semester and throughout the term, as needed. 

• Encourage students to submit testing reservations as early as possible and no later than three (3) business days before the scheduled exam. 

• Submit exams and all necessary testing instructions through the Accommodation Faculty Portal by the required deadline.  

• Remain reasonably available during the scheduled testing window to answer questions or address issues related to exam administration.  

• Notify ODS promptly of any changes to an exam, including the testing date, time, permitted materials, or exam delivery/return method.  

Scheduling Exams 

Students are responsible for scheduling accommodated exams through the Accommodate Student Portal. To ensure sufficient time for scheduling and exam preparation, testing reservations must be submitted at least three (3) business days prior to the scheduled exam. ODS cannot guarantee appointment availability for late requests.  

Final exam reservations are subject to an earlier scheduling deadline, typically approximately one week before the start of final exams. The official finals deadline will be posted in Accommodate and on the ODS website when final exam reservations open later in the semester. 

The ODS Testing Center administers exams by appointment only. Same-day appointments are not available. All appointments are subject to ODS Testing Center space, staffing, and operating hours.  

Testing appointments must be scheduled so that the student's full approved testing time can be completed within Testing Center operating hours. When necessary, students and instructors should work together to identify an appropriate testing time that allows the student to receive their full approved accommodations. 

If the ODS Testing Center is unable to accommodate a requested appointment due to capacity limitations, students may work with their instructor to identify an alternative testing date or time during which the ODS Testing Center has availability. If an alternative appointment cannot be identified, the instructor remains responsible for ensuring the student's approved testing accommodations are provided.  

Exam Submission and Testing Instructions 

Faculty are responsible for submitting exams and all necessary testing information through the Accommodate Faculty Portal no later than one (1) business day before the student's scheduled testing appointment. Because the ODS Testing Center is closed on weekends and university holidays, exams scheduled for Monday must be submitted by Friday, and exams scheduled following a university holiday must be submitted on the last business day the ODS Testing Center is open.  

Exams may be submitted through the Accommodate Faculty Portal, delivered to the ODS Testing Center in person, or administered through an online platform, such as Canvas. The exam information form must be completed through the Accommodate Portal for every exam administered by the ODS Testing Center, regardless of how the exam is delivered. 

Faculty must provide all materials and information necessary to administer the exam, including applicable passwords, access codes, permitted materials, special instructions, and exam delivery and return information.  

Faculty are responsible for ensuring that online exams are available to the student at the scheduled testing time and that all ODS-approved testing accommodations, including the correct extended testing time, have been applied before the exam is released to the student. 

• Instructors may also find additional assistance with applying accommodations in Canvas by contacting JMU Libraries Learning Technology Services by calling 540-568-5312 or emailing letsupport@jmu.edu. 

Students are entitled to receive their approved accommodations and may decline to begin an exam if required accommodations have not been provided. If an accommodation, exam setting, access code, or other required material is missing or incorrect, ODS staff will attempt to contact the instructor to resolve the issue. 

If changes are made after the exam information form has been submitted, faculty should notify the ODS Testing Center as soon as possible and update the information in Accommodate. Accommodate does not notify ODS of changes made to exam information after it has been submitted. Faculty are therefore responsible for directly notifying ODS of changes that may affect exam administration. 

Accessible Exam Materials 

Exams requiring conversion into an accessible format—including, but not limited to, large print, Braille, or screen-reader-accessible materials—require additional preparation time. 

Requests for exam media conversion and the materials necessary to complete the conversion must be submitted to ODS at least five (5) business days before the scheduled exam date. 

Changes to exam content after materials have been converted may require additional processing time and could affect ODS's ability to have the accessible exam ready for the scheduled appointment. 

Audio and Visual Exam Components 

The ODS Testing Center is not be able to administer exam components that require an audio recording, video, image, presentation, or other media to be played or displayed by a proctor at a specific point during the exam. 

Because Testing Center staff simultaneously oversee multiple testing appointments and testing spaces, faculty should plan to administer time-specific or instructor/proctor-controlled audio or visual components within the academic department when staff intervention is required at designated times. 

Audio or visual content that students can independently access and control through the exam platform may be administered in the Testing Center when doing so is consistent with the student's approved accommodations and the instructor's testing instructions. 

During Exam Administration 

During the student's scheduled testing appointment, faculty should remain reasonably available in the event questions or concerns arise regarding exam administration. Faculty should provide current contact information through the Exam Information Form so ODS staff can reach them when necessary. 

If a student has a question or concern during an exam, ODS staff will attempt to contact the instructor using the contact information provided in the Exam Information Form. If the instructor cannot be reached, ODS staff will document the student's question or concern and return the information to the instructor with the completed exam.  

If an exam cannot begin or continue because required materials, accommodations, access codes, exam settings, or other necessary information are missing or incorrect, ODS staff will attempt to contact the instructor to resolve the issue. 

If the exam cannot be administered as scheduled and the instructor cannot be reached or the issue cannot be resolved, ODS will generally wait up to fifteen (15) minutes before offering the student the option to discontinue the appointment. In some circumstances, ODS may be unable to wait the full fifteen (15) minutes, including but not limited to situations in which delaying the exam would prevent the student from receiving their full approved extended time. 

If the exam cannot be administered, ODS will instruct the student to work with their instructor to determine how and when the exam will be completed with their approved testing accommodations. The instructor may provide the accommodations directly or work with the student and ODS to identify another available Testing Center appointment. 

Testing Time Delays 

Significant delays in resolving issues or questions may prevent ODS from administering the exam if the student's remaining appointment time would not allow the exam to be completed with their approved accommodations or within Testing Center operating hours. In these circumstances, the student may be instructed to work with their instructor to determine how and when the exam will be completed with their approved accommodations. 

Student Responsibility to Notify Proctors 

Students are responsible for promptly notifying ODS proctors of any questions, concerns, or apparent issues with their exam or testing accommodations. This includes, but is not limited to, missing or incorrect exam materials, missing pages or questions, problems accessing an online exam, incorrect exam settings or time limits, missing approved accommodations, or discrepancies between the exam and the testing instructions provided. 

Students should notify a proctor as soon as an issue is identified and, whenever possible, before continuing with the affected portion of the exam so that ODS staff have an opportunity to investigate and attempt to resolve the concern during the testing appointment. 

ODS staff will make reasonable efforts to address issues reported during the testing appointment. Issues that are not reported to ODS staff during the exam may not be able to be verified or resolved after the testing appointment has ended. 

Scribe Accommodations 

When a student has an approved scribe accommodation, the student and instructor should discuss whether the accommodation will be needed for exams in the course and how it can be implemented without altering an essential course requirement. 

Whenever possible, instructors should arrange for students requiring specialized scribe support to test within the academic department. 

If the instructor cannot reasonably provide the accommodation within the department, the instructor may contact ODS for assistance. ODS does not maintain specialized course-content scribes on staff. When a scribe requires specific subject-matter knowledge or skills, ODS may require assistance from the academic department in identifying an appropriate individual. 

A scribe may: 

• Write or type information verbally dictated by the student. 

• Rewrite information in a legible format when required by the student's accommodation. 

• Read the student's written work aloud to the student when appropriate. 

A scribe may not: 

• Explain, interpret, or discuss exam or course content. 

• Provide ideas, answers, organization, or other academic assistance. 

• Proofread or independently correct the student's work. 

• Perform any task that would alter what the exam is intended to measure. 

Academic Integrity, Conduct, and Exam Security 

The ODS Testing Center is committed to maintaining the security and integrity of all examinations. ODS staff actively proctor testing spaces and administer exams in accordance with the instructions provided by the instructor through the Accommodate Faculty Portal. 

Students are expected to comply with Testing Center procedures and university standards of conduct while testing. Disruptive behavior or conduct that interferes with the secure or effective administration of exams may result in the testing appointment being interrupted or terminated and the instructor being notified. 

If ODS staff observe or reasonably suspect a violation of the Honor Code or the instructor's testing instructions, the incident will be documented and reported to the instructor. ODS staff do not determine whether an honor code violation has occurred; the instructor is responsible for reviewing the information and determining whether further action is warranted.  

Additional Policies 

The ODS Testing Center will make every reasonable effort to administer exams as scheduled. However, unforeseen circumstances, including university closures, delayed openings, technology failures, facility issues, or other operational disruptions, may require appointments to be rescheduled or alternative testing arrangements to be made. 

If the ODS Testing Center is unable to administer an exam as scheduled due to circumstances beyond the student's control, ODS will notify the student and, when appropriate, the instructor as soon as feasible. The student and instructor will be responsible for determining how and when the exam will be completed with the student's approved testing accommodations. 

Faculty who are unable to meet ODS Testing Center requirements may need to arrange for the student's approved testing accommodations to be provided within their academic department or through another appropriate testing arrangement. 

ODS aims to provide approved testing accommodations in a timely and effective manner. Failure to meet applicable scheduling, exam submission, accessible-media, or testing-information deadlines may affect ODS's ability to administer an exam as requested. 

By submitting an exam for administration through the ODS Testing Center, faculty acknowledge that they have read, understand, and agree to abide by the policies outlined in this agreement.