Test and Exam Procedures

Table of Contents

How to Book On Campus In Person Tests/Quizzes

Important Note:  The last date during the Winter term to book rescheduled tests/exams/quizzes will be Tuesday, April 9th.  Start times will be restricted to either 9:00 am or 1:00 pm on this date.  The rescheduling of missed tests/exams/quizzes will resume on Tuesday, April 23rd  (either 9:00 am or 1:00 pm start times).

To book on campus in person tests/exams/quizzes please use the Test Booking Link for your campus: 

Thunder Bay Winter 2024 Test Booking Link or Orillia Winter 2024 Test Booking Link. 

*Spring/Summer Link coming soon for tests after May 1st.

Please read before completing your test booking:

  • Inform SAS at least fourteen (14) days in advance for on campus in person tests to ensure that accommodations are received.
  • Please ensure you are logged in to your Lakehead email account to submit a test booking.
  • Enter each Test/Quiz separately.
  • Late bookings will be handled individually. Test accommodations cannot be guaranteed for late bookings; students will be contacted if SAS is not able to provide the requested accommodation(s).
  • More advanced notification is required for exams scheduled within the formal exam periods of December and April (SAS will email students with a specific date).
  • Provide 24 hours' notice to cancel a pre booked test by contacting SAS Thunder Bay at sas@lakeheadu.ca or SAS Orillia  at oraccess@lakeheadu.ca.
  • Evening tests written through SAS may require adjusted start times to ensure a 10:00 pm end time.
  • Any changes to the time/date of the test must be communicated to SAS immediately.

How to Book On Campus In Person Exams

The April 2024 Exam Timetable is released in late February for Winter 2024 exams and will be found at:  http://examtime.lakeheadu.ca  You can also see your personal exam timetable at "My Exam Schedule" (found on MyInfo).  

If your exam appears on your "My Exam Schedule" with no time but over 1, 2, 3+ days, it means there will be a window of time provided.  Please check with your instructor about how they will be administering the final exam with regards to timing, delivery methods, accessing the exam and specific length.  

You must book your Exam Accommodations by Thursday March 14, 2024 Submit your exam booking using the Thunder Bay April 2024 Exam Booking Form or the Orillia April 2024 Exam Booking Form.

You may not require all of your accommodations depending upon the type of exam so it is suggested that you contact your professor in advance to determine the format of the exam.

In addition if you have:

  • an afternoon and evening exam on the same day
  • accommodations as to; the time of day, number of exams in a day, restorative time, double time, and/or alternate day/time
  • an email from your program with a changed exam date/time

Inform SAS via email to access-sas@lakeheadu.ca in Thunder Bay or oraccess@lakeheadu.ca in Orillia of your specific situation.

Process for Missing an Exam:

If, due to your disability, you are unable to write an exam at the scheduled time you must: contact Student Accessibility Services sas@lakeheadu.ca or oraccess@lakeheadu.ca as soon as possible (i.e. at least 24 hours' notice if possible).

If you have missed an exam and you have the approved Missed Test/Exam/Rescheduling Accommodation please refer to the process as listed on the SAS website.

If you miss an exam and the reason is not related to your disability or supported by documentation currently held in SAS, you must submit a Self Declaration Email (Missed Exam;Medical/Personal). This statement must be submitted on the day of the exam or if you are incapacitated, as soon as you are able. Please send this statement to your instructor and SAS Advisor. 

Exams that are missed for any reason can only be rescheduled on the published Exam Contingency Day for the term SAS will accept proposed times reschedule of 9 am or 1 pm. Alternatively, if the exam is not rescheduled on the Contingency Day the expectation is the exam will be completed within two weeks from the first day of classes for the next term. Exams to be written with SAS must be booked in the SAS Test Booking Link at least 7 days prior to the proposed writing date for SAS to process the request.

Important Student Considerations when Rescheduling a Final Exam:

  • Students should note that professors may set a date for a rescheduled exam. Unless the student has a disability related reason for not being able to write on the professor's set date, supported by medical documentation provided to SAS, the expectation is the student will write on the professor's set date. The professor or SAS may communicate this information to you.
  • Students may need to make travel adjustments to write missed exams; having a scheduled flight is not a disability related reason to postpone completing an exam.
  • Some programs (LAW) have set rescheduling dates and times in the next term; students are responsible for being aware of these dates and times and notifying SAS that they intend to write on these dates and times using the SAS Test Booking Link. Requests to write outside of the program's set dates will only be considered by SAS for a disability related reason that can be supported by medical documentation.
  • An outstanding exam may affect progression in a program or the ability to remain registered in a course the next term for which the prerequisite has not been completed. Students are responsible for being aware of this and for consulting with their program.

How to Book Online Tests/Exams/Quizzes 

For regularly scheduled online tests/exams/quizzes professor(s) will adjust your test/exam/quiz time as indicated by your approved academic accommodations. Students are not required to submit a test booking to request their extra time for a regularly scheduled online test/exam/quiz.  If you have any concerns with regards to your online test/exam/quiz accommodations (i.e. extra time provided, assistive software, etc.) please email sas@lakeheadu.ca in Thunder Bay or oraccess@lakeheadu.ca in Orillia as soon as possible. 

The Test Booking Links may only be used in the following circumstances for online tests/quizzes/exams:

  1.  To schedule a test/exam/quiz on an alternate date/time as per your approved accommodations. Provide at least 7 days notice (or as soon as possible) to request your alternate date/time. SAS will then negotiate with your Professor(s) to confirm their approval of your requested date/time.
  2. To reschedule a test/exam/quiz that was missed for disability/medical related reasons. NOTE: Students must always email their SAS Advisor or sas@lakeheadu.ca in Thunder Bay or oraccess@lakeheadu.ca in Orillia when a test/exam/quiz is missed. If the absence is not supported by an approved accommodation then documentation specific to the absence must be provided to the SAS advisor. SAS will not reschedule a missed test/exam/quiz that is not supported by accommodation or documentation.
  3. To schedule an alternate start time due to a time overlap when writing back to back tests/exams/quizzes on the same day or if your test/exam quiz overlaps with scheduled lecture/lab/tutorial. Provide at least 7 days notice (or as soon as possible) to request your alternate date/time. SAS will then negotiate with your Professor(s) to confirm their approval of your requested date/time.

If you are using the Test Booking Link for one of the reasons stated above, please follow the instructions listed under How to Book On Campus In Person Tests/Quizzes.

Bell Ringer Assessments

Bell ringer assessments are a type of lab assessment. They are not utilized in all labs. Stations are set up with an activity at each station. Students move through the stations and have a set amount of time at each station moving at a signal (ex. bell ringing/ visual signal).

Student Accessibility Services does not proctor bell ringers so all accommodations are applied by the instructor/ lab instructor. Each instructor and course has different procedures so it is best practice to contact your instructor/ lab instructor to ask how they will be accommodating students if their course has a scheduled bell ringer. Students with concerns or questions about how their accommodations are being applied to a bell ringer should contact their SAS Advisor.

Students with accommodations for bell ringers should reach out to their instructors/ lab instructors early in the term using the email template provided by SAS which can be downloaded at this link or found below.

Bell Ringer Inquiry Email Template

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

To: (Instructor)

CC: (Your SAS Advisor)

Subject: Re: Bell ringer assessment; Course Code Section (ex. BIOL 2300 F1);Date

Hello Prof./Lab instructor,

 

I have an accommodation for bell ringer assessments, please refer to my Accommodation Letter sent to you by Student Accessibility Services for the specific accommodation.

I would like to access my bell ringer accommodations for the assessment for the (Course Code Section) (ex. BIOL 2300 F1); on (Date)

As this is a specialized assessment that SAS will not be able to provide my accommodations for I understand that this accommodation will be provided by the instructor/ lab instructor. I look forward to hearing from you regarding the scheduling for this assessment. Should you have any questions or concerns regarding this request please do not hesitate to contact me or my SAS Advisor, cc’d on this email.

Regards,

Student Name

NOTE: Students who have bell ringer assessments in one or more of their courses who do not have accommodations specifically for bell ringer assessments should reach out to their SAS Advisor to discuss changes to their accommodations.

Conduct in On Campus In Person Exam/Test/Quiz Room

On the Day of the Test/Exam/Quiz
  • Report to the check in location as determined by Student Accessibility Services at least 15 minutes prior to a test or quiz, 30 minutes prior to the start time of an exam. In accordance with Lakehead University Policy (for exam security purposes) Students who have "back to back" exams will be provided instructions to follow to preserve exam security should their extra time accommodation create an overlap into the second exam.
  • Have your Lakehead University Student ID ready for inspection once you are admitted into the test/exam room.
  • Place unauthorized materials (including prohibited electronic devices, books, notes, jackets, coats, bags, etc.) in an area designated by the invigilator(s).
Before you Start your Test/Exam/Quiz
  • Ensure you have the correct test/exam and that all pages are included.
  • Confirm your allotted time for the test/exam.
  • If there are discrepancies with your required accommodations, advise the invigilator or email your instructor (in the case of online tests or exams) prior to starting.
Breaks
  • If your accommodations include breaks, signal the invigilator when you need your break and the clock will be stopped.
  • Step away from the test/exam.
  • All breaks must be within sight of an invigilator.
  • Washroom breaks do not count as break time unless this is an approved accommodation.
Contacting the Professor for Clarification
  • If you need clarification of a test or exam question, signal the invigilator so that the clock will be stopped.
  • The invigilator will escort you to a telephone or to the test/exam room for you to speak with the professor. It is advisable to contact the professor before the classroom duration of the test/exam has expired (i.e. the time allowed for students writing in the classroom without extra time accommodations).
  • For online tests or exams, consult with your instructor in advance of the test or exam date to determine the process to address this issue.

Conduct in Online Exams/Tests/Quizzes

For regularly scheduled online tests/exams/quizzes for courses that are delivered through an online platform, you will not need to book with SAS as your instructor will be setting up the extra time based on the approved extra time accommodations noted on your Confidential Accommodation Form.

However, if for one of the reasons listed your exam/test/quiz is booked with SAS, these are the procedures:

On the day of the Test/Exam/Quiz
  • Enter the virtual call prior to the start of the exam so the invigilator can go over any procedures before you begin.
  • Ensure you are following all camera procedures as dictated by the instructor.
Before you Start your Test/Exam/Quiz
  • Ensure that all unauthorized materials are stored away from your writing area.
  • Ensure that your space is quiet and all alarms and alerts are turned off.
Breaks
For Zoom proctored quizzes with SAS if you require a break (as per your approved accommodations), please follow these steps to ensure that you are with an SAS invigilator during this break time:
  1. Notify the invigilator via Chat that you would like to take a break.
  2. You will need to wait until the Breakout Room is available for you to access.
  3. When you join the Breakout Room, there will be an SAS invigilator with you.
  4. When you are finished your break, notify the invigilator and leave the Breakout Room (the invigilator will leave after you) to rejoin the rest of the group writing the test.

Only 1 student can go for a break at a time.

This procedure does not apply to washroom breaks, you only need to notify the invigilator that you need to use the washroom.

Only 1 student at a time for washroom breaks.

Contacting the Professor for Clarification
  • If you need clarification of a test or exam question, notify the invigilator via chat.
  • The invigilator will contact the professor according to the contact information the instructor provides. It is advisable to contact the professor before the normal duration of the test/exam has expired (i.e. the time allowed for students writing in the classroom without extra time accommodations).