For the purpose of these instructions, any exam, quiz, timed or evaluative assignments will be referred to as “Exam Services”.

Hours of Operation
Monday through Friday, 8 a.m. to 5 p.m.

DSS Exam Service hours vary according to scheduling demands and may coordinate evening hours when scheduled in advance.

General Exam Scheduling Procedures
If a DSS registered student is requesting to use their exam accommodations in DSS, it is their responsibility to contact DSS to schedule proctored exams approximately one week prior to the scheduled in-class date.  When a student schedules, instructors will be notified via email and asked to submit the Proctor Form to DSS directly.  The instructor is NOT responsible for scheduling ANY student’s exam with DSS. When possible, students who choose to utilize their exam accommodations will be scheduled to take the exam in DSS during the standard class time or within approved time frames on Proctor Form. If an adjustment is needed due to the availability of exam rooms or back to back classes, DSS will schedule students around their academic schedule. We encourage instructors to contact our office for clarification about DSS exam services, as needed.

Online Exams: How to provide exam accommodations in an online format
Once an instructor receives Faculty Notification Letter (FNL) for a DSS registered student, it is the instructor’s responsibility to adjust the time frame for all online exams during the semester. The amount of time for which the student has been approved is located under the exam accommodation section on the FNL. Under the Resources section is a list of Instructional Technologists who may assist with this process. If the online exam requires proctoring and is scheduled in DSS, instructors must submit a Proctor Form for each exam along with any necessary access codes to the online accommodated exam.

DSS Student Responsibility
If choosing to utilize exam accommodations, students are responsible for contacting DSS to schedule their exams approximately one week prior to the in-class exam date. If a student misses a scheduled exam for disability-related reasons, the student must verify details with DSS and DSS will contact the instructor to request an extension. If a student misses a scheduled exam for non-disability related reasons, it is the student’s responsibility to request permission from the instructor for an extension. If a DSS student does not wish to utilize their accommodations or fails to schedule with DSS, the student may be present in class for exams.

• It is the student’s responsibility to arrive fully prepared to begin and end the exam at their scheduled time. Late arrival may result in forfeiture of the extended time.
• Students are responsible for notifying DSS if exams are canceled, dates are changed, or if no longer using the scheduled exam space. This information will be verified with the instructor prior to rescheduling.
• Personal items are not allowed during exams. Only materials that are approved by DSS for accommodation purposes or that the instructor's list on the Proctor Form are allowed. If a student brings additional items, the DSS office will hold them but will not be held responsible for their security.
• Food, drinks and medications are strictly prohibited in the exam rooms unless prior approval has been granted for medical accommodation reasons.

Instructor Responsibility
Instructors are responsible for submitting their Proctor Forms to DSS for each scheduled exam approximately one week prior to the exam. Instructors are also responsible for submitting the exam, approximately 24 hours to the scheduled appointment, directly to DSS via any of the following methods: by drop off in the Central Academic Building, Suite 210, or by email to dss@tamusa.edu.

When a student contacts DSS to schedule their exam, both the student and instructor are attached and notified of the exam appointment via email.  DSS cautions instructors to avoid replying back to the appointments with a copy of the exam. All exam appointments will be titled “PENDING” until the instructor submits the Proctor Form confirming the date, time, and proctor guidelines for the exam. DSS will not proctor an exam without the Proctor Form. If a student is unable to take a scheduled exam because the Proctor Form was not submitted to DSS, the instructor is responsible for providing an extension to the student for a rescheduled appointment.

DSS Responsibility
DSS will notify the instructor and student via an email appointment when a student schedules an accommodated exam. If the instructor has not yet submitted the Proctor Form, the appointment will be titled “PENDING”. DSS will send email reminders to the instructor requesting the required exam materials. DSS will administer and proctor scheduled exams utilizing the Proctor Form provided by the instructor. If an adjustment to the appointment is needed due to the availability of exam rooms or back to back classes, DSS will contact the instructor. All completed exams will be returned to the department office within 1-2 business days unless otherwise indicated on the Proctor Form.

• DSS will provide pencils, pens, scantrons, blue books, earplugs, basic calculators, dictionaries and computers when necessary.

Exam Security
All exams will be secured within the DSS office. During scheduled exams, students will be proctored and monitored based on the guidelines the instructor provides on the Proctor Form. Any DSS proctor who observes an incident of academic misconduct has the right to interrupt the exam, take possession of all unauthorized materials, and make a copy of the exam. The original exam will be returned to the student to complete without the unauthorized material. The instructor will be notified and provided with the copy and the completed original. The instructor will then be responsible for determining further action according to the Texas A&M University-San Antonio Student Handbook.

How to schedule exams
DSS registered students must schedule exams, for which they are requesting to use their accommodations, approximately one week in advance of the in-class scheduled date.  Students may schedule via any of the following methods:

• In-person: drop by DSS
• Phone: call (210) 784-1335 to request to schedule
• Email: send your exam scheduling request to dss@tamusa.edu

The following information is required when requesting to schedule an exam:

• Instructor name
• Course ID and section
• Day and time of class (example: Monday, Wednesday, Friday from 11 to 11:50 a.m.)
• Amount of time given to the class for the exam (example: 50 minutes)
• Approved accommodations needed for appointment (example: enlarged font size, use of a computer or other assistive technology, etc.)
• Any other important information we need to know (computer-based exam, back to back classes, etc.)

For additional information on exam services, please contact:

Courtney A. Garza
Case Manager/Exam Services Coordinator
(210) 784-1335 or courtney.garza@tamusa.edu