DRC Testing Center Exam Administration Information for Faculty

Table of Contents

The following contents are in alphabetical order, and can help you navigate to parts of this page for the information you are looking for.

General Information

The DRC Testing Center is a service provided for faculty in order to help ensure that students needing exam accommodations will receive the accommodations they need. While it is required by law that students receive the appropriate and necessary accommodations that they are eligible for, it is not a requirement that students take their exams at the DRC Testing Center to receive their accommodations. However, it is generally more convenient for faculty than having to ensure that accommodations are administered appropriately themselves. At times, students may also require specialized software or hardware in order to be accommodated for their exam, which the DRC is equipped to provide.

Students who are eligible for accommodations for timed assessments should be able to have these accommodations on any form of in-class timed assessment, whether it's considered a quiz, exam, midterm, final, or anything else that is used for determining a particular outcome, regardless of whether or not the grade "counts". If it is used for determining a particular outcome, even if the outcome does not affect their grade, without accommodations a student may not be able to complete the assessment to the best of their ability to produce an accurate result.

Please note: The DRC Testing Center cannot administer exams to students who are not registered with our office, or who have not been approved for temporary accommodations due to a currently debilitating issue. This includes administering makeup exams if students do not meet one of these two criteria.

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Reviewing Proctor Requests

When a student schedules an exam at the DRC Testing Center, you will receive a notification email. It is very important that when students schedule an exam at the DRC that faculty provide the DRC with all of the information required for administering the exam appropriately.

Follow these instructions for reviewing the proctor request and providing your instructions.

1. Log in to Accommodate Here, and click on the Courses tab to view your courses.

Instructor's view of their home page with the Courses tab highlighted

 

2. Select the course you want by clicking on the Course Title. The appropriate course should be in the email you received.

Instructor's view of their course catalog with a course title highlighted

 

3. Once inside the course, click on the Proctor Requests tab. You'll find the appointment either under the Scheduled or Pending tab, depending on where it is in the DRC's scheduling workflow. You can view it and edit it all the same, whichever tab it's currently under.

4. Click on the edit icon in the Actions column to view the appointment's information and add or change information provided by faculty.

Note: You can make changes to these appointments at any time by following these same instructions. The appointment will likely move into the Scheduled tab if you happened to previously find it in the Pending tab.

Instructor's view of the Proctor Requests tab withing a course

 

5. Review the information provided by the student that starts with their name and ends with whether or not they're scheduling a quiz. The important information to review here is the test date, which can be entered incorrectly, and the Length of the exam, which defaults to the full length of the class plus the student's time accommodation.

Note: You will need to let the DRC know to change the date if it's incorrect. There will be a field for you to provide the correct length of the exam.

6. Provide your instructions for the DRC to administer your exam below the student's input.

Note: If you want to upload your exam to Accommodate, you will be able to provide your instructions on the upload page rather than in this appointment. This will allow the DRC to view your instructions right along with the exam. Otherwise, options for providing instructions will open up for you in the appointment.

Instructor's view of a proctor request submitted by a student

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Procuring your exam

There are several options for how the DRC Testing Center can procure your exam prior to the time we will administer it. You will be offered these choices to select from on the student's appointment.

1. NEW AND PREFERRED: Upload your exam to Accommodate (follow the instructions in the following section). Only DRC staff with specific manager permissions will be able to access the file, and the exam will automatically be purged when the exam date expires.

2. Email your exam to drctesting@utc.edu

3. Have your exam delivered to Frist 102.

4. Have us pick up your exam from your administrative assistant (please let us know when the exam will be available for  pickup, and we will get it from them as soon as we can).

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Instructions for Uploading Exams

Accommodate has a secure way of uploading exams into a repository located within each of your courses. This repository can only be accessed by you and DRC staff who have the appropriate permissions within Accommodate.

Bonus: You can easily purge exam files from these repositories, where all of the uploads are conveniently located in one place, so that they are no longer available anywhere in the system. Any exams that are not purged by the end of the semester will be removed by the DRC. You will be able to see that there are no exams uploaded in your Past Courses if you wait to let the DRC purge them.

Note: To purge exams, you will have to do them one at a time inside each exam upload page (but this can be done by you at any time, so you don't have to delete a bunch if you stay on top of it). This gives you full control of how long the files will stay in the system. See the instructions here: Instructions for purging exams. However, at the end of the semester the DRC has the ability to batch delete all of the uploaded files for the semester, so you may choose to let the DRC take care of purging them.

Uploading and Deleting Exams:

1. Log in to Accommodate Here, and from your home screen, click on the Courses Tab. This will take you to your catalog of courses that you are teaching.

Instructor's home page view with the courses tab highlighted

 

2. In the course catalog, select the course you want to upload an exam for by clicking on the course title.

It's very important that you upload your exam in the correct course so that the DRC can make sure it's using the correct files for the correct students.

Instructor's view of their course catalog with a course title highlighted

 

3. Inside your course you will see an Exam Tab, which you should then click on to enter your course's exam repository.

Instructor's view inside a course with the exam tab highlighted

 

4. Inside your repository, click on the Add New Exam button.

Only one file can be uploaded at a time, but if you have more than one file required for an exam, you can repeat this step for each file. Please be sure to label them clearly so that it's clear which files go together. i.e. Exam 1 file 1/3.

Instructor's view inside exam tab with add new exam button highlighted

 

5. In the exam upload page, please provide all of the necessary information for administering the exam. More information to help you with some of the questions can be found in the page section linked here: More Information About Some Form Questions

Please provide instructions for administering the exam here rather than in the student's appointment so that all of the information is in one place. If you are providing the exam in another medium, such as email or pickup, it's best to provide instructions in the appointment instead.

 

6. Information about the exam or the provided file can be edited at any time by clicking on the edit icon.

Instructor's view of uploaded exam files with the edit icon highlighted

 

To replace the current file, choose a new file in the attachment section. When you save your changes, the original file will be overwritten with the new file.

Snippet of the exam upload page showing just the attachment section and file preview

 

7. To purge exams that you've uploaded, click on the edit icon to enter an uploaded exam page, and at the top, click the Delete button.

Note: You may need to go to the Past Courses tab under your Courses tab to find uploaded exams after the end of a semester. However, at that point the DRC should be purging any exams that have been uploaded for that semester. You can check the Past Courses tab to see if anything is still there.

 Instructor's view of exam upload page with the delete button highlighted at the top


 

Receiving your completed exam

There are also several options for how you would like to receive your completed exam. You can choose your preference as you approve an exam request.

1. Pick up your exam from Frist 102 at your convenience. (see note below about deliveries)

2. Have us scan and email the exam back to you (we will keep the original completed exam locked in our file cabinet for one month before shredding).

3. Have us deliver your exam to your department's administrative assistant.

 

Note: Due to limited staffing at the DRC Testing Center (one person must always be present when students are taking exams, and two-person coverage cannot always be guaranteed due to work related tasks or other obligations), we try our best to at least one delivery per day, as late in the afternoon as possible (before 4pm) to make sure we can deliver as much as possible in one delivery. This ensures that we are limiting our time away from the office so that we are focusing our time on the work we do for students first. For the same reason, exam deliveries will only be made to departmental offices in order to limit the number of stops around campus that we have to make. Picking up your exams may be a more convenient option for you.

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More information about some form questions

 

  • How can we reach you during the exam? While students in class are able to ask questions pertaining to the exam, it's important that students taking the exam with us should be able to ask questions as well if they come up. We have provided several flexible options for reaching you during the exam, including text messaging (texts will come from a staff member only). Please indicate your preference on the form.

 

  • For materials necessary to complete the exam: If you provide materials for students on the exam (such as scantrons or blue books), then we will provide them as well. If you require students to bring their own materials, we will expect them to do the same here. Please indicate on the form if we should provide materials, or if students should provide materials.

 

  • Describe Additional Resources: Besides the materials listed above that are required to complete the exam, do the students get to use any additional materials as aids on the exam? i.e. material on UTC Learn, notes, textbook, a cheat sheet, etc.

 

  • IMPORTANT: If there is other critical information about the exam that we need to know, such as the use of a specific piece of software (i.e. programming software, editing software, content specific software) that we may or may not have installed on our lab computers, or anything other unique and specific to the exam that we should be aware of, please shoot us an email as soon as possible to let us know so that we can be sure we're prepared for that unique situation.

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DRC Testing Center Policies for Academic Integrity

  • If a breach of academic integrity is found:
    • A breach of academic integrity means that staff at the DRC Testing Center have noticed a student using unapproved materials/devices during an exam. While evidence of cheating cannot always be provided, if a student is caught cheating, their professor will receive an email thoroughly detailing the incident, and the test will be stopped and taken up as is, and returned to the professor.
      • Testing center staff will be willing to work with faculty in any way to make sure that the incident is thoroughly investigated, if necessary.
  • Zero tolerance cell phone policy: Students are not permitted to have cell phones on them in the testing room for any reason. They are asked to quiet and leave their cell phones with their belongings in the testing center's main office. If a student is found with a phone in the room, their exam will be stopped.
  • Approved materials for exam: Students will be asked to leave all of their belongings in the testing center's main office, other than what they are approved to have for the exam.
    • Due to the extended time students are allowed to receive, which often impedes their ability to use a designated break time, or their exam just runs for an extensive amount of time, we will allow students to bring approved food and drink into the room with them. The items must be observed by the testing center staff and checked for possible indiscretion.
    • Students may ask for scratch paper to help organize their thoughts (this is a useful strategy for many of our students), in which case we will provide paper for them, initialized on a corner by a staff member to indicate that the paper was provided by us, and was handed to the student blank. Any scratch paper used will be returned with the exam.
    • Generally, any approved aids such as cheat sheets, note cards, or formula sheets will be included with the exam for return to the professor so that it can be checked by the professor for any indiscretion, since professors cannot monitor their use in our office and we may not have the ability to determine what information on the aid is or is not appropriate.

Note: If a student tells us that they are allowed certain materials on the exam that are inordinary and we do not have those specific instructions from you and cannot reach you immediately to ascertain their validity, in order to not put the student at a disadvantage, we will allow them to use the materials with the expressed understanding that we will contact their instructor about allowing the use of those materials, and that their instructor may penalize the student if the student gave us false information about allowed materials.

  • Computer exams: The testing center will provide a lab computer to students who need to take exams with a computer. We have the ability to remotely monitor all of the computer desktops of our lab computers to check what students are using on the computer.
    • If your exam requires any specialized software, please check with us to make sure we already have it installed, or we will have to work with IT to make sure we get it installed before the exam.

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