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Disability Support Services

Exam Services

For these instructions, exams, quizzes, timed, or evaluative assignments are called “Testing Services.” The TAMUSA Disability Support Services (DSS) Office provides appropriate testing accommodations for eligible students. To ensure a smooth and efficient process, the following rules and procedures apply to all Testing Services users.

Location and Hours of Operation

Central Academic Building (CAB), Suite 210
Spring/Fall Semester Hours: Monday through Thursday: 8:00 a.m. to 6:00 p.m.
Friday: 8:00 a.m. to 5:00 p.m.

Summer Semester Hours: Monday through Friday 8:00 a.m. to 5:00 p.m.

DSS Testing Service hours vary according to university closures, scheduling demands, and may coordinate evening hours when scheduled in advance

Things to Remember

  • DSS provides test proctoring as a courtesy to students and faculty.
  • To use Testing Services, students must be registered with the DSS Office and have an approved and activated Faculty Notification Letter (FNL) for the current semester before submitting an Exam Request through the AIM Portal.
  • Testing Services should only be requested for proctored tests.
  • If students are uncertain about their instructor's expectations, they should review the course syllabus and contact the instructor prior to submitting an Exam Request.
  • If the faculty-approved testing time falls outside DSS hours of operation, it is the shared responsibility of the student and the faculty to coordinate alternate arrangements. DSS may assist by connecting both with the University Academic Testing Center.
  • If a faculty member decides to proctor their test, they may do so according to the FNL, in a classroom or office setting of their choice.

Student Responsibilities

  • All Exam Requests must be submitted in advance through the AIM Portal at the recommended time frame below for each semester by the student. Saturday and Sunday are not business days.
    • Spring/Fall semester, five (5) business days before the date of testing.
    • Summer semester, three (3) business days before the date of testing.
    • Final Exam: Spring/Fall ten (10) business days before and Summer five (5) business days before the start of Final Exams, as indicated in the TAMUSA Academic Calendar and Final Exam Schedule.
  • If the Exam Request is not submitted within the recommended time frames above, DSS cannot guarantee the test administration.
  • If instructors provide less than five (5) business days' notice of testing for Spring/Fall or three (3) business days for the Summer semester, DSS will need notification from the instructor that this took place. An e-mail from the instructor will suffice as proper notification.
  • If a scheduled Exam Request is missed, the student is responsible for requesting permission from the instructor for an extension.
  • Students are responsible for notifying DSS if the Exam Request:
    • Date changes
    • Should be canceled
    • Testing space is no longer needed
  • If the date of an Exam Request is changed and doesn’t follow the Instructor's Testing Agreement, an email from the instructor will suffice as proper notification to allow the reschedule.
  • Snacks, medications, and/or medical devices are strictly prohibited in the testing rooms unless prior approval has been granted for medical accommodation reasons. Make sure to include these items when completing your Exam Request in the AIM Portal.

Instructor Responsibilities

  • Once accommodations are approved and activated for the current semester by the student, instructors will receive a Faculty Notification Letter (FNL) via e-mail through our AIM Portal for the student.
  • Instructors are to complete the Testing Agreement and keep it updated throughout the semester as every Exam Request will be administered according to your guidelines.
  • In the FNL e-mail, there is a direct link to the Testing Agreement.
    • Reminder: Each course and section number will have a unique Testing Agreement link within the e-mail and is required to be completed once per semester.
    • If you have more than one student requesting testing services in a section, you only need to complete the Testing Agreement once.
    • If there are specific accommodations you are allowing for one student and not another, please communicate this information in an email to dss@tamusa.edu and Garza@tamusa.edu at least 1 to 4 days before the scheduled Exam Request so we can prepare individually.
  • The Testing Agreement must be completed as soon as possible, as without a complete Testing Agreement, a student can only make a placeholder request, which will not be approved until there is a Testing Agreement on file.
  • Instructors are responsible for submitting all materials to DSS by uploading them into the AIM Portal 1 to 4 days before the scheduled Exam Request. There will be a direct link to upload from the original Exam Request e-mail made by the student.
  • Instructors are responsible for modifying the Testing Agreement and keeping it up to date for all testing appointments/requests.
  • DSS will not provide Testing Services if we have not received the Testing Agreement and/or testing materials by 4:30pm the day before the scheduled Exam Request date.
    • If a student is unable to take a scheduled, accommodated test because the instructor has not completed the Testing Agreement or submitted testing materials to DSS, the instructor is responsible for providing an extension to the student for a rescheduled appointment.
  • For online testing that does not require a proctor, please confirm with the student that their extended time has been properly adjusted. No Testing Agreement is needed for non-proctored exams.

DSS Responsibilities

  • Once a student submits an Exam Request and the instructor completes the Testing Agreement, DSS will review the guidelines and approve the request.
  • If adjustments are needed due to room or staff availability, DSS will contact both the instructor and student to discuss alternatives.
  • DSS will administer and proctor based on the instructor’s Testing Agreement.

 

DSS provides:

  • Pencils, pens, scantrons, blue books, scratch paper
  • Disposable earplugs
  • Basic/non-programmable calculators, dictionaries
  • Computers (as needed on a case-by-case basis)

 

Available upon request:

  • Noise machines, noise-canceling headsets
  • Clocks, colored overlays, colored sunglasses, magnifiers
  • Fans and heaters

After testing:

  • Once testing is completed, DSS will mark it as Completed in the AIM Portal.
  • Completed exams will be either:
    1. Available for pickup in the DSS office, and/or
    2. Uploaded and returned to the instructor through the AIM Portal.
      • Instructors will receive a secure email with a direct link and instructions to access the completed materials.

Testing Security

  • All Testing Services are securely maintained within the DSS office. During scheduled Exam Requests, students are proctored and monitored according to the instructor’s Testing Agreement.
  • If a DSS proctor observes academic misconduct, they may interrupt and collect the test, all unauthorized materials, and make a copy of the test. If permitted by the Testing Agreement, the student may continue testing after the original test is returned—minus the unauthorized materials.
  • The instructor will be notified and provided with the original test, a copy, and any confiscated materials.
  • It is the instructor’s responsibility to determine next steps in accordance with the Texas A&M University-San Antonio Student Handbook.

How to Schedule an Exam Request

  • All Exam Requests must be submitted in advance through the AIM Portal at the recommended time frame below for each semester by the student. Saturday and Sunday are not business days.
    • Spring/Fall semester, five (5) business days before the date of testing.
    • Summer semester, three (3) business days before the date of testing.
    • Final Exam: Spring/Fall ten (10) business days before and Summer five (5) business days before the start of Final Exams, as indicated in the TAMUSA Academic Calendar and Final Exam Schedule.
  • If the Exam Request is not submitted within the recommended timeframes above, DSS cannot guarantee the administration of the exam. If instructors provide less than five (5) business days notice of testing for Spring/Fall or three (3) business days for the Summer semester, DSS will need notification from the instructor that this took place. An e-mail from the instructor will suffice as proper notification.
  • Students will need to follow the directions below to submit an Exam Request and test in our DSS office. For more assistance, please view the handout and video at the bottom of this page.
    • Log into the AIM Portal using your JagWire credentials.
    • Please review the Student Agreement every semester and type your name in the signature box and click Submit.
    • Under My Accommodations (left side of the screen), click Alternative Testing.
    • Select the course for which you would like to submit an Exam Request.
      • It can take 24-48 hours for your course to update in AIM after an add/drop.
    • Click on Schedule an Exam.
    • Review the Terms and Conditions of Scheduling Alternative Testing in DSS. Contact DSS with any questions.
    • Complete the Exam Details.
      • Select the Request Type (Exam, Final, Midterm, Pop Quiz, Quiz)
      • Enter the Date that was agreed upon using the format Month/Day/Year.
      • The Time section has two drop-down boxes, select one for the Hour and one for the minute.
      • Select the Standard Length of Exam (In Minutes)
        • Example: 1 hour = 60 minutes, 2 hours and 30 minutes = 150 minutes
      • Under Services Requested, carefully select the accommodation(s) you will need for this exam. (Not all accommodation(s) may be needed.)
      • Under Additional Note, add any message you wish to convey to the DSS staff that will be relevant to the exam.
        • Example: open book, two (2) sided index card(s) with formulas allowed, use of a scientific non-programmable calculator, exam taking place at the beginning of class, and will need to return to class for lecture afterwards, etc.
      • After reviewing the Exam Detail, click Add Exam Request.
    • When attempting to schedule an Exam Request that is not within the scheduled deadline, the system automatically prompts the student to complete a Late Exam Request.
      • Select the late request reason, as well as providing additional information, and click Submit.
    • The student will receive an email when the Exam Request has been completed.

 

How to Check Exam Request Status

  • At any time, you can check the status of your Exam Request(s).
  • Under My Accommodations (left side of the screen), click Alternative Testing and All Exam Requests.
    • If the Status is Processing, it has not been approved yet.
    • If the Status is Approved, DSS reviewed and approved your request.
    • If the Status is Completed, the request is completed, and a notice has been sent to the instructor.
    • If the Status is Instructor Approval Required, the request is different from the Testing Agreement or Listed Exam Dates, and details from the instructor need approval to continue.
  • To communicate within the Exam Request, DSS staff will email students/instructors with the subject "[DSS] Exam/Quiz Note To Student" to discuss details.

How to Cancel/Edit an Exam Request

  • Students will need to follow the directions below to cancel an Exam Request.
  • Under My Accommodations (left side of the screen), select Alternative Testing and All Exam Requests.
  • All Exam Requests and their statuses will be listed for the semester.
  • Find the request and click View.
  • Review the Terms and Conditions.
  • Select Cancel Exam Request and select a Cancellation Reason in the drop-down and select Cancel Exam Request.
  • DSS will confirm the Cancelled request and send an updated e-mail to the instructor and student if/when needed.

 

AIM Mailbox

  • The mailbox in the AIM Portal serves as a record of all email interactions sent from the Disability Support Services (DSS) office.
  • You may only view emails in the mailbox; you cannot reply through the portal.
  • For Testing Service questions, please email, please email dss@tamusa.edu and Garza@tamusa.edu.

 

Testing Day Checking In

  • Arrive 15 minutes early to check in. This ensures you're ready to begin and finish your testing on time.
  • Bring a valid photo ID (e.g., student ID, driver’s license).
  • A closed, see-through drink container is allowed in the testing room.
  • Lockers will be provided to store personal items not permitted in the testing room, including:
    • Hats, backpacks, bags, snacks
    • Electronic devices (cell phones, smartwatches, tablets, headphones, earbuds)
  • All electronics must be removed and silenced before storage.
  • Snacks, medications, and medical devices are not allowed unless approved as part of a medical accommodation.
  • Empty your pockets and store all personal items in your locker.
  • Each locker has a numbered plate, which you will take into the testing room.
  • After check-in:
  • You will be assigned a testing room.
  • On high-volume testing days, DSS may use other locations beyond CAB 210 and 211. Affected students will be notified in advance.

 

Testing: Before, During, and After

Before

  • DSS will administer the test and confirm when the Start and Stop

During

  • If the student needs to leave the testing room for any reason or has a testing environment concern, please alert the DSS Staff.
  • The DSS Staff cannot rephrase, explain, or interpret test directions or questions.
  • If a student has questions regarding the test, the DSS Staff will:
  1. Review the Testing Agreement to confirm the instructor’s preferred process.
  2. DSS staff will attempt to call the instructor on the student’s behalf and, if reached, will put the student on the phone while monitoring the call or emailing the instructor.
  3. Unless the instructor explicitly instructs otherwise, time spent contacting and speaking with the instructor will NOT extend the test’s scheduled end time.
  • Students should use the restroom before testing begins if necessary.
  • DSS Staff will mark the Out and In time frame of the restroom break. All testing items will remain in the testing room.
  • Testing time will continue to run during restroom breaks.
  • Students will not have access to their personal belongings during breaks.

After

  • The student must collect all testing pages, scratch paper, and materials to return to DSS staff.
  • Do not shred or discard any items.
  • Students may only keep testing materials with written instructor permission.

For additional information on Testing Services and assistance with AIM, please contact:

Courtney Garza
Exam Services Coordinator/Case Manager
(210) 784-1343 or courtney.garza@tamusa.edu

Samantha Broughton
Assistive Technology Accommodations Coordinator
(210) 784-1566 or samantha.broughton@tamusa.edu

 

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