ODS can provide testing areas in the ERC for students with registered disabilities who require testing accommodations (e.g., extended time, distraction-reduced environment).  Only students with a documented disability may test at the ERC.  The ERC does not handle make-up exams for the general student population.  Due to limited space and the large number of students testing at the ERC, all exams must be scheduled in advance on a first-come, first-served basis.  If this procedure is not followed, ODS and/or instructors may not be able to accommodate the requested testing.

The Course Accommodation Form (CAF):

The first step in having exams scheduled and proctored by ODS, is for the student to request and pick up his or her Course Accommodation Form (CAF).  For a student to receive testing accommodations in a course, this form must be signed by the instructor of that course.

The Exam Request Form (also known as “the blue sheet”):

In making a request to take an accommodated exam at ODS, every student must use ODS’s Exam Request Form.  Available at the front desk of ODS, the blue Exam Request Forms allow ODS to correctly schedule and proctor the student's exams while assuring the proper implementation of testing accommodations.  Again, only Exam Request Forms may be used to schedule an exam at ODS.  Requests made by email or on forms other than the Exam Request Form will not be accepted.  When students pick up their CAF's at the beginning of each semester, they should also take one Exam Request Form for each of their instructors.

Meeting with Each Course Instructor:

Students who wish to use their testing accommodations must meet with the instructors of their courses. This should be done as early in the semester as possible.  In a one-on-one appointment with an instructor, the student should discuss the official testing accommodations granted by ODS.  The course instructor has several options in providing these testing accommodations.  Preferably, the instructor can provide a suitable testing environment (e.g., in the instructor’s department, or in the dean’s office of the student’s school or college).  If this is not possible, the instructor may ask the student to make special exam arrangements at ODS.  At this time, the student should present the instructor with ODS's blue Exam Request Form.

The Steps to Filling out an Exam Request Form:

1.) The student is to complete the top section of the form only, listing contact information and signing the terms of testing at ODS.

2.) The instructor must fill out his/her own contact information in the following section.  ODS must have multiple ways to contact the instructor in case there is a need to do so before, during, and/or after the exam is administered. 

3.) The instructor must fill in the dates, start times, and lengths of each exam.  Please pay careful attention to the space labeled "Amount of Time the CLASS Gets for Exam."  The instructor does not need to calculate the amount of time the student needs with extended time accommodation; ODS will calculate this.  When scheduling exams, please be mindful of ODS's business hours- Monday-Friday, 8:30am-5:00pm.

4.) The instructor must fill out the bottom of the Exam Request Form labeled "Special Instructions." This section tells the exam proctor exactly what the student is allowed to bring into the testing environment.  No other items will be allowed, and under no circumstances will students be allowed to bring backpacks or cell phones into the testing environment.

5.) Finally, the instructor must sign and date the Exam Request Form.

6.) If the instructor fails to complete the essential information on the form (such as the date, time, or length of the exam, instructor's name and signature) or if the exam time is listed outside of our business hours, the student will not be authorized to take the exam(s) at ODS.

7.) The instructor and the student are strongly encouraged to make and keep a copy of the completed form.

Delivering the Exam Request Form to ODS:

The student, not the instructor, is responsible for delivering the completed form to ODS.  ODS requires the minimum of a four day notice before scheduling an exam and a seven day notice before scheduling a final exam.  Students and instructors should not turn in the Exam Request Form on the day of the exam.  ODS needs this information ahead of time in order to make appropriate arrangements.  If ODS receives an Exam Request Form fewer than four days in advance of an exam (or seven days in the case of a final exam), ODS cannot guarantee that testing space will be available.

Once the Exam Request Form is received by ODS, exams are scheduled accordingly.  We schedule on a “first come, first served” basis, so it is imperative that students turn in their Exam Request Forms as early as possible. We also recommend that students remind their instructors about their accommodated exam arrangements a day or so before the class scheduled exam.

Exam Delivery:

The instructor is responsible for delivering the exam to ODS a minimum of 30 minutes before the start of the exam.  Some students also arrange to pick up a sealed copy of the exam from the instructor and bring it to ODS before the start of the exam, though students are not obligated to do so.

If the exam is not delivered on time, ODS staff will attempt to contact the instructor and/or the instructor’s department by phone and email.  If we are unable to contact the appropriate individual, students have the option of going to the exam room with a sealable envelope and obtaining the exam themselves; however, due to confidentiality, students are not required in any way to do so.  Regardless, ODS requests that students wait at our office for at least 20 minutes after our attempts to contact the instructor and/or department.      

Changes, Absences, or Lateness for Exams at ODS:            

Students are expected to be at ODS on time for their scheduled exams.  They are not allowed to study exam material in lieu of beginning their exam.  If they arrive late for an exam, for any reason, they will not be allowed to make up the lost time.  Students more than 30 minutes late will not be allowed to begin their exam without permission from the instructor as the integrity of the exam must be maintained; in such case, the student can choose to contact the instructor directly or have ODS attempt to contact the instructor for guidance. 

If a student cannot take an exam at the scheduled time due to illness or any other reason, it is the student’s responsibility to obtain permission from the instructor to test at another time.  ODS has no authority to excuse students from taking their scheduled exam.  ODS also has no authority to schedule or reschedule exams without the explicit permission of an instructor.  

If the instructor reschedules an exam date for the entire class, the instructor must also contact ODS by phone, email, letter, or in person, to reschedule the exam at ODS.  You can aid in this process by writing a note for the instructor, having the instructor sign it, and then bringing the note to ODS.  You can also forward email correspondence regarding exam changes from the instructor to ODS staff.

In short, only the instructor can make changes regarding an exam request.  

Exam Materials and the ODS Examination Areas and Rooms:

For students with testing accommodations, ODS provides and maintains 6 private testing rooms, a conference room for small group testing, and a number of divided testing carrels.  Students are responsible for bringing to ODS all materials necessary to test (e.g., pencil, pen, lined paper, blue book, etc.).  Students are allowed to bring into the testing room or area only the materials specifically listed by the instructor on the Exam Request Form.  All other materials including, but not limited to, books, notes, backpacks, bags, wallets, purses, cellular phones, caps, and hats are locked in lockers provided by ODS.  The ERC is not responsible for belongings that are not locked in an ODS locker.  In addition, from the time the exam has started until the time the exam is finished and turned in, a student may not: Leave the ERC building; Make or receive phone calls; Have loose paper of any kind, other than that provided by the instructor or ODS, in the testing room; Have internet access unless specifically allowed by the instructor.

Questions During the Exam:             

During the exam, if you have questions about the exam itself, ODS staff can only read the question to you verbatim; ODS staff cannot answer specific questions or define words or phrases.  If you choose, ODS staff can attempt to contact the instructor by phone and/or email to answer your questions.  If ODS staff are unable to contact the instructor, we recommend that you write your question(s) on a provided “ODS Exam Question Form,” which will then be attached to your exam. 

Finishing the Exam:

Students may turn in their exam at any time before their testing time has finished.  Exams must be turned in directly to ERC staff.  ODS is not responsible for exams not given directly to an ERC staff member (e.g. placed on a staff member’s desk or slid under a staff member’s door).  In such cases, ODS staff notifies the instructor that the security of the exam may be compromised, and the instructor takes whatever course of action she or he deems appropriate.

When time is called on an exam, students must immediately turn in the exam to the Testing Coordinator or other designated ERC staff proctor.

The Tulane University Honor Code and Surveillance of Testing Rooms and Areas:

ODS upholds the Honor Code of Tulane University.  Cheating, in act or intent, is neither permitted nor tolerated.  Any student suspected of cheating may be questioned by the ODS proctor and any other Educational Resources and Counseling (ERC) staff.  ERC staff reserve the right to enter the testing room at any time.  Should a student be caught cheating, the instructor of the class and the Director of the ERC will be informed.  In addition, ODS will send a letter outlining the case to the Dean of the student’s school or college.  It is up to the instructor and appropriate dean to determine further course of action.

To insure academic integrity, testing areas are monitored by surveillance cameras, and all activity within is recorded.  Video recordings are kept strictly confidential and are viewed by appropriate ERC staff only, unless suspect activity is noted and academic integrity appears to be compromised.  In such case, ODS will hold this video recording as evidence.  All students using the ODS testing rooms are notified verbally and in writing of surveillance and recording, and required to sign a statement of consent at the beginning of each semester when they activate their testing accommodations.

If any ODS or other ERC staff has evidence that a student is currently impaired due to drugs or alcohol, the student will not be allowed to test in the center. 

Hours of Operation for ODS Testing:

ODS only holds special exams Monday through Friday, 8:30am to 5:00pm (except for Finals Week when we are also open Saturday and Sunday, 8:30am to 5:00pm).  If a class exam begins at 8:00a.m., ODS will begin the exam at 8:30a.m.  If the exam is held after or will extend beyond 5:00p.m., it must be rescheduled to fit ODS's business hours.