CAL has prepared a brief guide to accommodation and accessibility for online exam delivery (PDF 133 KB). We've answered some frequently asked questions below, and you can contact the CAL Exam Centre by email at calexam@uvic.ca if you have further questions or concerns.

More info:

I submitted information to you about my exam and uploaded it and hit the “submit” button on the self serve. Then, CAL sent me an email asking me to do that again. What is going on?

We are finding that after a student makes a booking online, instructors are going in and creating a duplicate exam for that date.

If there is already an exam booking with the correct date in the “Tests and exams” table, please use that booking when confirming and attaching details and materials. You can edit the details the student reported if they are incorrect (i.e. the start time is off by 10 mins, etc.) when you click “confirm” on the booking.

If you create a duplicate, our system treats them like two different exams--then the system will start sending you automated notifications and reminders for both.

Why can’t I choose a proper duration for my exam using the time tool? The time increments don’t match the course timetable.

You can click on the Test start time and Test end time boxes and manually type the exact start and stop time.

image showing how to input exact times

I am responsible for multi-section lab exams where the exam information is the same across all labs. Why do I have to enter the same information repeatedly for similar sections?

Unfortunately the ClockWork software doesn’t have a replicate/copy function in the current version. Therefore, if you have 3 identical lab sections you will need to enter the exam information for the 3 lab exams separately. We have requested this copy/duplicate functionality be included in the next version of the ClockWork software.

I expect that tests or exams on the test list for my course should be in chronological order, but they are not.

We have requested the software vendor consider making the list chronological and not by booking creation date--which is how it displays now.
We are noticing that instructors are going to the top of the test list and then inputting data that doesn’t correspond to the intended date. Please make sure that when you are uploading exams or inputting invigilation information, you are clicking on the correct exam date.

I created a bunch of exams bookings one day, and then accidentally entered the same data again. I want to delete the duplicate exam booking. How do I do that?

Contact us so we can review the files and figure out what the best course of action is.

I am not the instructor on a particular lab or tutorial or lecture. Why do I get notifications from ClockWork as if I am?

ClockWork associates you as the contact on a given section as it shows in Banner. If there is no lab or tutorial instructor data in Banner, then the primary instructor on the lecture section is automatically assigned as the contact. If you need to be removed as an instructor on a course or another instructor needs to be added, contact the Administrative Officer from your department so that change can be made in Banner.

I am the primary instructor, so why are other instructors showing within ClockWork as contacts on my course?

All instructors listed as resonsible for a course in Banner are connected in ClockWork to that course. They will all receive notifications regarding student accommodation needs when students request to share letters of accommodations for the course and they will all have access to the exam booking functions of ClockWork for the course.

Why can’t I just email your office exam details instead of entering them on the instructor self serve?

With over 12,000 exams each year at CAL, we no longer have the ability to contact everyone for this information. When entered through the self serve by instructors directly, all the correct data our invigilation staff need to know from you is available to them in real time.  In our experience, we don’t consistently receive the complete information we need to invigilate exams using email. This makes it necessary for us to contact instructors for additional information, and then, for any new information about the exam as the date gets closer.

Are there deadlines for submitting exam details on the self serve?

Yes, some. Cutoff dates are in place so we have enough reasonable notice to make arrangements.

Sept to April:
May to August:

you can change the date and time of an exam up to 24 hours prior to that exam

you can change exam details and upload exam file(s) up to 30 mins before exam

you can change the date and time of an exam up to 24 hours prior to that exam

you can change exam details and upload exam file(s) up to 30 mins before the exam