Exam services for instructors
The Centre for Accessible Learning (CAL) Exam Centre supports instructors by scheduling and invigilating exams with specialized academic accommodation requirements. Instructors request support by submitting information about their exams in a loading sheet or through CAL Online Instructor Services.
Note: the CAL Exam Centre refers to all quizzes, tests, exams, and other timed assessments as exams.
Fall 2023 deadlines
- Printing and preparation by CAL Exam Centre: 12:00 p.m. (noon) two business days before exam
- Deliver paper copies to OREM: 12:00 p.m. (noon) two business days before exam
- Final exam period invigilation requests: passed (November 10 at 4 p.m.)
- In-term invigilation requests: passed (September 17 at 11:59 p.m.)
Available services
Exam accommodations
Exams with at least one specialized accommodation requirement can be written in the CAL Exam Centre. This includes, but is not limited to:
- Extra time greater than 50% extra (1.5x)
- Specialized space like a private room or height-adjustable desk
- Adaptive software like text-to-speech or speech-to-text
- Human support like a reader or scribe
- Possible health emergencies
Starting in September 2023, the Office of the Registrar and Enrolment Management (OREM) supports accommodated exams with no specialized accommodation requirements. This includes exams with:
- Extra time, up to and including 50% extra (1.5x)
- Distraction-reduced environment
- Computer with word processor and spell-check
- Supervised breaks
- Simple allowed item accommodations like extra paper
Scheduling and invigilation
CAL will automatically schedule an exam with specialized accommodation requirements once your invigilation request is approved and the student has released their accommodation letter. CAL will send you a final student list 6 days before the exam.
Staff will invigilate your exam while your students write in the CAL Exam Centre. Staff are trained to maintain exam integrity and support students' accommodation-related needs.
Email OREM with any questions about their scheduling and invigilation procedures.
Printing and digital conversion
CAL will print and convert all paper and digital exam copies required for students writing in the CAL Exam Centre. You can specify your printing requirements on your invigilation request, up to the printing deadline listed at the top of this page. CAL will send reminder emails close to the deadline.
OREM does not print for accommodated exams. You must provide all necessary paper copies by their deadline listed at the top of this page. You will receive instructions and reminders close to the deadline. Contact OREM with any questions about their exam delivery and return procedures. We will include their contact information when it is available.
Computers and specialized software
CAL provides a UVic-managed computer for students with an accommodation that requires one, such as use of a word processor or text-to-speech software. Students cannot access their personal files, and cannot access the internet unless it is required for the exam.
Supported exam formats
The CAL Exam Centre can invigilate and apply accommodations for face-to-face, timed, supervised exams.
- We can only invigilate face-to-face exams, like in-lecture mid-term exams. We cannot invigilate remote exams.
- We can only invigilate timed exams, like 15 minute quizzes or 3 hour final exams. We cannot invigilate multi-day exams.
- We can only invigilate supervised exams, like in-tutorial quizzes. We cannot invigilate take-home exams.
Paper-based
Submit a copy of your exam by printing deadline and the CAL Exam Centre will print all copies necessary for students writing in the CAL Exam Centre. If you prefer, you can instead deliver paper copies to the CAL main office yourself.
Online
Students can use a CAL-managed computer or their own computer in the CAL Exam Centre.
If your online exam has a password, submit it by the printing and preparation deadline listed at the top of this page.
You are responsible for:
- applying extra time accommodations
- adjusting exam access for students with alternate start times
Learning and Teaching Support and Innovation (LTSI) can help you apply accommodations to Brightspace quizzes.
Final exams
CAL accepts final exam period invigilation requests for two weeks after the final exam schedule is published.
Other formats
The CAL Exam Centre cannot invigilate all exam formats, such as lab exams that require dangerous substances like solvents or animal specimens. Please contact us with more information about your exam to find out if we can support you.
LTSI provides the Online Assessment Room for Zoom invigilation of rescheduled or extended online exams.
How to request invigilation
CAL requires the following exam information before we can accept an invigilation request:
- class exam date, start time, and duration
- modality: paper, computer, online
- special scheduling requirements
- required software
- special considerations: audio or video components, equipment
You must eventually provide further details like:
- exam delivery and return methods
- printing requirements
- exam materials: answer booklet, bubble sheet
- allowed items: formula sheet, dictionary, extra paper, calculator
You may provide those details in your initial request, but CAL will remind you before any deadlines.
CAL Online Instructor Services
If you are an assigned instructor for a course, you can submit a request through CAL Online Instructor Services. You must submit each exam for each course section separately.
Invigilation request loading sheet
If you are an assigned instructor or coordinator for a course, or administrative staff, you can submit an invigilation request loading sheet (XLSX 41 KB). You can submit requests for multiple sections or courses in the same sheet.
Please read the instructions and example on the first two tabs of the loading sheet. Email the CAL Exam Centre if you have any questions.
Missed deadlines
The CAL Exam Centre advertises accommodated exam service deadlines each term on this page and by email to all instructors assigned to a course.
Invigilation requests
CAL will not approve any invigilation request submitted after the relevant deadline listed at the top of this page.
Date/time changes
Email the CAL Exam Centre if you need to change the date, time, or duration of your exam after the deadline. We cannot guarantee availability.
File submission
The CAL Exam Centre will cancel invigilation services for your exam if we do not receive all necessary physical and electronic copies by 12:00 p.m. (noon) the business day before the exam.
Changes in the Fall 2023 term
The University will centrally support accommodated exams for September-December 2023, with dedicated invigilators and exam spaces on campus. Staff in the Office of the Registrar and Enrolment Management (OREM) will schedule and invigilate exams with accommodations for extra time up to 1.5x, a distraction-reduced environment, use of a word processor, and simple allowed items like extra paper. Staff in CAL will schedule and invigilate exams with more specialized accommodation requirements in the CAL Exam Centre.
Very little will change on your end as an instructor. You will continue to submit invigilation requests to CAL by loading sheet or CAL Online Instructor Services during the Fall 2023 term, and CAL will share information with OREM. OREM or CAL will contact you if any of your students will write in their respective exam spaces.
Invigilation request requirements have been relaxed. Only date, time, duration, and modality are due by the request deadline. Further details like delivery method, allowed items, and printing requirements are due closer to the exam date. Instructors will receive automatic reminders for outstanding details as deadlines approach. Specific deadlines are listed on CAL Online Instructor Services, CAL Exam Centre website, and CAL Exam Centre invigilation request loading sheet.
CAL will continue to schedule and invigilate exams with specialized accommodation requirements if OREM's accommodated exam spaces reach capacity. CAL will indicate which students are eligible to write in the CAL Exam Centre as necessary throughout the term.
Instructors remain responsible for submitting invigilation requests for accommodated exams before the deadlines listed at the top of this page.
Need help?
Email the CAL Exam Centre if you need help, including with scheduling deferred exams.
Email Learning and Teaching Support and Innovation (LTSI) for online exam information, including exam supervision and format options.