Missed Test/Exam/Quiz Rescheduling Accommodation

Updated August 2023

Students with a test/exam/quiz rescheduling accommodation may on rare occasions experience barriers to writing a scheduled test/exam/quiz due to serious fluctuating functional limitations related to disability and/or medical condition symptoms. Not all students registered with SAS have a test/exam/quiz rescheduling accommodation; Students can refer to their accommodation letter for confirmation of their accommodations.

ACCOMMODATION WORDING: May need to reschedule test/exam/quiz when linked to disability and/or medical condition; Student to contact SAS

The expectations of students for the use of the missed test/exam/quiz rescheduling accommodation include:

  • The student may only utilize this accommodation once per test/exam/quiz.

  • The student is responsible for rescheduling the missed test/exam/quiz to ensure it is completed within a 2 week period; following SAS procedures and guidelines for rescheduling. This 2 week period could be impacted by the following: Instructor scheduling rescheduled date for multiple students, the condensed timeline of spring/summer courses, SAS rescheduling availability (no weekends, not during the formal exam period in Fall or Winter terms, at times not in the evening, dependant on invigilator availability/room availability).

  • Further student responsibilities and considerations related to this accommodation are listed below:

Student Responsibilities
Students are responsible to;

  • Participate in the accommodation process; understand the expectations of the use of the test/exam/quiz rescheduling accommodation and contact their SAS Advisor if they require assistance or they are having concerns.

  • Take a manageable course load; accommodations do not reduce the workload of a class(es).

  • Develop, at the beginning of each term, a calendar scheduling all important academic dates (assignments, tests/exams/quizzes, etc).

  • Consider their travel plans/ employment are not a disability related reason for delay in completing a missed assessment.

    • For assistance and skill building in developing a term calendar, scheduling strategies and time management students are encouraged contact Student Success Centre (SSC) and/or review the resources on their webpage.

  • Work with healthcare professionals to develop strategies and skills in managing stress related to academic responsibilities.

  • The use of this accommodation is rare. The rescheduling of multiple tests/exams/quizzes or subsequent requests to reschedule the same test/exam/quiz must be considered by the SAS Advisor. Please follow the procedures listed below under the Exceptional Circumstances tab if you require consideration.
Exceptional Circumstances

SAS recognizes that there may be significant disability/medical impacts that may result in further rescheduling or delays in the completion of the missed test/exam/quiz. Students must contact their SAS Advisor in a timely manner for any further requests to be considered.

  • The SAS Advisor will consider; the disability factors that are impacting the ability to write or reschedule the test/exam/quiz, the attendance and participation in the course to date, timeliness of the request, and any communication with the instructor.

  • SAS cannot guarantee any additional accommodation for missed rescheduled tests/exams/quizzes or for delays beyond 2 weeks in rescheduling a test/exam/quiz. Each situation will be assessed individually. SAS will collaborate with the instructor. 

 IMPORTANT: Please see below for guidelines and instructions for the use of this accommodation.

Instructions for Rescheduling

Guidelines for Rescheduling a Missed Test/Exam/Quiz
 NOTE: A student utilizing the Rescheduling for Missed Tests/Exams/Quizzes accommodation must set up their accommodations for the term with SAS prior to sending a request; an accommodation letter will be received by the instructor(s) and student when this step is complete.

Rescheduling a missed test/exam/quiz is fully the responsibility of the student; SAS staff are not responsible for keeping track of any missed tests/exams/quizzes.

Once an assessment has been missed the student should be rescheduling the assessment as soon as possible with the expectation of completing the missed assessment within a 2 week period of the original date of the missed test/exam/quiz.

  • Completing the missed test/exam/quiz may require the student to adjust travel plans for reading week or at the end of the term.

  • Travel plans/ employment are not a disability related reason for delay in completing an missed assessment.

  • Test/exam/quizzes are academic responsibilities and delay in completing could have course and program implications for a student.

When proposing a date and time keep in mind SAS does not reschedule tests/exams/quizzes on weekends, holidays, and from the last day of classes (fall and winter term) through the formal exam period.

SAS emphasizes the importance to adhere to the SAS timeline of 7 days notice when rescheduling.

  • SAS has substantial coordination with the instructors to obtain approval of the rescheduled date and time proposed: back and forth negotiation of the initial proposed date is not agreed to by the instructor, ensuring there is time for the instructor to create a new test/exam/quiz, and coordinating the logistics of the rescheduled test/exam/quiz.

  • When SAS has received the rescheduled test/exam/quiz “booking” we will review it ensuring all aspects of the test/exam/quiz rescheduling accommodation have been adhered to. SAS is open Monday to Friday 8:30 am-4:30 pm, test bookings will be processed in this time period.

  • The processing of the rescheduled test/exam/quiz may be delayed/halted if the test/exam/quiz rescheduling accommodation expectations listed above have not been adhered to.

SAS will propose the date and time requested by the student to the instructor.

  • From time to time an instructor has more than one student who has missed an assessment in the class; this will require student to be flexible with dates and time proposed to allow the majority of the students who have missed an assessment to write at the same time.

  • From time to time an instructor may not be available on the date and time proposed by the student: SAS will work with the instructor and student to find an agreeable date and time.

  • This communication will be through email and students are expected to prioritize and communicate back to SAS in a very timely manner to assist in the coordinating of the rescheduled test/exam/quiz.

  • If an in person test/exam/quiz student are expected to follow SAS regular procedures for arriving to write a test/exam/quiz.

  • If this is an online test/exam/quiz SAS will inform the student of how they will access the test/exam quiz in the email communication.

If students have questions about this process they should contact their SAS Advisor.

Prior to the Test/Exam/Quiz

  1. Students must assess their disability and/or medical condition symptoms the night before or day of a test.
  2. If the student determines they are unable to write the scheduled test/exam/quiz due to disability/medical condition incapacitation, they will use the email template to inform their instructor and SAS Advisor that they will be utilizing the rescheduling accommodation and are unable to attend the test/exam/quiz. This email communication is to be sent to the instructor and the SAS Advisor prior to the scheduled test/exam/quiz that is being missed.

  • Students should utilize the Rescheduling a Missed Test/Exam/Quiz Email Template to ensure that all pertinent information (test date, course code, instructor name) regarding the use of this accommodation is communicated to the instructor and to their SAS Advisor.

Rescheduling a Missed Test/Exam/Quiz Template

(Please copy, paste, and adjust accordingly & include your SAS Advisor in the email)

To: (Instructor)

CC: (Your SAS Advisor)

Subject: Missed Test/Exam/Quiz ( Course Code/Section)

 

Hello (Prof. Name),

My name is (name) and my student number is (student number). I am in your (course, number, section/ex. BIOL 2210 FA) class. As per my accommodation letter emailed to you by Student Accessibility Services (SAS)  I have the accommodation of:

  • May need to reschedule test/exam/quiz when linked to disability and/or medical condition; Student to contact SAS

I am unable to write my (test/exam/quiz) originally scheduled for (date/time).

  • I understand that it is my responsibility to reschedule this missed test/exam/quiz through the SAS office at the earliest time allowed by my disability/medical condition.

  • I understand in utilizing this accommodation that the expectation is that I am to have this missed test completed within a 2 week time period. 

  • Student Accessibility Services will contact you with the date and time I have proposed, assist in negotiating an agreeable rescheduled date, communicate the rescheduled date and time to the student and organize/proctor the rescheduled test. 

Should you have any questions or concerns regarding this request please do not hesitate to contact my SAS Advisor cc’d on this email.

Sincerely, 

(Student name)

  • This process for the use of this accommodation applies to both in person and online tests/exams/quizzes.

After Sending the Template to SAS and your Instructor

  1.  Once an assessment has been missed the student should be rescheduling the assessment as soon as possible with the expectation of completing the missed assessment within a 2 week period of the originally scheduled date. SAS requires a minimum of 7 days notice to book rescheduled tests/exams/quizzes.
  2. To reschedule a missed test/exam/quiz the student must submit a new test booking to the online test booking link (Online Booking Instructions - choose your campus) as a “rescheduled test/exam/quiz”.  
  3.  SAS will review the proposed rescheduled date and communicate with the instructor. The student will be contacted by SAS with approval of the date and time requested or to discuss an alternate date and time proposed by the instructor.
  4.  The student will complete the rescheduled test/exam/quiz at the approved rescheduled date and time, complying with all SAS Test and Exam Procedures.