Exam Procedures FAQ

What are exam accommodations for students with disabilities?
Exam accommodations for students with disabilities minimize the impact of the disability by affording students an equal opportunity to demonstrate their knowledge and ability. Eligibility for exam accommodations is determined by CAAR staff on the basis of the student's disability documentation. Some of the most typical accommodations include an alternate format such as an audiotape, large print, or braille version of the exam; a low distraction room; extended time; and scribe assistance.

Why are college instructors required to either allow or provide exam accommodations to students with disabilities?
Federal law (Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973) mandates that both the university and individual faculty members must provide appropriate exam accommodations to students with disabilities.

Who is responsible for actually making exam accommodations, faculty or CAAR?
Both! The NIU administration has given CAAR staff the responsibility of determining appropriate exam accommodations (based on documentation and individual situations), but both CAAR and faculty jointly provide the accommodations. Faculty can verify student requests through CAAR. Faculty must comply with the law by either using the CAAR Exam Service or by providing the appropriate accommodations themselves.

What is the student's responsibility?
Students requesting exam accommodations through CAAR must comply with Section 504 by providing CAAR with current and appropriate documentation of their disability and recommendations. They must meet with a CAAR coordinator to initiate services and attend a CAAR orientation on how to use services. It is the student's responsibility to inform instructors of their exam accommodation requests. Students are strongly encouraged to discuss their exam accommodation requests with faculty at the beginning of each semester.

How do I know if the student qualifies for exam accommodations and if the exam accommodation is appropriate? What if I disagree with the recommended accommodation?
University faculty are not expected to be experts on disability issues. It is for this reason that NIU has established the Center for Access-Ability Resources (CAAR). CAAR has a staff of disability specialists to assist by providing support to both faculty and students. If you have concerns, discuss them with the student and his or her CAAR coordinator. Faculty input in this process is important, as the accommodations should not compromise the essential elements of your exam and/or course objectives. Denying a reasonable and appropriate exam accommodation to a qualified student with a disability is considered noncompliance with federal law.

How does the CAAR exam service work?
CAAR staff pick up exams from faculty, administer exams with accommodations, and then return completed exams to faculty. Students and faculty are responsible for complying with the CAAR exam service procedures, which are clearly outlined on the back of the "Exam Accommodation Form." Faculty are encouraged to contact CAAR with any questions or concerns regarding these procedures.

What if I prefer to administer the exam myself, rather than use the CAAR Exam Service?
Faculty who prefer to administer the exam themselves, or who are unable to make the exam available to CAAR in accordance with CAAR procedures, must still provide the necessary accommodations on their own.

How do I complete the CAAR Exam Accommodation Form?
It is the student's responsibility to have the faculty member complete and sign the CAAR Exam Accommodation Form, which specifies details regarding the accommodations and administration of the exam, well in advance of each exam. A separate form must be completed for each exam administered by CAAR. The students are instructed to ask faculty to complete the form during office hours or before or after class. The form takes only a minute to complete. Please follow these guidelines:

1. Complete all sections of the faculty portion of the form indicating the instructor name, phone number and office, the exam date, the exam pickup and delivery time and date, and any other special instructions.
2. Immediately return the form to the student. You may want to make a copy for your records. The student is responsible for returning the completed form to CAAR a minimum of two working days prior to the exam or four working days prior to evening exams.

When must exams be made available to CAAR?
Faculty must make exams available to CAAR a minimum of two full working days in advance of the designated exam date if it needs to be put in adapted format (i.e., braille, large print, tape recorded) and a minimum of one full working day in advance if not. Please call CAAR if other arrangements must be made.

How and when are exams picked up and completed exams delivered by CAAR?
CAAR staff will pick up exams and deliver completed exams directly to instructors and/or departmental offices. Completed exams are returned during the first delivery time after the exam has been completed, unless the instructor indicates otherwise.

Why do I have to make exams available to CAAR in advance of the exam date?
If an exam must be adapted into large print, braille, or a tape recording, CAAR staff need sufficient time to make these adaptations. If faculty prefer to make these adaptations themselves rather than use the CAAR service they are free to do so. If CAAR does not receive an exam in time to make the necessary adaptation by the scheduled exam time, faculty must allow the student to take the exam at a later date with no penalty. Due to the number of exams scheduled and given per day, exams that are not adapted, but that are to be picked up by CAAR staff, need to be picked up a day prior to the exam date. If an instructor prefers, an exam may be delivered to the CAAR office on the day of the exam, prior to the student's scheduled exam time. (Remember, some students, because of extended time, begin an exam prior to the scheduled class time.)

When does the student actually take the exam?
All students are expected to take exams in the time frame that overlaps that of the class. Due to extended time accommodations, students often begin exams before the regular class time, but are required to remain at CAAR until the regular exam starting time. Students are not allowed to leave early unless instructor permission has been indicated on the exam accommodation form. Exceptions are only allowed by CAAR with either written or verbal permission from faculty.

Does the CAAR Exam Service administer weekend and evening exams?
To take advantage of the CAAR exam service, weekend and evening exams should be rescheduled to take place during CAAR's regular office hours (M-F, 8:00 a.m.-4:30 p.m.) if possible. When necessary, CAAR may be able to proctor evening exams, but exams must be completed no later than 7:00 p.m. If these arrangements are not possible, it becomes the instructor's responsibility to administer the exam with the necessary accommodations.

How does CAAR handle exam security?
CAAR staff are very security-conscious. Exams are kept in a locked file cabinet in the CAAR office. Completed exams are returned directly to the faculty member or his/her designee (usually department secretarial staff) as soon as possible. Completed exams are not returned without the signature of the receiver (exams are never left on a desk, under a door, etc.). Faculty who prefer to pick up their own exams may do so during CAAR office hours (Monday-Friday, 8:00 a.m.-4:30 p.m.)

CAAR staff enforce the exam guidelines set forth by the faculty member for his/her class and closely monitor students while they take the exam. Any inconsistencies in the test-taking situation are reported to the faculty member (ie., student reports to CAAR after the regular time for the class to take the exam). If a student is caught cheating, or attempting to cheat, instructors are notified by CAAR staff, and the faculty member should proceed as with any student caught cheating.

Is providing exam accommodations to students with disabilities fair to other students?
Determination of exam accommodations is made after reviewing documentation of a disability and the effects of the disability in a test-taking situation. Accommodations are determined so as to minimize the disability, not to give the student with a disability an advantage. Faculty should express any concerns regarding exam accommodations to the student's CAAR coordinator who can verify the appropriateness of the requested accommodation and provide assistance to both the student and faculty.

What do I tell other students regarding exam accommodations for students with disabilities?
Nothing! As a matter of fact, confidentiality is of extreme importance, so you should refrain from discussing any information regarding a student's disability in the presence of other students and/or faculty without that student's consent. You should respect the privacy of all students and use discretion when discussing any personal information regarding a particular student. If other students inquire, simply inform them that you are not at liberty to discuss any information regarding other students.

What if I have questions, concerns, or need to verify a student's eligibility for CAAR exam accommodations?
Please contact the CAAR office at 753-1303 or email at caar@niu.edu.